Off-campus events should support academic or professional goals and align with University values and policies. It is mandatory that student leaders and student organizations looking to initiate and organize off-campus events in which they will represent the University meet with a representative of the Office of Student Services in addition to the appropriate college official or faculty advisor at least eight weeks in advance of the event date to ensure consistency with college and University policies. Student Activities will only support events sponsored by recognized student organizations who follow the appropriate process to execute their events. Reservations made outside of the Office of Student Services will be considered under the purview of the department that makes the reservation and will not be supported by Student Activities staff. Any off-campus event that occurs during class time or necessitates a student missing an exam or mandatory class time must be approved by their respective Academic Dean through the filing of an Absence Request Form prior to participating in the event. All advertisements for off-campus events must be approved by the Office of the Dean of Students. All student groups sponsoring events off-campus must complete all necessary University forms. Any University services that are required for the off-campus event (Media Resources, University equipment, etc.) must be coordinated through the Office of Student Activities.
Students may use their student organizational/club/class council funds to offset the cost of an off-campus event, excluding the cost of alcohol, as long as the event has met the requirements for student organizations/clubs/class councils through the Office of Student Activities. If a cash bar is being arranged, the event must also meet the requirements of the University Alcohol Policy (see Alcohol Policies and Procedures for Recognized MWU Student Organizations for Off-Campus Events).