Middlesex Community College

When planning any activity or event (other than a meeting), organizations should:

1. Present the proposed idea to their advisor or OSE staff. 
2. If the advisor and/or OSE approves, submit the event through Engage. 
3. Once approved, students should plan logistics with OSE staff. OSE may deny a request if it does not align with the mission and values of the Office of Student Engagement or Middlesex Community College.
4. Student organizations should also prepare a sufficient advertising plan to help make the event successful.
5. After the event has concluded, meet with advisor or OSE staff to reflect on the event to be more successful in the future. 

Additionally, student organizations are strongly encouraged to collaborate with other student organizations on events when applicable.

Clean-Up
Student organizations are responsible for some clean-up at the close of their program. This includes picking up trash and making sure furniture is returned to its proper place (students should not move heavy furniture). When necessary, OSE staff may coordinate additional custodial services, and organizations may be charged for those services. 

Event Cancellation Policy
Any event may be postponed or canceled due to inclement weather and/or threat of lightning (i.e. thunder is heard or lightning is visible), for health and/or safety issues, or staffing needs. The decision, as well as the decision to restart a postponed event, is at the discretion of the Office of Student Engagement staff, faculty/staff advisor, or Public Safety.

Students and Faculty/Staff Advisors are not legal agents of the college and are not authorized to sign any contract or rider for professional services, entertainment, travel, catering, facilities use, merchant/vendor services, or any other binding agreements that commit college funds or facilities. All contracts must be reviewed by the Director of Student Engagement & Retention or other designated staff member in order to ensure that the terms of the contract are in accordance with College policy.  All vendors and performers must sign a contract, and OSE will work with them on that process.

Any student or staff member who personally signs a contract runs the risk of assuming liability for the full amount of the contract plus additional expenses. The student may also be subject to disciplinary action by the College.

Guests of the MCC community may be allowed to attend campus events if they are open to the public. MCC students are responsible for their guests’ behavior at college functions. Students may be limited to the number of guests accompanying them to an event. The maximum number of guests varies depending upon the nature of the program. Those who are not currently enrolled in classes at MCC are always considered guests and cannot be a member of a club or hold a leadership position.

Student organizations do not have a “Not for Profit” or “Non-Profit” status. Therefore, it should neither be stated nor implied that donations or receipts can be used by the donor for tax deduction purposes.

In addition to a student organization’s annual operating budget allocation, student organizations are encouraged to fundraise throughout the year. When planning a fundraiser, student organizations may need to meet with OSE to make reservations, as well as arrange logistics  to deposit the funds within 24 hours of obtaining them.

All plans for bake sales must be approved by the Office of Student Engagement via Engage prior to the start of the event.

• All homemade food goods must be individually wrapped or packaged for sale.
• Food containing allergens must be clearly marked. Allergens may include any of the following ingredients: milk, eggs, nuts, fish, shellfish, soy, and wheat.
• Allergen sheets can be located in the resources section of this manual and on Engage and must be used with every bake sale.
• Gloves or serving utensils must be used to ensure that participants do not directly handle any food items that are to be sold to the public – OSE can provide these.
• Sale of food items that need significant cooling or heating requirements should work with  OSE to coordinate their event.
  

• Each ticket must be numbered.
• Tickets must name the sponsoring organization including Middlesex Community College.
• Tickets must include the date and time of drawing.
• Tickets must list prizes to be awarded.
• Tickets must include the phrase “winners need not be present at the time of drawing.”
• All drawings for prizes must be held in a public area.
• Winners must be notified immediately.
• All prize winners will be responsible for any taxes on their winnings, and their social security number and permanent address must be on file in the Office of Student Engagement.
• 5% of the gross revenue on raffles must be sent to the Massachusetts Lottery Commission. The Office of Student Engagement will process all student organization tax reports and required payments to the Massachusetts Lottery Commission.

All organizations are required to submit a Weekly Report on Engage by Thursday night at midnight, to better track programs and attendance, regardless of if a club held a meeting or event or not that week. Weekly reports should include the location, number of participants, and name of event(s) that have taken place that week. Please submit your weekly report even if there were no activities that week.