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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 RequestNotesTimeline (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 daysN/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 anywhere30 business days
(~6 weeks)
50 business days
(~10 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/conditions30 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 trademarks20 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 only10 business days
(~2 weeks)
N/A
Fundraiser - Simple- Includes requests for goods/services/money, PonyUp, Restaurant give back20 business days
(~4 weeks)
N/A
Fundraiser - Complex- Includes Silent Auctions, Sponsorships, Merchandise Sales30 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.