Event Entertainment, Vendors & Giveaways

SPACE OPTIONS

• • 5th Avenue Cinema: Submit event request form at least 14 days prior to event: https://pdx.campuslabs.com/engage/organization/5th-avenue-cinema

  • SMSU: Submit space request and then request any a/v necessary in that space from: https://www.pdx.edu/technology/event-av . Include all a/v in budget request. 

OBTAINING SCREENING RIGHTS

Whenever a group would like to show a film/movie at one of their events, they must obtain the legal rights to show that film.  It is illegal to publicly screen a film/tv show without permission from the rightful owners including streaming from YouTube, Amazon, Hulu, Kanopy, etc. The only exception to the need to comply with the Federal Copyright Act is when a movie is shown in someone's home, which would not qualify as a student organization's official event. Copyright compliance Q&A can be found here: https://www.swank.com/copyright-homepage/ . 

Below are the steps that must be taken to try to obtain film screening rights and some best places to start. 

Determining who owns the rights to the film:

• • Netflix: Netflix has approved some of their Netflix original content to be shown in an educational setting for free.  Click on the following link and look for the title you are wanting to show.  https://media.netflix.com/en/only-on-netflix#/all?page=1 

    • Click on the title of the film/documentary you are wanting to screen. If you see the below message, you are able to screen that film for free. If that message is not there, you should look into other movie options because there is no other way to obtain the rights to screen it. 

"GRANT OF PERMISSION FOR EDUCATIONAL SCREENINGS

• • • • • Netflix is proud to present original programming that speaks to our users in a meaningful way. We know that many of you are as excited about these films and series as we are, and because of their informational aspects, you’d like to show them in an educational setting -- e.g., in the classroom, at the next meeting of your community group, with your book club, etc. Consequently, we will permit one-time educational screenings of any of the titles noted with this information, on the following terms:

        • The film or series may only be accessed via the Netflix service, by a Netflix account holder. We don’t sell DVDs, nor can we provide other ways for you to exhibit the film.

        • The screening must be non-profit and non-commercial. That means you can’t charge admission, or solicit donations, or accept advertising or commercial sponsorships in connection with the screening.

        • Please don’t use Netflix’s logos in any promotion for the screening, or do anything else that indicates that the screening is “official” or endorsed by Netflix.

        • "One-time screening" means that you can't hold screenings several times in one day or one week - but if, for example, you're an educator who wants to show these films or series once a semester over multiple semesters, that's okay.

        • We trust our users to respect these guidelines, which are intended to help you share and discuss our content in your community.

        • To the extent your institution requires you to demonstrate that you have a license for your screening, please show them this page."

• • SWANK: Swank owns the rights to many of the popular "blockbuster" movies. If the title you want was not included in the free Netflix list, then go to the following website to see if Swank owns the rights to the film: https://www.swank.com/

    • Click "Search" and then choose "College Campus" from the drop down menu and type in the title you are looking for. 

    • If you find it, click the "Request a Quote" button. You will then put in your information and someone from Swank will email you with the quote/price to screen it. Include that email or invoice in your budget request to the OBC. 

  • Advisor: Sometimes, especially with Foreign/International Films, you will not be able to find what you are looking for on the above two sites. At that point, please email your advisor and let them know the title of what you are trying to screen, and that you were unable to find the rights to the film thus far. They will then do some research to assist you in the proper next steps.

Groups may purchase gift cards and prizes for events but the following rules must be followed:

• • Prizes (including gift cards) can only be given in games of chance in which everyone has a chance to win and there is no money exchanged.

  • Due to tax reporting laws, no individual may win prizes valued at more than $50 at a single event.

Gift Cards:

• • Due to credit card and purchasing rule limitations, we can only purchase gift cards from a limited list of vendors in $25 or $50 increments. 

  • Gift cards cannot be purchased to a location which sells alcohol, tobacco, or firearms.

  • All groups must record the winners of each gift card during the event and fill out a sheet using this template linked here. This form must be turned in to your advisor within 3 business days after your event.

The OBC may have also specific guidelines related to gift card/prize purchases and distribution. Click here for more information.

If you have questions, please contact your SALP Advisor/Coordinator.

PSU Branded Items:

• A great options for prizes are PSU branded items such as mugs, water bottles, or clothing. To order, you can see available items and request using the University Market Request Form in the SALP Admin Club.

There are a number of considerations to be made if your group is planning on hosting a speaker or performer at an event:

• • Contracts and Budget Requests: All Speakers and Performers require a contract for their services. The processing time for all Contracts is 20 business days. Budget requests for these events should be submitted 6 weeks prior to the event. International Contracts require 40 business days. Domestic Contracts require a minimum of 20 business days (that does not include Advisor/Coordinator review time or OBC review time); please review the Accounting Processing Times for more information. 

  • Documentation: The required documentation for the budget request for a speaker or performer is built into the speaker/event budget request form. For more information on the OBC's policies visit the OBC's Connect Portal. 

  • Request to Spend Money: If granted OBC approval to bring a speaker/performer, you will then submit the Request to Spend Money as  a "Contract" and include all necessary contact information. At that point, the SALP Accounting Team will take over communication with the contractor to set up the agreement and payment. 

  • Payment: 

    • Anyone contracting with the University will be required to sign the contract agreed upon and provide their W-9 tax paperwork to our accounting team. 

    • When completing the "Personal Service Invoice" (PSI) they will be asked to enter their bank account information for a direct deposit to be made within 2 business days following the event. If they would prefer a check, they will need to check the box to decline the Direct Deposit option on the PSI. A check will then be mailed out on the Wednesday following the event to the address provided by the contractor. 

    • You should agree on one lump sum amount that includes payment for the services being provided and any travel or accommodation costs needed. The easiest way to process payments is for the contractor to book their own airfare and accommodation and then reimburse themselves with the lump sum amount.

    • Our accounting team can book hotels, but will not book travel, airfare, etc.

Groups may purchase gift cards and prizes for events but the following rules must be followed:

• • Prizes (including gift cards) can only be given in games of chance in which everyone has a chance to win and there is no money exchanged.

  • Due to tax reporting laws, no individual may win prizes valued at more than $50 at a single event.

Gift Cards:

• • Due to credit card and purchasing rule limitations, we can only purchase gift cards from a limited list of vendors in $25 or $50 increments. 

  • Gift cards cannot be purchased to a location which sells alcohol, tobacco, or firearms.

  • All groups must record the winners of each gift card during the event and fill out a sheet using this template linked here. This form must be turned in to your advisor within 3 business days after your event.

The OBC may have also specific guidelines related to gift card/prize purchases and distribution. Click here for more information.

If you have questions, please contact your SALP Advisor/Coordinator.

PSU Branded Items:

• A great options for prizes are PSU branded items such as mugs, water bottles, or clothing. To order, you can see available items and request using the University Market Request Form in the SALP Admin Club.