Event Proposal Form

This form is to be used for all events, Virtual and In-Person

Thank you for your support of the Imperial Court of Buffalo (ICOB). We look forward to your official ICOB event. All net proceeds from official, sanctioned ICOB events are distributed to our Charities of Choice.

**NEW as of 8/18/20: The Board of Directors has stated the only acceptable form of collecting money for official Imperial Court of Buffalo virtual events is the ICOB Paypal account. You can use the link paypal.me/impcourtbuffalo and/or have a specific button built on our webpage. To have a button built contact Michael Wah (cocolatique1926@gmail.com). If you need real time monitoring of payments during your event, contact Treasurer Loren Field (treasurer@imperialcourtofbuffalo.com) or College Chair Michael Wah to make arrangements

Approximately 4-6 weeks preparation is needed to set up an official, ICOB Sanctioned event:

  1. Fill out the Event Proposal form below completely
  2. The Monarchs hold the calendar. Be sure to clear your date with them ahead of time. Please include any proposed costs of which the ICOB may incur (if known).
  3. After completing the form hit “SUBMIT” the Monarchs will be notified to approve the form and then the Secretary will give the final approval from the Board of Directors
  4. Once the Board approves the form, you will receive an email indicating all parties have approved it.
  5.  The Board may ask you to attend a Board meeting to discuss your event. This BOD meeting is your opportunity to answer any questions the BOD may have about your event. Please make every effort to attend this meeting. (Not attending may delay the approval of your event)

Event Advertising:

            ALL advertising for your event must be approved by the BOD. Posters should be submitted at least 30 days in advance of the event (exceptions will be considered on a case by case basis). Please see the guidelines for advertising in the Policies and Procedures Manual; Article 17.

If you need a poster designed, contact Greg Hennessey at gregory.hennessey@verizon.net

            An ICOB Facebook Administrator will create your official Facebook event page and make you a host. Once the event page is created on the ICOB Facebook page, it is your responsibility to maintain it and invite guests to attend the event on the event page.

At the Event:

  1. Ensure a copy of the “Funds Raised” form (available on the ICOB Website) is filled out immediately after the event. Form may be filled out online and emailed to treasurer@imperialcourtofbuffalo.com and copied to college@imperialcourtofbuffalo.com
  2. Ensure all funds raised not received per the Boards virtual payment policy are transferred to a member of the BOD. If no BOD member is available a member of the College of Monarchs may be given the funds raised to be given to the BOD.
  3. Within 24 hours of the event send an email to the Treasurer at treasurer@imperialcourtofbuffalo.com indicated the amount of funds raised and who is in possession of those funds.
  4. Ensure all payments (checks/money orders) are made payable to: Imperial Court of Buffalo.

Please Note:

            The Reigning Monarchs are the Chief Fundraising Officers of the Imperial Court of Buffalo. Please keep them informed about your event.

            Questions should be directed First to the Monarchs; Second to the Board of Directors.  

Click here for the Event proposal form