Inter Club Council

Build community and help clubs thrive on campus.

The Inter-Club Council (ICC) is the governing board for clubs within ICC. The council facilitates the formation of new clubs and helps govern existing clubs.

Team Members

ICC Director
Morgan May
icc@western.edu

Update Club Information

How to Start a Club

Phase 1:

Plan an informational meeting to gauge interest in the club. To register as a club, you must have at least five members unless other arrangements are made with the ICC.
Complete the club constitution and club registration forms with your advisor’s information.
Email these forms to the ICC advisor.

Note: Membership of a recognized club must be extended to all students. It is important to make your club’s purpose as specific as possible, which will assist you in its formation and organization.

Phase 2:

Meet with the director of ICC and present your constitution and club registration forms for review. Plan to attend the meeting with your advisor, club/organization President, and/or Treasurer to answer questions about your club. The director and advisor will then decide if this proposal should move forward.
After ICC has endorsed your proposal, the next step is to obtain official club recognition from the Student Government Senate. You will need to attend the SGA meeting. During the ICC Director’s report, you will be given the floor to provide a brief introduction to the club. SGA members will be able to ask you questions about your club. The ICC Director will then make a motion that the Senate recognizes your club, and a vote will be taken.
Once the SGA Senate approves the club, you are a recognized club!

Note: You must re-register your club at the end of the fall and spring semesters.

Benefits of Being an Official Club

Funding through ICC
Use of the University Center facilities for meetings and programs
Use of club storage facilities in Ute Hall
Availability of funds from ICC
Availability of funds from SGA

Club Templates

Attendance Template

Constitution Template

Event Budget Template

Types of Funding

REMEMBER: You MUST have pre-approval from Inter Club Council or LEAD Office staff before you spend any money for a club.

Internal Funding (club specific)

Baseline Funding

$100 is allotted to each club at the beginning of the school year if it has been recognized as a club for at least one year. This money does not roll over into the next school year if not utilized.
This money is intended for club-specific spending such as t-shirts, advertisements, recruitment, club swag, supplies, etc.
To access the funds, you must fill out an internal funding request form. The form must be submitted online seven calendar days before the funds are needed.

ICC Purchasing Form

Incentive Funding

Clubs can be awarded up to $150 in addition to their baseline funding at the beginning of each school year. The amount awarded is based on participation in mandatory events from the previous year.
This money is intended for club-specific spending such as t-shirts, advertisements, recruitment, club swag, supplies, etc.
Click the red button below to access an internal funding request form. The form must be submitted online seven calendar days before the funds are needed.

Fundraised Money

Money raised through a fundraiser or donor is placed into the club’s internal account and can be used for any purpose. If not utilized, the money can roll over into the next school year.

Co-sponsorship Funding | Available to All Clubs

All recognized clubs are eligible for co-sponsorship funding. Planning ahead is in each club’s best interest, as funding is available on a first-come, first-served basis.

Co-sponsorship funding is intended for club events, club travel, equipment, etc., that comply with the following standards:

A direct connection/benefit to the student body must be evident.
There should be evidence of a lasting impact on campus, whether within a club, the student body, or the school overall. The participating students should experience a benefit that will promote their individual growth.
The bill must align with the missions of the requesting entity and that of Western Colorado University.
The money’s purpose must be an example of responsible spending. When the co-sponsorship form has been submitted, the ICC Director will present the request to the SGA General Assembly and receive feedback from the student body on the bill’s eligibility. The Director will relay the SGA feedback to the ICC Council to review as they decide on their vote.

When the co-sponsorship form has been submitted, the ICC Director will present the request to the SGA General Assembly and receive feedback from the student body on the bill’s eligibility. The Director will relay the SGA feedback to the ICC Council to review as they decide on their vote. A co-sponsorship funding request form can be found below. This must be submitted online 14 calendar days prior to when the funds are needed.

Co-sponsorship funding can be requested at any time. After internal funding has been distributed, all remaining funds are divided into two equal amounts and separated into two funding periods per school year. A co-sponsorship funding request form can be submitted for the current and upcoming funding period. If a funding request is approved for the upcoming funding period, funds will be taken from the funding period in which the event is occurring. The funding application will close after all funding for the period has been awarded. If the funding period ends and all funds have not been used, they will roll over into the next funding period within the school year. Any leftover funding will roll over into the ICC reserve at the end of the academic year. There is a $1,000 cap that each club may spend per year. You may submit as many co-sponsorships as you would like, but that total cannot exceed $1,000.

ICC Purchasing and Co-sponsorship Form

Travel

Schedule a meeting with the ICC Advisor at least three weeks before travel commences to discuss the travel, your budget, and other details.
It is preferable Western provides transportation in Western vans. This should be the very first option. Please fill out the Transportation Services Vehicle Request. If vans are unavailable, you must complete the General Waiver Form and return it to ICC Advisor.
At least one week before leaving, one member of your club who you designate as the “Student Trip Coordinator” must submit a Travel Authorization Form and a copy of the trip itinerary or conference agenda to the ICC Advisor.
At least one week before leaving, every student who is traveling must fill out the Emergency Contact  Information on our website. The information submitted on this form will be emailed to the ICC Advisor.

During Travel

Keep all receipts. Meal receipts must be itemized (showing what each person ordered to eat, not the final credit card receipt showing the total + tip).

The receipts cannot include alcohol.

After Travel

Within one week of returning, all students who incurred travel-related expenses must schedule an appointment with the ICC Advisor for reimbursement.

What do you hope to accomplish?
What population will your event or activity attract?
Does the event reflect your group’s mission? If not, what are some downfalls or benefits to this?
Would this event benefit Western’s interests? Is the community encouraged to attend?
Is this a social event or a fundraising event?
Will you be asking community organizations to donate items or sponsor the event?
Are there any safety concerns about this event? Should you contact Risk Management before proceeding?

What other events are going on this week? Is there a conflict?
Does this date give you enough time to plan and/or fundraise?
Can you get a room on your desired date?
For outdoor events, be sure also to reserve an indoor space in case of inclement weather!
Consider your Audio/Visual needs

Reserving the Space

Fill out the reservation form on the EMS scheduling website. Remember that some of the more popular rooms on campus, such as the Ballroom, are sometimes already reserved months or even years in advance.

Is the event cost-effective? If it is a fundraising event, will it yield a desirable profit?
If costs are too high, could you collaborate with another department or club?
- How much is each group willing to give of their budgets toward the event? How much of the profit is each group entitled to?
- Create a written agreement about which group will take on specific responsibilities and costs.
Are any grants available, and do you have enough time to apply?
As you continue planning your event, secure all entertainment contracts, keep all receipts, etc.

Event Budget Template

Hosting an entertainer? (comedian, speaker, band)

- You may not sign any contracts yourself.
- If hiring outside speakers or entertainment, you must contact the ICC Advisor to have encumbrance done before the event.
- If an encumbrance isn’t secured beforehand, club members will be responsible for payment.

General Guidelines:

Discuss plans with a staff member to ensure university approval.
For live entertainment (bands, etc.), follow a formal offer process:
- First Inquiry: Confirm availability without discussing payment.
- Once availability is confirmed, coordinate with the ICC Director or Advisor to make a formal offer (including price, lodging, rider, production, etc.).
- Final agreement: Contact the ICC Director
- Important: Western cannot provide alcohol or drugs to performers.

What methods are you going to use to advertise?
- Create an event on Western’s Event Calendar
- Tabling: Reserve tables for the University Center
- Stall Streets: Email your poster and details to lead@western.edu
- Posters: A total of 55 posters can be put up on campus. See Poster Guidelines for details
- Res Halls: Print 30 posters and deliver them to the Res Life office for RA distribution
- Chalking Sidewalks: Grab some chalk and start writing!
- KWSB 91.9FM: Submit posters or details KWSB! Free for Western organizations
When are you going to start advertising?
How much money are you willing to allocate for advertising?

Location	# of Posters	Approval Needed?	Where to Get Approval
Library Basement	1	Yes	Library Front Desk
Library Main Floor	1	Yes	Library Front Desk
Taylor 1st Floor	3	No
Kelly Main Floor	1	Yes	Kelly 146
Borick	1	Super Yes	Administrative Office, 2nd Floor
Dorm Halls	29	Give to Res. Life
University Center	4	Yes	UC Front Desk
Rady Building	2	Yes	Administrative Office, 2nd Floor

970.943.2469

sphillips@western.edu

Western Colorado University
1 Western Way
Gunnison, CO 81231

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Common Questions

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Team Members

ICC Advisor

Director