Event if the organization is having an event catered by a third-party vendor, the form needs to be filled out. If the caterer is the Indiana Memorial Union, this form does not need to be filed. First, University regulations require a record of all monetary transactions that occur on campus. Approval of this form is your proof should any University official request it. The second reason is simply for the organization's own safety.
Monetary transactions can be problematic for even the most noble of individuals.
If a record is kept on campus of the event, the Student Activities Office will have more information with which to help the student organization should a problem arise. While many events that most student organizations hold will not require security to be in attendance, others may need one or more security guards to maintain the safety of all involved. Many factors are used to determine then need for the presence of security guards, including the type of event, the anticipated audience, location of the event, and the beverages served. Security guards, if needed, will be utilized from 15 minutes before the event until 30 minutes after its conclusion. Student organizations must pay for security at the hourly rate if either office deems security to be needed.