Event Planning Timeline
Planning an activity, fundraiser, meeting, or travel for your organization? Your first step is to submit an event registration in Engage.
Each type of event is unique. Take a look at the following timeline table to ensure you are providing the university plenty of time to assist you, and your student organization sufficient time to plan and implement successfully.
Timelines below are based on the date that your first purchase is needed for the event, travel, and/or materials.
Note: Offices follow university closure schedules and will not process requests during those closures. For example: The university is typically closed for about 10 days over winter break, so if you are preparing for an event in January, please add 2 weeks onto the timelines below.
| Type of Request | Notes | Timeline (No ASBSU Grant funds needed) | Timeline (Requesting ASBSU Grant funds - deadline to submit request) |
|---|---|---|---|
| No cost event | - Such short notice may present limited options for rooms though - No-cost travel needs to follow travel timeline below - Includes ExtraMile/Athletics Fundraising | 3 business days | N/A |
| Simple Event | - Catering with an approved vendor AND under $350 - No contracts/honorariums - Purchases under $350 - Small expected attendance (under 35) - Small A/V costs | 15 business days (~3 weeks) | 30 business days (5-6 weeks) |
| Complex Event - No Contracts | - Catering $350+ or with unapproved vendor - Purchases over $350 - Larger attendance expected (over 36) - No contracts/honorariums - Includes screening movies/film | 20 business days (~4 weeks) | 40 business days (~8 weeks) |
| Complex Event - With Contract(s) | - Same as above, but includes contracts/terms for speakers, services, space usage, etc. | 30 business days (~6 weeks) | 45 business days (~9 weeks) |
| Travel - Domestic | - Includes no-cost travel 100 miles or overnight anywhere | 30 business days (~6 weeks) | 45 business days (~9 weeks) |
| Travel - International | - Any travel outside the U.S. | 40 business days (~8 weeks) | 60 business days (~12 weeks) |
| Simple Purchases - Not connected to an event | - Under $350 - No contract/honorarium - Examples: membership dues, small order of supplies, promotional materials (no Boise State logos or trademarks) | 10 business days (~2 weeks) | 20 business days (~4 weeks) |
| Complex Purchases - Not connected to an event | - $350 and over - No contract/honorarium - Examples: membership dues, large order of supplies, apparel | 15 business days (~3 weeks) | 25 business days (~5 weeks) |
| Purchases with a Contract | - Any purchase involving a contract or terms/conditions | 30 business days (~6 weeks) | 45 business days (~9 weeks) |
| Apparel | - Need quote from vendor and promotions review form completed if using any Boise State logos or trademarks | 20 business days (~4 weeks) | 35 business days (~7 weeks) |
| Promotional Materials - connected to purchases | - Includes apparel, signage, social media advertising, buttons - Promotions Review form required for any use of Boise State logo or trademark | 20 business days (~4 weeks) | 35 business days (~7 weeks) |
| Promotional Materials - no purchase | - Includes digital advertising and/or social media posts at no cost - Promotions Review form required for any use of Boise State logo or trademark | 10 business days (~2 weeks) | N/A |
| Fundraiser - Donation Jar | - Includes Donation Jar only | 10 business days (~2 weeks) | N/A |
| Fundraiser - Simple | - Includes requests for goods/services/money, PonyUp, Restaurant give back | 20 business days (~4 weeks) | N/A |
| Fundraiser - Complex | - Includes Silent Auctions, Sponsorships, Merchandise Sales | 30 business days (~6 weeks) | N/A |
Learn more about ASBSU Grant Funding Requests or contact asbsufunding@boisestate.edu.
Questions? Contact the Student Organizations Coordinator at getinvolved@boisestate.edu or (208) 426-1223.