Event Guides and Resources

Graduate Student Organizations are able to advertise their events through the GSA. If you would like to advertise your event to our Email List, Instagram, Facebook, and/or Twitter, please email ec@gsa.rutgers.edu.

Attendance Sheet

AY 2020-2021
AY 2021-2022
AY 2022-2023
AY 2025-26

Presentations

Minutes

GSA Council Meeting Minutes 09-13-2021
GSA Council Meeting Minutes 10-04-2021
GSA Council Meeting Minutes 11-01-2021
GSA Council Meeting Minutes 12-06-2021
GSA-Council-Meeting Minutes 02-07-2022
GSA-Council-Meeting Minutes 03-07-2022
GSA Council Meeting Minutes 04-04-2022
GSA Student Council Meeting 05-02-2022
GSA Council Meeting Minutes 09-12-2022
GSA Council Meeting Minutes 10-03-2022 (please see slides)
GSA Council Meeting Minutes 11-07-2022 (please see slides)
GSA Council Meeting Minutes 12-05-2022 (please see slides)
GSA Council Meeting Minutes 02-06-2023 (please see slides)
GSA Council Meeting Minutes 03-06-2023 (please see slides)
GSA Council Meeting Minutes 04-03-2023 (please see slides)
GSA Council Meeting Minutes 05-01-2023 (please see slides)

GSO Finance Training Fall 2025 92125

GSO SABO Treasurer Training Fall 2025

2021

PRESENTATION

2022

GSA-Council-Meeting Minutes 02-07-2022
GSA-Council-Meeting Minutes 03-07-2022
GSA Council Meeting Minutes 04-04-2022
GSA Student Council Meeting 05-02-2022
GSA Council Meeting Minutes 09-12-2022
GSA Council Meeting Minutes 10-03-2022 (please see slides)
GSA Council Meeting Minutes 11-07-2022 (please see slides)
GSA Council Meeting Minutes 12-05-2022 (please see slides)

PRESENTATION

2023

PRESENTATION

2024

PRESENTATION

Meeting notes for Rutgers Graduate Student Association_ Plenary Council Meeting September 9th, 2025-2

PRESENTATION

1, GSA Event Submission Portal

2025-2026 GSA Advisor Expense Approval Form

Instructions:

This form is to be submitted AFTER you submit an entry through the SABO Ledger System (https://webapps.rutgers.edu/sal/login.aspx?ReturnUrl=/sal/default.aspx).
- Select David Pople as 2nd Approver.
- If there are associated invoices (examples include catering, student center invoices, etc) they should be uploaded to your SABO submission. Note that you still need to include these in your GSA Advisor Approval Form submission.
Filling out the GSA Advisor Expense Approval Form eliminates the need for you to obtain a physical signature from the GSA Advisor. Please leave this line blank.

IMPORTANT: Please note that your submission to this form must include all of the following in a single pdf document. We recommend using Adobe Acrobat or free online tools to merge multiple scans into a single pdf. Your PDF may not be larger than 100 MB in size.

You must include:
1. A complete post-event report (PERR) form:
2. A scanned copy of any and all original receipts
3. Copy of GSA Event Submission Form
4. Pre-approval (if honoraria, off-campus events, or pre-allocation request).
5. A scanned copy of the getINVOLVED attendance sheets

The GSA reserves the right to deny reimbursements, in whole or in part, for any violations of the GSA Funding Guidelines. Please direct questions related to funding policy and reimbursement procedures to help@gsa.rutgers.edu.

Speaker Request

Note: Carefully consider whether your request is for work/service, or an honorarium.

Step 1: Complete Speaker Request Form and Business Justification: The hosting organization submits the form via Microsoft Forms with all information completed. The GSA will verify that your speaker is eligible to continue with an honorarium or work request and notify you as such. *Must wait for approval before continuing**Any service, travel, or lodging requests DO require a service contract*

Step 2: The hosting organization requests a W9 from the speaker and the GSA Business Manager provides a Service Contract template to be completed by the hosting organization. Once approved by the GSA and SABO, the contract will be routed for approval using DocuSign by the GSA Business Manager.

Step 3: GSA notified of event completion. The hosting organization submits a complete PERR in SABO with the necessary forms, including those from steps 1 and 2 above, and doubly notifies GSA Business Manager (help@gsa.rutgers.edu) via email. Payment will not be released until the Business Manager is notified by email of the PERR.
Step 4: The Speaker is mailed a check for the agreed work or honorarium amount directly. Payment may only be rendered by check domestically.

Note 1: The GSA may only prepare work or honorarium checks after the conclusion of the event in question and only after being provided all the above documentation. Request should be made at least 4 weeks in advance of the event.
Note 2: The recipient of the honorarium must not be affiliated with Rutgers University. The GSA does not pay for honoraria given to administration, faculty, staff, or students of Rutgers University. Note 3: The recipient of the honorarium must complete a W2 form and receive their check at a USA mailing address (no international checks or wire transfers).

All speaking engagement requests must be pre-approved by the process in this form. You must fill out one request form per speaker (if hosting multiple speakers).

PDF forms for speaking engagements may be found on the GSA Public Teams page.

A typical honorarium is $200-$300. You may request no more than $1000 per honorarium. Amounts determined should be commensurate with the impact of your speaker in their field. Work requests may follow similar guidelines. Honoraria should NOT be negotiated.

You must upload the completed honorarium documentation with your PERR.

Please refer to the GSA Funding Guidelines for policies on speaker travel reimbursement.

Please refer to the GSA Funding Guidelines for complete guidance on speaker requests. If you have any questions, email help@gsa.rutgers.edu.

https://centerres.rutgers.edu/

For Student Center space, please login to your account at http://centerres.rutgers.edu, email centerres@echo.rutgers.edu, or call 848-932-8821.

Academic Space Request Form

This form is for registered student organizations only to schedule academic space. For Student Center space, please login to your account at http://centerres.rutgers.edu, email centerres@echo.rutgers.edu, or call 848-932-8821.

Reservations for academic space must be requested 5 business days in advance for meetings and 4 weeks in advance for large programming space.

When you submit this form, it will not automatically collect your details like name and email address unless you provide it yourself.

Graduate Student Lounge Reservation Request

Please fill in the fields below to request a reservation for the Graduate Student Lounge (GSL). The GSL is available during regular Student Center hours (subject to change, note hours are typically truncated during holidays or outside of the regular Fall or Spring semesters). Updated hours are located here: https://sca.rutgers.edu/student-centers/our-centers/college-ave-student-center. If you need assistance in determining the use of the lounge for your event, email the Office of Graduate Student Life at gradstudentlife@echo.rutgers.edu. Please reserve at least 3 weeks in advance.

*Policies for responsible use of GSL*

Leave it as you found it: clean, furniture in order, trash in trash cans, no dishes in sink, no crumbs, beverage rings, or other messes on surfaces and floors.
- Cleaning wipes will be available throughout the lounge.
No paint, coloring, or other substances that may damage furniture and flooring.
If there is a problem with the lounge, please report it immediately to the GSA Business Manager help@gsa.rutgers.edu and Assistant Dean, Ghada Endick at gendick@echo.rutgers.edu
A list of Rutgers-approved caterers is available upon request, as it is updated regularly. Please email help@gsa.rutgers.edu to inquire.

Co-Sponsorship Form

The information provided below constitutes a co-sponsorship agreement between the Rutgers University organizations listed for the program outlined below. First you must go over this form with all parties and then collect signatures. This form must be completed no later than 4 weeks before the event. Once completed please email help@gsa.rutgers.edu.

Prizes and Giveaways Request Form

4.3.4 Prizes and Giveaways
GSOs are permitted to spend up to $75 per semester on prizes and giveaways combined from their allocation. This does not roll-over. The GSO must submit a Prize and Giveaway Request to the GSA EC by email detailing the intended use prior to the purchase including the event details, link to the prize and details, and how the winner(s) will be selected. The EC will take a vote in which the majority must agree. Events with prizes or giveaways must be advertised through the GSA events list mailer and the GSA calendar, in addition to the GSO’s getINVOLVED page. The event listing description must indicate that there will be a prize or giveaway.
➢ Prizes can be for subjective contests with voting either by a panel or audience (such as posters or presentations), objective contests (such as trivia or game winners), or winners by lottery where all graduate student attendees have an equal chance.
➢ Giveaways are intended to be small items, such as pens, stickers, or buttons, and do not require a contest to be acquired.

Approved use of funds will be subtracted from the GSO’s total entitlement and are item specific. For instance, if a GSO is allocated $30 through the Prize or Giveaway funding for a set of pins, the GSA will not reimburse that GSO for spending $30 on anything other than a set of pins.GSOs shall under no circumstances assume that a Prizes and Giveaways fund request will be approved until it receives specific confirmation from the GSA that the request has been approved. The GSA will not approve Prize and Giveaway requests until it has received confirmation from the university that the type of item being requested at the price point requested is an acceptable use of GSA funds. The EC will have the right to publish guidelines pertaining to how much funding can be approved for specific categories of prizes or giveaways.
DISCLAIMER: NO GOODS MAY BE PURCHASED UNTIL EXPLICIT WRITTEN APPROVAL IS PROVIDED.

Durable Goods Request PDF Form found here: https://sites.rutgers.edu/gsa/wp-content/uploads/sites/691/2023/10/2023-Prizes-and-Giveaway-request-form.pdf

2025-2026 Cash Advance Request Form

Instructions:

This form is to be submitted before you submit a cash advance request through the SABO Ledger System and at least four weeks before your event (https://webapps.rutgers.edu/sal/login.aspx?ReturnUrl=/sal/default.aspx).
Once you get Email conformation for your approval/rejection/approval with changes, you may submit a SABO request.
- Select David Pople as 2nd Approver.
- Within 30 Days you must go to SABO to complete the reconciliation process.

You must include a PDF that contains:

Details of previous event of similar scale held by your GSO (does not have to be this year). This includes: a roster of attendees (sign in sheet) and what was purchased.
If there is no previous event of this scale please provide a RSVP list of people who plan to attend your event.
PDF of Cash Advance Budget Template ( https://sabo.rutgers.edu/sites/default/files/cash-advance-budget-template.xlsx ).
- Note: You do not have to fill out the Voucher C#

The GSA reserves the right to deny requests, in whole or in part, for any violations of the GSA Funding Guidelines. Please direct questions related to funding policy and reimbursement procedures to help@gsa.rutgers.edu.

Durable Goods Request

Purchase of Durable Goods, defined as reusable or “durable” items. Some examples of durable goods include reusable decorations (such as table runners, flags, banners) , board games, and reusable cups or mugs. GSOs that would like to purchase durable goods other than those listed as acceptable in Section 4.2.2 may request permission to purchase these goods through the Durable Good request process. Approved use of funds will be subtracted from the GSO’s total entitlement and are item specific. For instance, if a GSO is allocated $30 through the Durable Good funding for a coffee maker, the GSA will not reimburse that GSO for spending $30 on a toaster or anything other than a coffee maker.GSOs shall under no circumstances assume that a Durable Goods Fund request will be approved until it receives specific confirmation from the GSA that the request has been approved. The GSA will not approve Durable Goods requests until it has received confirmation from the university that the type of item being requested at the price point requested is an acceptable use of GSA funds. The EC will have the right to publish guidelines pertaining to how much funding can be approved for specific categories of durable goods.Items purchased through the Durable Goods Fund will be considered GSA property on loan to GSOs and not GSO property. In situations where a GSO no longer has use for a durable good, it must return the item to the GSA and may under no circumstances give the item away. The GSA retains the right to request proof that an item purchased through the Durable Good Fund is still in possession of a GSO that has requested it and is being used as intended.No GSO may be funded for a specific item through the Durable Goods Fund more than once a year. Prior to the approval of funding for a replacement of an item previously purchased through the Durable Goods Fund, the GSA may require that the broken item be returned to the GSA. GSOs must annually report to the GSA on the condition of goods in their possession.
DISCLAIMER: NO GOODS MAY BE PURCHASED UNTIL EXPLICIT WRITTEN APPROVAL IS PROVIDED.Durable Goods Request PDF Form found on the GSA Public Teams page under the “Files” tab.

When you submit this form, it will not automatically collect your details like name and email address unless you provide it yourself.

Games and Equipment Checkout Form

Games and equipment may be checked out for use by Graduate Student Association (GSA) recognized Graduate Students Organizations (GSOs). Borrowers are responsible for the safekeeping and return of all items, board game contents, etc. Borrowers will be held responsible for the replacement cost of lost or damaged items as determined by the GSA Executive Council up to and including full replacement cost of the complete item.

Items may be used in areas outside of the Graduate Student Lounge (GSL) with the same stipulations indicated above. If you wish to reserve the GSL space for a game night or event, please contact events@gsa.rutgers.edu.

By borrowing and using games or items provided by the GSA, borrowers and participants agree to abide by all Rutgers, Rutgers Student Center, and GSA policies and rules, including the safe use of items and spaces. Rutgers Student Centers, the GSA, and all of its agents are held harmless from any and all claims, losses, damages, obligations, liabilities, directly or indirectly, related to the use of GSA games, items, or spaces.

If your items are not picked up within 15 minutes of the scheduled pickup time, your reservation will be forfeited. If you are running late or need to change your time, you must notify the GSA contact person whom you have made arrangements with.

If there are items you would like to use that are not made available by the GSA or questions regarding GSA policies, please share your suggestions/questions with the Executive Council by emailing ec@gsa.rutgers.edu.

Once your request is received, you will receive a reply to this form indicating approval or denial of your request. The GSA Events Manager or other authorized GSA representative will also reply to this form to arrange a time for you to pick up and return the checked out items.

9.24.25 GSO Approved Caterer List.xlsx

Downloadable Tracker Template

GSA Council Meeting 09-12-2023

2021

2022

2023

GSA Council Meeting 09-12-2023

2024