Official Function Request Form

ENVS faculty and staff should use this form to request official function approval for any ENVS function involving a) alcohol, b) total food/beverage cost exceeding $500, or c) per person food/beverage cost exceeding $115 per person. This form is routed for a budget review and then forwarded to the appropriate staff for processing. If you have questions, please contact:

Please complete and submit this form well ahead of the date of your official function. It can take upwards of 30 business days to complete the approval process for an official function with alcohol, and upwards of 10 business days to complete the approval process for an official function without alcohol.

For a description of the different types of official functions and specific examples of these functions, see Official function | University of Colorado (cu.edu).

The event coordinator should be familiar with all CU policy and procedure detailed on the following URL's. Please review this information before you complete and submit this form. 

How to Buy Official Functions | University of Colorado (cu.edu)

Finance Procedural Statement: Official Functions | University of Colorado (cu.edu

Official Function Form (OF) | University of Colorado (cu.edu) (Completed by Mary Hardwick, if needed)

https://www.colorado.edu/eventsplanning/events-with-alcohol

Alcohol Service on Campus | Compliance, Ethics and Policy | University of Colorado Boulder

Event with Alcohol Authorization Form | Events Planning & Catering | University of Colorado Boulder (Completed by Mary Hardwick, if needed)

APS 4018 - Alcoholic Beverages Purchased for University Events | University of Colorado (cu.edu)

Indicates required field
(first and last name of person who will organize and oversee the event)
(colorado.edu email address)
(phone number that ENVS staff can use to contact you)
(If not associated with MENV, select "Not Applicable")
(a unique name only associated with this event)
(Please provide itemized projections for food, beverages, rentals, fees, tips, etc.)
(Speedtypes and Splits by $ or %)
How do you plan to pay for this event?
 
 
 
 
 
(Select all that apply, for contracts that require a signature, also complete the ENVS Contract Request Form)
(First Name and Last Name)
What are the university affiliations of the attendees?
 
 
 
 
 
 
 
 
 
 
 
 
 
 
(Select all that apply)
Is this an event for the department, undergraduate students, or graduate students?
 
 
 
(Please provide any additional information that might be needed to process this request)
Alcohol: CU Boulder has extensive policy and procedure pertaining to the service of alcohol at official functions. Official functions where alcohol is served (on or off campus), must typically be approved by the Campus Manager of Alcohol Service beforehand, and the approval process is lengthy and time-consuming to complete. Also, ENVS leadership discourages alcohol service at events attended by students
 
Campus Room Reservations: All ENVS faculty and staff should have access to reserve space for events held in SEEC. See https://seec.colorado.edu/resources/conference-rooms for more information. If you require guidance on booking space outside of SEEC, see https://www.colorado.edu/students/find-your-study-spot/instructions-scheduling-space-ems.
 
Contracts: If contracts for venue or catering are needed for this event, signature from an official Procurement Service Center Purchasing Agent will be required and this may take two to four weeks to obtain. Only PSC Purchasing Agents are authorized to sign contracts. Unsigned contracts should be submitted for processing using the ENVS Contract Request Form.
 
Compliance: The event coordinator must ensure full compliance with all CU Boulder policy and procedure pertaining to official functions. If you have questions about relevant policy or procedure, contact Lisa Forman at lisa.forman@colorado.edu.
 
Timeline: This form should be submitted as far ahead of the event date as possible. Some events may require only a few weeks to organize, while others may take several months. You should receive a reply within 5-7 business days after you submit this form, letting you know if your request has been approved. You shouldn't make any purchases for your event until you receive confirmation from Mary Hardwick at mary.hardwick@colorado.edu that your request has been approved.
 
Additional Steps: The completion of an Official Function Form or Event with Alcohol Authorization Form may be required, depending on the specifics of your event. Mary Hardwick will complete these forms and/or reach out to you for additional information, if needed.