Two students at Club Day

Inter Club Council (ICC) and Clubs

Hosting Official Events

While clubs can always host internal events, they can also create official Foothill College events that use college resources such as event spaces and venues, funding for catering and materials, and advertisement services. Due to COVID-19, clubs may only host virtual events and meetings for Fall 2021. Therefore, official Foothill College events may not be useful in a virtual setting. 

How to Plan an Event

When trying to create an event, the first step is to meet with your advisor, club members, and the Student Activities Specialist. Make sure you have:

  1. Plan of Activity
  2. Purpose of the Event
  3. Planned Expenses
  4. Location and Time
  5. Estimated Number of Participants

If you are also requesting funds, please refer to the Funding for Clubs page. Once the forms are completed, go to the ICC meetings for approval. Check out these links for more resources on hosting an event.

Guidelines for On-Campus Events

The ICC Activity Petition functions as both a notice to ICC of your plans, as well as a venue booking request. If you planned to book a venue outside of your original club room, the Student Activities Specialist will help you book the venue after the Activity Petition's approval. 

Any contracts must be handled by the club's advisor, the Student Accounts Manager, and the Student Activities Specialist. Students and/or clubs are not allowed to handle/make contracts.

For specific types of events, there are additional guidelines to follow.

Food & Drinks

If your club is hoping to bring food to the event, the club can only bring catering. No potlucks/homemade food that is meant to be shared is allowed. In the case of catering, the club must attach a health permit and business license to their Activity Petition.

No alcohol/illicit substances are allowed during any club events. The advisor or an appointed faculty member must be on-site at the event during its duration. 

Guest Speakers

For events that involve guest speakers, the club must work with the Student Activities Specialist in order to procure a guest speaker contract to compensate them for their time. This needs to be done at least a month before the planned event. If the guest speaker is doing the event for no fee, this is not needed.

However, clubs may not award the guest speaker for their time through the use of club funds (Clubs may not buy gifts for the speaker using their account).

Fundraisers

Fundraisers have a strict timeline and set of guidelines that must be followed. Failure to follow these guidelines may lead to your club being placed on probation or completely shut down. Because of this, it is required for clubs wishing to create a fundraiser to work intimately with both the Student Activities Specialist and the Student Accounts Manager during both the planning and the execution of the fundraiser. 

Dances / Ticketed Events

Clubs that wish to host a dance or a ticketed event must hire the foothill police to patrol the event. The cost for hiring the FH Police is around $500.  More information about hosting a dance may be found in the ICC handbook

Day / Field Trips

Clubs that wish to hold day trips and field trips must fill out both a Student Field Trip form for the club and individual liability forms for the attendants. Students may arrange their own transportation to the trip site, or may pay to charter additional transportation services.

Conferences

Conferences and trips that are longer than a day trip. When planning for a conference, clubs may request more funding from the ASFC Finance Board and their fund request. More information can be found by meeting with the ASFC Vice President of Finance or the Student Accounts Manager.

ICC WEEKLY MEETINGS

ICC meets on Tuesdays at 4 p.m. for the 2021-2022 school year.

Learn more about ICC Meetings & Representatives.

Campus Center

Questions?
Contact Me!

Madhav Varshney, VP of ICC

asfc.madhavv@gmail.com


Our ASFC Office is open virtually.

Student Activities Office Contact

ERIN ORTIZ, Student Activities Specialist and ICC Advisor

VIRTUAL OFFICE HOURS

  • M-TH: 8 a.m.-6:30 p.m.
  • F: CLOSED
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