Club Hub

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About Get Involved Club Leaders Forms Expenditure Request Guides WIN Help Video Support Contact

The Club Hub offers all Western Students the opportunity to make the most of their college experience by getting involved in organizations that speak to their interests, passions, academic pursuits, identities, goals for social change, and more.

Looking for a club or wanting to start a new club? Use the links below! Email us at clubs@wwu.edu with any questions about starting a new club.

Looking for information about Ethnic Student Center (ESC) clubs? Visit the Multicultural Student Services website: https://mss.wwu.edu/esc/esc-clubs

Looking for help with WIN? Visit this website: WIN Help

Get Involved

Find a Club

Start a Club

Ethnic Student Center (ESC) Clubs

Upcoming Events

Club Leaders

Club Support Documents

WIN Forms

Poster/Banner Locations

Forms

Expenditure Request

For requesting access to funds for Club related expenditures.

Clover Device User Request and Agreement

Clovers may be used to collect donations, ticket sales, bake sale sales, etc in addition to a change fund. This form must be completed at least 5 business days prior to use. The VU Business & Planning Office will contact the submitter for a brief training prior to use.

University Dining Services Catering Exemption Request

Submit a minimum of 2 weeks prior to your event to gain authorization to do any of the following without ordering from University Catering: a) spending over $300 on pre-packaged grocery food items or pizza; b) planning to prepare or cook food for the public; or c) inviting a food vendor onto campus.

WWU Box Office Ticketing Agreement

Use to setup advance ticket sales for your event. All advance sales must be handled by the WWU Box Office in the Performing Arts Center. This must be submitted at least 4 weeks prior to event.

Off-Campus Facility Rental Authorization Form

This must be submitted 30 days in advance of an event to approve of a group renting privately-owned off-campus space.

Travel Form

Required for ALL travel including local driving. Must be submitted a minimum of 2 weeks in advance of trip if driving, and 4 weeks in advance if flying. Always consult with an advisor very early if you are planning to travel, 5 to 6 weeks before the trip is ideal. If the club is driving as a group (carpooling), all drivers must complete the Canvas driving training course (your advisor can add you to the course) and digitally sign this form.

Western Foundation Gift-in-Kind Donation

If you have received donated gifts from businesses (for raffle prizes, for example), use this form to record what gifts were received. This helps give businesses credit for their donation from the university.

Prize/Raffle Form

This form is required when giving out any kind of prize whether that be a door prize, giveaway, competition winner, or raffle.

Expenditure Request (ER) Guides

Each of these documents will walk you through each step in completing an ER, based on the type of payment selected at the top of the form.

This option is selected when you wish to borrow a university purchase card (pcard) from the Finance Office. It is helpful to have a pcard when shopping in town or ordering/picking up from Pizza Time so that you don’t have to wait for a reimbursement. Note: you need to be able to pick the card up and return it with the receipt within the hours of 9am and 4pm Monday through Friday only.

Walkthrough guide

This option is selected when you’ve contracted a person for your event: speaker, musician, photographer, caterer, etc. AND you’ve contracted and submitted the ER in time for a check to be printed by Accounts Payable and picked up by our Finance Office. For help in submitting a contract, visit the Club Hub or ESC advisor and/or complete an Event Planning Checklist in WIN.

Walkthrough guide

This option is selected when you need a payment sent to someone. This could be for a performer or caterer to be paid after the event, as well as invoiced payments from a purchase that cannot be paid online. This would also be used if you collected donations that we need to send to the organization (note: the best way to raise funds is to have folks donate directly to the organization, unless you are using event profits only. See the Resource Guide, Fundraising, and Ticket Sales for information).

Walkthrough guide

This option is selected for purchases on campus and is for multiple transactions with one vendor such as the Student Publicity Center, the Bookstore, and VU Event Services. It can be used for one-time use or over multiple uses.

Walkthrough Guide

This option is selected when a club member has purchased something and needs to be reimbursed. Purchases from multiple stores and from varying dates are ok to have on one ER. Once the form is fully approved, a check will be mailed using the address provided on the form.

Walkthrough Guide

This option is selected for online purchases or when payments can be made online or over the phone (an attached invoice or quote is required).

Walkthrough Guide