Physical

Sciences Divison
Social Committee
How-To Guide

Hosting a PSD-SC Event

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CONTENTS

FAQ....................................................................................................2
Step-by-Step Guide....................................................................3
Step 1: Event Proposal...........................................................3
Step 2: Pre-Event Google Form.........................................5
Step 3: Buy Tickets and Make Arrangements...............8
Step 4: Submit Reimbursement........................................9
Step 5: Sell Your Tickets.....................................................10
Step 6: Deposit Money from Ticket Sales..................... 11
Step 7: Host Your Event.......................................................12
Step 8: Post-Event Google Form.................................... 13
Supplemental Information..................................................... 14
Events far from Chicago..................................................... 14
Student-Run Events............................................................. 14
Vendor Limits on Number of Purchasable Tickets.... 14
Event accessibility................................................................ 14
You didn’t answer my question!...................................... 14
Full Hyperlinks............................................................................ 15
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FAQ
Q. Why should I host an event?
A. PSD-SC events are fully dependent on PSD graduate
students volunteering to host them. Not only are you helping
your fellow students when you host, you also get two free
tickets to your event!
Q. What type of events does PSD-SC fund?
A. Whatever PSD-SC members will enjoy! We fund
many types of social, cultural, and athletic activities, and are
always looking for new, interesting and creative events.
Use past events as a starting point, not a restriction!
Q. Who can host a PSD-SC event?
A. Any current graduate student in PSD.
Q. Who can attend a PSD-SC event?
A. Any current graduate student in PSD can purchase
two tickets, with up to one of those tickets being for a non-
PSD person.
Q. What are the restrictions for PSD-SC events?
A. PSD-SC sponsored events must be pre-approved by the
PSD-SC board and must be accessible to students from any
department or program within PSD.
Q. Can I organize my own event?
A. Yes! Student organized brewing competitions, poker
nights, and other events have been popular in the past. Please
contact the board if you are thinking of organizing your
own event.
Q. What are the responsibilities of a host? orientation, religion, nationality, disability, or citizenship status.
A. A PSD-SC host must follow the rules outlined in this
guide and in the PSD-SC’s By-Laws. Violation of these rules
may result in loss of hosting privileges.
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S T E P - B Y- S T E P
GUIDE
Visit our new website (psdsc.uchicago.edu) to access links to all documents, find your
board members, and contact us with any questions, comments, or suggestions.
Step 1: Event Proposal
Attend a PSD-SC quarterly meeting or email the board to
propose the event. The current PSD-SC board, and their email
addresses can be found on our website under “About Us >
Leadership.” Do NOT just submit an event proposal form.
Give us all of your event details (time, place, number of tick-
ets, all costs, and suggested sale price.)
Proposal Details
Event logistics. This includes the date, location, and any
other necessary information about the event.
Number of tickets. Historically, events sell anywhere from
15–50 tickets. If your event is something new or unique, we
may suggest a smaller quantity of tickets in order to gauge
interest. Look at the spreadsheet of previous events to see if
anything similar has been done before.
Price per ticket. Typically, the PSD-SC will subsidize
~40–60% of the total cost per person, depending on the total
costs. We never cover 100% of the cost of events, unless they
are fully student run and organized.
Outside costs. If the event is outside of the Chicago area, you
may need to hire a bus for transportation. See our webpage for
more information about preferred suppliers and tax documents.
Event eligibility. Events must be open to all PSD students,
regardless of department/program affiliation, race, sex, sexual
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Organizing your own event Step 2: Pre-Event Google Form

Create a detailed budget of everything you need funding We use Google forms to keep track of PSD-SC events. This
for to run your event. Determine a location for your event helps us know what is popular and optimize how events are
and check availability for your desired dates. Use University funded. As a host, you are responsible for filling the first
preferred suppliers. part out before the event and filling out the second part
after the event.
Getting Approval
Event approval is decided by the board and necessitates two- The google form can be found on our webpage under
thirds approval. The PSD-SC board may approve your
proposal contingent on a change in your proposed ticket Hosting Resources > Proposing an Event.
number, sale cost, etc. If you are unsure about any of the de-
tails above, make a suggestion and the board can help figure
out what’s best.

A spreadsheet of past approved events can be found on our

website under

Hosting Resources > Proposing an Event.

If you do not see a similar event there, propose it anyway –

we like to see new events!
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For the Number of Tickets field, make sure that you
include the two free tickets that you will get as the host.
If you have not yet gotten Board approval, please do so
before submitting the form!
After hitting the Next button, you will be directed to the
“Post-Event Google Form” page. Leave this page blank for
now; you will need to come back to this page after your event
(see Step 6: Post-Event Google Form). You will be emailed a
link to return to the document and edit your responses.

You get two free

tickets! Include them
in this number.

Have approval
before submitting
the form! Leave this page
blank for now and
just hit SUBMIT.

You will need to

fill this page in for
Step 6.
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Step 3: Buy Tickets and Make Arrangements
If necessary, contact vendors/venues to make reservations,
book venues, purchase supplies, etc. As host, you are respon-
sible for making all of the necessary arrangements.
Buying Tickets
Tax exemption letter. This primarily applies to the purchase
of goods and services. Ask the board for a copy of the letter to
give to the vendor/organizer.
Preferred Suppliers. If applicable, use University preferred
suppliers. Ask the board for more information.
Purchase the tickets with your own personal funds. If
the costs are higher than what was in your proposal, contact the
Board before proceeding!
Keep all receipts, invoices, etc.!
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Step 4: Submit Reimbursement
Note that reimbursement can take several weeks. Please be financially prepared to wait
for your reimbursement check.
Submit an online reimbursement form which can be found on
our website under
Hosting Resources > Reimbursements
& Deposits.
• Funding organization: Request funds from PSD-SC
• Receive your check: Have your check mailed to you
• Receipt upload: Submit copies of your receipts
Email the PSD-SC Treasurer when you have submitted a
reimbursement request.
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Step 5: Sell Your Tickets
As host, you are responsible for selling your tickets. After you purchase the tickets,
write an advertisement email and send it to the PSD-SC secretary. Set up a time to
sell the tickets.
Advertisement Email
This must be sent at least 5 days prior to ticket sales. We will
include an edited version of your ad on our Facebook page,
however we will remove your personal information unless you
indicate that you would like it to be included.
What to include:
• Event description (what, when, where), number of tickets
(minus your two free tickets), ticket cost, etc.
• Highlight the subsidy in either $ or % saved!
• Only 2 tickets may be bought per PSD student
• Sales are in cash only
Plan Ticket Sales
Location. Have ticket sales in an accessible location for all PSD
students (e.g. GCIS or ERC Lobby)
Timing. Hold ticket sales at least five (5) business days prior to the
event. This will leave time to find additional buyers in case the
tickets do not sell out at the first sale.
Wait until the designated time! Do not sell tickets to
non-hosts early, even if there are enough students present
to sell out the event.
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During Ticket Sales
Collect Information. Have buyers fill out their names, ticket
ID, email addresses, and department/program affiliation on the
buyer information spreadsheet available on our website under
Hosting Resources > Ticket Sales.
Keep one document for your records and email a copy to the
PSD-SC board.
Waitlists. If there are more interested buyers than available tickets,
please make a waitlist. Talk to the board about how to proceed.
You are not obligated to buy more tickets. Waitlists help the
PSD-SC gauge interest for future events.
Unsold tickets. If you do not sell all of the tickets, immediately
contact the PSD-SC. We will send out a follow-up email to
try to find additional interested buyers. If requested, you must
forfeit unsold tickets to PSD-SC in order to be reimbursed
for the unsold tickets.
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Step 6: Deposit Money from Ticket Sales Step 7: Host Your Event

Submit the ticket sales money to Maroon Financial (5525 S Ellis Ave C) with a
cash deposit slip from Shirley Proby’s office (ERC 307).
The account information needed for the deposit slip can be
found on our website under
Hosting Resources > Reimbursements & Deposits
You are the point person for your event.
You are in charge of answering questions and relaying information to participants.
If you need to give attendees additional information, try to email them a few days
before the event.
That said, you are not responsible for: lost tickets, refunds, or no-shows.
Share Pictures If you would like to, take some cool pictures and
submit them to us to post on our Facebook page!

You can submit

these photos to us
using our online
submission form on
our website under
the “Gallery” tab.

Depositing Ticket Sale Cash

Money from ticket sales must be deposited within two (2)
weeks from the date of the ticket sales, or the date of sale of the
last ticket (whichever is later).

Each event must have its own, separate deposit. Please do

not deposit cash from multiple events at the same time.

Submit a copy of your deposit slip to the PSD-SC Board

Treasurer or email them the deposit information (event, deposit
date, amount). Contact information is available on our website.
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Step 8: Post-Event Google Form
Fill out the second page of the Google form after your event.
Let us know how the event went – was it really popular? Did it
not go as well as anticipated? This helps us decide how to fund
future events. If you cannot find the email with the link to edit
your form, check your spam folder.
You will need to use the confirmation email that was sent to
you when you first submitted the Google Form. There will be a
link at the bottom of this email that says “Edit Response.”
PSDSC.UCHICAGO.EDU | 15
S U P P L E M E N TA L
I N F O R M AT I O N
Events far from Chicago
Consider chartering a bus for your event. If you are getting
a bus contact the Illinois School Bus Company at (708)
389-4545. The pick-up point is generally outside GCIS: 929
East 57th Street. Billing can be made to Shirley Proby at the
University of Chicago.
Student-run events
Typically student-run events require more in-depth, case-by-
case planning with the board—please contact us with your
specific plans.
Vendor limits on number of purchasable tickets
Ask a friend in PSD if they would be willing to purchase a sec-
ond order of tickets for the event. Keep in mind that there will
still only be a total of two free tickets even if more than one
host is required. Co-hosts are guaranteed a total of two tickets
per host, with additional tickets (beyond the two free) available
at full sale cost.
Event accessibility
Any questions about or requests for accommodations should
be directed to the Dean of Students office.
You didn’t answer my question!
Email us! Find the current board’s email addresses
on our website or message us on our Facebook page
(@UChicago.PSDSC).
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