Resources / Links

  • Cool website link 
  • If unable to login into COOL System go to TOOLS then Compatibility View Settings and then Add www.coolfaces.net to your computers Tools. You need to have Boilerlink registration updated and have current officers on file with the BOSO office.
  • If you do not have a current registration submitted in BoilerLink and approved by the Student Activity Office your club officers will not have access to COOL.
  • NO gift cards or gift certificates may be purchased or reimbursed with club funds.
  • NO club funds may be used to purchase or reimburse for alcohol, tobacco or related products/ services.
  • Payments/Reimbursements: Be sure to choose the correct account in COOL when submitting a payment request. EX: If expense is a SOGA funded/approved expense use your SOGA account. Clubs may have multiple accounts; General, SOGA, OEG, Scholarship, Charity, etc.
  • All receipts and/ or invoices need to be itemized (listing in detail what was purchased with club funds) before BOSO may reimburse payees. Receipts and/ or Invoices must be legible.
  • Merchandise with Purdue logos or trademarks must be purchased from licensed vendors, see Marketing & Media website. 
  • Officers can check and see if a check is processed by reviewing COOL account. If there is a document number by payment, the check has been processed. The document number is the check number.
  • All deposits are made at BOSO, Krach, room 365.
  • Activity Forms must be submitted on Boilerlink TWO WEEKS prior to the date of the event/travel. Large Scale events may require additional time.
  • Students DO NOT sign any contracts on behalf of their organization and Purdue University. If your event involves contracting for an event BOSO will review and execute contracts on behalf of the organization and Purdue University. A “contract worksheet” will need to be completed and submitted to BOSO for all speakers, artists, entertainers, etc.
  • If artist or speaker, etc has their own contract this must be submitted to BOSO for review and approval
  • Any venue rental agreement/contract must also be submitted to BOSO for review and approval.
  • Traveling on behalf of a student organization requires an Activity Planning Form to be submitted. All drivers must be RMO1 approved. The RMO1S form is found on the Risk Management website.  Two RMO1 approved drivers per vehicle is required. If requesting a van, drivers must be 21 years of age and complete a Van Certification. The Van Certification link is on the Risk Management Website.

Reference this document to anticipate costs for commonly used services, utilities and venues on Purdue’s campus. This tool should be used to help you budget for your events, particularly larger scale activities. Please note that these costs are only estimates, and actual cost may be higher or lower. Rates were confirmed in April 2020 and are subject to change at any time. Rates are provided for rough estimates only. Official estimates should be obtained from the appropriate department for solid budget planning.

Purdue Facilities Services, Utilities and Equipment

Services in this category are requested through a work order submitted to BOSO; work order forms can be found here. These charges are some of the most overlooked by students when they are trying to plan events. If you have additional questions about what kinds of factors might affect pricing, please contact boso@purdue.edu for additional information. Many services will also have an additional charge for labor; for more information on these cost, visit the shop rate page on Facility Management’s website.

CoRec Venues and Rentals

France A. Córdova Recreation Sports Center offers space and equipment rentals for events both large and small and informal or formal. Facility rentals for events outside of normal operating hours will be an additional $50.00. For full list of facility and rental costs go here. Contact recwellreservations@purdue.edu to reserve.

Hall of Music

Hall of Music offers some of the most exciting venues on campus for speaking and performance engagements, including Loeb Theater, Elliott Hall of Music, Fowler Hall and Slayter Center for Performing Arts. They also provide a wide range of audio visual equipment, staging and more, which can be rented for events throughout campus. The following quotes are based on the most typical requests HOM receives and should be used for planning purposes only. Actual quotes will be given once the EPM has spoken with client and determined their individual requests. Variations in quotes can result from length of event, equipment needed, and additional services requested. For quotes, please contact the Hall of Music.