1. New Leader Training

2. Welcome and Congratulations! Ashly Siteman Assistant Director, Graduate Student Affairs Sarah Herchel Associate Director, Graduate Student Affairs

3. What We Do Together, we work with students on creating and enhancing the co-curricular experience. – Ashly is the primary contact for the following Student clubs and organizations GPSA sponsored events Life@Babson, calendaring issues – Sarah is the primary contact for the following Community Standards Forums and case competitions (with Judy from EMO) GSC

4. Expectations as a club leader Your actions as a club leader affect the Babson brand. Be a good ambassador. As a club leader, you’re expected to contribute. If you find yourself unable to, reach out to your fellow officers to discuss options. PLAN, PLAN, PLAN! We may call on you to be representatives of Babson on panels, focus groups, committees, etc.

5. Welcome! New Leader Training 2012 by Flip Sasser (the guy standing in front of you)

6. GSC Overview Babson MBA’s student government – Elected by students! That’s you.

7. Our Mission Enhance the prestige of the Babson MBA Liaise with faculty & administration Support the graduate educational experience Coordinate events for the student body, including the Partner’s Program

8. Our Mission Bottom line: we’re elected to help students achieve what they need from this program

9. Responsibilities to Graduate Organizations (You!) Manage finances for clubs Approve events and facilitate collaboration Review new club applications

10. Resources You Should Use Life@Babson – Directors of Technology and Marketing – We’ll suggest best practices – GPSA manages this site

11. Resources You Should Use Mailing Lists – Director of Technology sets them up – Club leaders administer them

12. Resources You Should Use Websites & Domains – Director of Technology will get you accounts – We buy ‘em, you use ‘em!

13. Resources You Should Use Eventbrite – Directors of Technology & Finance – We’ll provide you with “sub accounts” for your events

14. Budgeting Process Guide Corey Reishtein – VP Finance, Graduate Student Council

15. Part 1: The GSC Account A portion of student activity fees are deposited into the GSC account Clubs have an account number but funds are held in the GSC account Funds that clubs raise through sponsorship/sales are deposited in the club account Always ask the VP of Finance which account number to use

16. Part 2: Budgeting There are 42 clubs and $45,000 per semester. Do the math.

17. Part 2: Budgeting The Application Process Clubs Apply EVP Reviews VP Finance Compiles GSC VotesProfit

18. Part 2: Budgeting The Application Process VP of Finance distributes budget guidelines in August (fall semester) and January (spring semester) Clubs submit budget requests including detailed event description cover sheets and an itemized budget for each event

19. Part 2: Budgeting The Application Process Executive Vice President reviews cover sheets to ensure all events are in alignment with GSC funding criteria Budgets should only request funding that is needed for that semester – FUNDS DO NOT ROLL OVER SEMESTER TO SEMESTER

20. Part 2: Budgeting Executive VP’s Funding Criteria Description of event and expected impact GSC-provided funding benchmarks for common events – i.e. for pub nights, gifts for speakers, promotional materials, etc. Historical funding for similar events Partnership with other clubs The totality of the club’s request for the semester Overall community impact of the activity or program Past use of allocated funds

21. Part 2: Budgeting Budget Approval VP of Finance compiles all the requests for review & voting by the GSC within two weeks VP of Finance sends notification to the clubs of the semester budget and any requirements or restrictions

22. Part 3: Funding & Reimbursements

23. Clubs Sponsorship/FundraisingBudget Request/ semester Event Management & Payment GSC Review & Allocation Complete paperwork for Advancement Register budgeted event on Life@Babson GSC Finance Notifies Clubs Approval by GPSA pending approved budget allocation Event Financing Issue GSC Check, i.e. external order from company (>$500)  Need a W8 ben or W9  Check Request Form  Invoice Personal Reimbursement (<$500)  Submit Reimbursement Forms to your club treasurer  Treasurer completes cover sheet and submits to EVP.  EVP approves and submits to VP Finance Box Internal Service Payment, i.e. Catering, Copying, Bookstore  Check with GSC as to which account # you should use.  Report charge to GSC VP Finance Club Finances “The Process” Report VP Finance (GSC)

24. Part 4: The Difference Between GSC & SLIF Funding GSC only provides funding for GSC- recognized student clubs – Funding from a portion of student activity fees – The GSC does not fund registration fees, speaker fees or travel expenses

25. Part 4: The Difference Between GSC & SLIF Funding SLIF finances individual student requests – Funding from the Dean’s Office, GPSA, CCD and Admissions – SLIF funds conference or competition registration fees, events planned by students not affiliated with a club, and student clubs or forums – The activity must promote the Babson brand and support the strategy of the College – Check out the SLIF Life@Babson page for more!

26. Part 5: You should host an event this summer! One Year students will be looking to get involved We’ll give you money to do it

27. Part 5: Summer Funding Process GSC will award 4 x $200 grants based on the standard funding process – Granted on a first-come, first served basis

28. Part 5: Summer Funding Process Apply on the GSC Life@Babson Page – Applications open May 1 st and will be reviewed by June 1 st

29. Part 5: Summer Funding Process Use your grant between June 1 st and August 10 th – Don’t request summer funding if you’re not 100% sure you’ll host the event

30. Part 6: Funding Myths MYTH: Ask for double what you need, since the GSC will just give you half. REALITY: We have a limited ($45k) pool 42 clubs. Ask for what you need, and if it’s reasonable, you’ll probably get it.

31. Part 6: Funding Myths MYTH: If I’m in a pinch, I should pay vendors large amounts of money out of my own pocket and be reimbursed. REALITY: Any transaction over $500 must be made with a GSC check.

32. Part 6: Funding Myths MYTH: Getting a check cut is easy—Babson can turn a check request around in a matter of hours. REALITY: It takes weeks. Plan ahead!

33. Funding Takeaways 1. No funding is approved until you receive notification from the VP of Finance

34. Funding Takeaways 2. Club Treasurer is responsible for managing all reimbursements and club finances  Club Treasurer should compile a reimbursement packet for each event which includes all reimbursement forms and receipts as well as a post event survey

35. Funding Takeaways 3. Reimbursements will not be processed until your event is registered on Life at Babson

36. Funding Takeaways 4. Be proactive! Talk to the VP of Finance if:  You think your club will go over its allotted budget  You want to move funding from one event to another  You want to use Eventbrite for an event

37. Funding Takeaways 5. Think about timing!  It takes approx. 2 weeks to process the reimbursement and check requests forms

38. Funding Takeaways Our mandate is to spend the student activities fees – We want club activities to be successful The more detail and more communication we get, the more this is possible

39. Club Technology Overview Lisa Woods and Alonso Hidalgo

41. Lyris Listserv Things you need to know:  Listserv has an extensive list of members (if used in the past)  Members responsibility to unsubscribe from the list.  Club leaders need to be made administrators by VP Technology  Clubs can do bulk email updates – simply email an excel document with email addresses to VP Tech.  Only administrators can send to the listserv  The listserv does not communicate or link with Life@Babson Email Lists - Listserv

42. How to Use It: To send emails: 1.Make sure you are an administrator 2.Using your BABSON email address, email: [list_name]@babson.edu To Subscribe Users: Either 1.Collect a bulk list of email addresses and send those addresses to the Director of Technology. 2.Individual members can subscribe by: sending a blank email to join- beec@listserv.babson.edu. join- beec@listserv.babson.edu To Unsubscribe Users: 1.Users need to click on the link at the bottom of the email they receive. “To unsubscribe, send a blank email to leave-548493-8682714P@listserv.babson.edu.”leave-548493-8682714P@listserv.babson.edu. 2.Bulk deletions are available upon Director Technologies discretion. Lyris Listserv

43.  You can add/delete members on your own  You can message your individual members, select group of members and/or the whole club.  To email members use the messaging function under the ‘Roster’ section of the site Email – Life@Babson

44. When do you need to contact the Director of Technology?  When your event requires tickets paid or unpaid. What do you need to know:  All event requiring money to be collected MUST go through the GSC account  The money for events will be collected by the school – then you will receive the funds from the school.  No club accounts are carried over from previous year – so everyone will need to contact the DT for an account  Previous event history will be linked to the new account  Clubs CANNOT set up an individual EventBrite account How do you set up tickets for your event?*** 1.Contact VP Tech to request an event set up 2.Director of Tech sets up your event linked to the GSC account. 3.You will receive an email containing your log in details for EventBrite. Using Eventbrite:  You will have full control over your Eventbrite account except – setting up new events and payment details. Payments and Events ***This is the current process. Process may change

45.  Two options:  Internal Life@Babson  External custom site Life@Babson Site  You set this up directly Websites

46. When do you need a site:  Club is having an event and/or requires an external website eg Forums and case competitions What is the process of setting up the site: 1.Contact VP Tech to request an Website 2.Email VP Tech the desired domain name (if required). 3.VP Tech registers the domain and sets up hosting 4.VP Tech provides club FTP credentials to launch site. NOTE: GSC does not help with design or other development issues. Also we have a very basic hosting service External Website

47. Remember: Things take time so please leave enough time for us to help you. Questions

48. Outgoing Student Leader Panel N INA H OUSEL – C O -P RESIDENT, BAWMBA; F ORUM C O -C HAIR, H EALTHCARE AND L IFE S CIENCES C LUB ; D IRECTOR OF S PEAKERS, E NTREPRENEURSHIP F ORUM M ELISSA P INO – C O -P RESIDENT, BAWMBA; P RESIDENT, B-C AUSE L ESLIE W ANDERLEY W ANICK – VP M ARKETING AND C OMMUNICATIONS, N ET I MPACT ; VP L OGISTICS, E NERGY F ORUM S HOGO W AKABAYASHI – F ORUM C O -C HAIR, A SIA B USINESS F ORUM ; VP, A SIA B USINESS C LUB K EITH M C W HORTER – C O -P RESIDENT, E NERGY AND E NVIRONMENTAL C LUB, VP, MBA H OCKEY ; VP, B ABSON P UBLIC S PEAKING C LUB P ETER R USSELL – VP C ORPORATE O UTREACH, E NERGY F ORUM ; P RESIDENT, B ABSON C YCLING C LUB

49. Curricular Meets Co-Curricular

50. Team Process Day—What it is Where curricular meets co-curricular Team Process Day is a full day of team building activities for students in the Two Year MBA Program. The activities kick-off the first year experience and Mod I.

51. Team Process Day—The Facts Where curricular meets co-curricular Availability 26 spots plus 5 spots for One Years Commitment Total of 13 hours Training is on Friday, August 31 st (12-4PM) Actual event is Friday, September 7 th (8:30AM-5PM) Remote homework approx. 1.5 hours

52. Team Process Day—Skill Set Where curricular meets co-curricular Facilitation – Propose structure for the group – Act as communication hub – Assess and adjust processes – Ensure closure, agreement, and alignment

53. Team Process Day—Skill Set Where curricular meets co-curricular Relationship Building – Play a role in the team’s relationship building process – Assist team members to maintain working relationships, i.e. actively leverage differences and strengths. Know your team. – Set expectations and guidelines

54. Team Process Day—Skill Set Where curricular meets co-curricular Reflection – Debrief each activity and encourage active learning – Wrap up at end of day. For club leaders, a quarterly or semester wrap up ensures everyone is learning from their role and function within the club.

55. Team Process Day—Testimonials Where curricular meets co-curricular Team Process Day Facilitators stand on the front-lines of community-building across MBA classes. Basically, your job is to ensure everyone has a great time flexing creativity, critical thinking, and team-building muscles.—Stephen Douglass, M’12 Being a team process day coach was an awesome experience. If nothing else you learn how to facilitate some great activities that will make you indispensable for your future job/companies team building days. Even better you might get inspired to do it for a living! :) Joking (kind of) aside, I'd 100% recommend this opportunity to any second year. The day is fun, you meet some great people, you learn some new skills yourself and finally you realize just how much you did and learnt in the first year!—Carl Sanders Edwards, M’12 I was able to use some of the process learnings to help make my team interactions better, specifically for the BEEC. We had issues with our process of dealing with each other, so the process day training was able to shed some insight on how to fix it.—Allen Himes, M’12

56. Event Planning Basics

57. Student Club Resources Graduate Student Club Booklet (Internal Use Only) Contains a listing of graduate club leaders Lists each group’s planned events for the academic year Useful in finding opportunities for collaboration! Life @ Babson (https://life.babson.edu)https://life.babson.edu Your ONE STOP SHOP for club information! Check the documents section of GPSA’s L@B site for event guides— there’s a plethora of information here Coming soon: Graduate Student Org Handbook

58. Life@Babson: What is it? Virtual club fair Web presence for clubs Online event registration system List of Babson clubs & offices Information sharing site Calendar (student-focused) Tracks student involvement in clubs Runs group elections RSVP System

59. Life@Babson: What ISN’T it? A replacement for Facebook The only way to publicize your event Perfect!

60. Using Life@Babson as a Resource Every group has an online presence through L @ B —Remember, when you Google your club, your Life@Babson page is usually the first hit — You have complete control over site content — Site components o Document repository—can store past group information o List of past and upcoming events o Officer and club roster (each student controls privacy settings) o Messaging component L@B is your pathway to publicizing your event utilizing Babson resources

61. Life@Babson: Basic Take-Aways Life@Babson does a lot of things really well: – Assists with attempts to collaborate across clubs – Allows clubs to avoid conflicts with one another and with College departments – Gives clubs CONTROL over club information – Allows us to share club knowledge OVER TIME Life@Babson isn’t a perfect solution for every club need – Utilize all resources available to make events successful Life@Babson is a great way to point members to other club resources

62. Steps for ensuring a successful event at Babson 1.Carefully chose your date a)Check the Life @ Babson calendar for conflicts FIRST. This calendar shows every student-centered event.Life @ Babson calendar b)Take a look at the Babson Calendar for campus-wide events.Babson Calendar *note: All events on Life@Babson are included in the Babson Calendar. 2.Book the room through scheduling@babson.eduscheduling@babson.edu 3.Register your event through Life@Babson. Why? 1.Registration gets your event on the calendar! This helps us avoid conflicting events.* 2.GPSA will help you publicize your event. 3.GPSA will work with you to ensure your event is ready to go. 4.We use your answers received through event registration for many purposes. (ex: institutional Alumni thank-yous, rankings surveys)*

63. Steps for ensuring a successful event at Babson 4. Publicize your event Through event registration: o Flier approval o Posting of 16:9 images to the LCDs (use of foam core boards on easels in Olin not permitted) o eNewsletter coverage (both weekly and Alumni eNewsletter) o Posting of event to Babson Calendar Use your other resources o Club listservs o Once-per-semester use of non-academic listserv o Social networking (Facebook, twitter, etc) o WORD OF MOUTH o ??—Ask Erin Freda, building manager

64. Steps for ensuring a successful event at Babson 5.Look for opportunities to collaborate – Considering co-sponsoring with a department – Partner with a U-Grad group 6. Nail down the details (see events checklist) – Facilities set-up – Media Services – Parking for guest speakers 7. When in doubt, ASK! The GPSA and GSC are great resources!

65. New Policy: Alcohol and Catering on Campus Alcohol: All groups must use Sodexo for their alcohol needs on campus – In most cases, only beer and wine can be served at a group event. – Groups cannot bring in their own alcohol to be served at an event Catering: Sodexo is the College’s preferred Campus caterer for all events on campus. Groups planning events on campus are strongly encouraged to contact Sodexo to review their needs prior to booking or finalizing any plans. You can go online at www.babsondining.com or call Sodexo at 781-239-4943. www.babsondining.com If Sodexo cannot meet the groups’ catering needs (due to timeline, budget, food requests) and an outside 3 rd party catering vendor is needed, groups should consult with the Purchasing Office to obtain the “List of Vetted and Approved Third Party Caterers.” The providers on this list meet the established criteria for insurance and liability coverage, as defined by Babson.

66. Ashly’s Tips for Event Planners 1.Set realistic expectations for your events. – Based on the topic, how many students can you attract? – Based on the schedule and time of year, how many student CAN attend? – Expect that scheduling conflicts will GREATLY affect your turnout. – If your turnout is low, consider getting a smaller room!

67. Ashly’s Event Planning Tips 2. Last minute planning is a recipe for disaster – Consider how this affects your personal brand. – Many offices that provide services require advance notice: Media services: two weeks Sodexo: one-two weeks Facilities: at LEAST three days Canon Copy: two days – You flat-out forget things when you’re in a rush

68. Ashly’s Event Planning Tips 3.“ Complicated” events take more time to plan. This includes: – Events with alcohol Must secure TIPS server and police detail – Events with external vendors – Events that require contracts Clubs cannot sign contracts on behalf of Babson College. – “High Risk” events You may need a waiver if traveling and/or engaging in potential dangerous activities – Events with registration/RSVP You may need to work with the GSC to get EventBrite set up

69. Ashly’s Event Planning Tips 4. As an leader, it’s essential that you set expectations with those under you. – Who is doing what? – When should items be completed? – How frequently should I be updated about the status of the event?

70. Large Events Planning Tips & Resources

71. Partnering Orgs/Offices Graduate Student Council – Technology & Marketing support Graduate Programs and Student Affairs – Looking at Big Picture Events Management Office – Helping with logistics and planning Center for Career Development – Working with Companies

72. Selecting a Date 1.Carefully chose your date a)Check the Life @ Babson calendar for conflicts FIRST. This calendar shows every student-centered event.Life @ Babson calendar b)Take a look at the Babson Calendar for campus-wide events.Babson Calendar *note: All events on Life@Babson are included in the Babson Calendar. 2.Book Babson College space through scheduling@babson.eduscheduling@babson.edu 3.Register your event through Life@Babson. Why? 1.Registration gets your event on the calendar! This helps us avoid conflicting events.* 2.GPSA will help you publicize your event. 3.GPSA & EMO will work with you on your planning. 4.We use your answers received through event registration for many purposes. (ex: institutional Alumni thank-yous, rankings surveys)*

73. Reserving Space on Campus Once you have a date, you should reserve space! Email scheduling@babson.eduscheduling@babson.edu Continue to go through all steps on the checklist, including submitting a logistics memo for your set-up. checklistlogistics memo set-up

74. Creating your event budget Graduate Student Council – Submit proposal at start of semester Student Leadership Initiative Fund – Submit application when have details Partner with other student clubs – Graduate and undergraduate, Babson, Olin and Wellesley

75. Creating your event budget External Sponsorship – Start working with CCD and companies now – Check transition documents to see who your leaders worked with in the past – Complete all sponsorship paperwork with the Office of Advancementsponsorship paperwork

76. Making your event representative of the community Center for Women’s Entrepreneurial Leadership Office of Diversity and Inclusion Office of Spiritual Life

77. Important Policies: Alcohol and Catering on Campus Alcohol: All groups must use Sodexo for their alcohol needs on campus – In most cases, only beer and wine can be served at a group event. – Groups cannot bring in their own alcohol to be served at an event Catering: Sodexo is the College’s preferred Campus caterer for all events on campus. Groups planning events on campus are strongly encouraged to contact Sodexo to review their needs prior to booking or finalizing any plans. You can go online at www.babsondining.com or call Sodexo at 781-239-4943. www.babsondining.com If Sodexo cannot meet the groups’ catering needs (due to timeline, budget, food requests) and an outside 3 rd party catering vendor is needed, groups should consult with the Purchasing Office to obtain the “List of Vetted and Approved Third Party Caterers.” The providers on this list meet the established criteria for insurance and liability coverage, as defined by Babson.

78. Important Policies: Risk Management Contracts must be vetted and approved by the College. Submit all to Sarah Herchel at least one month prior to event. Any activity that includes transportation for students must have a waiver.

79. Events Management Office

80. Leadership Transition Workshop

81. Incoming leaders, what will it take for you to feel prepared for your new role? Consider What information do I need from outgoing leadership? How would I like this information to be shared? How many meetings will it take for me to feel properly transitioned? Do I expect to be able to call on outgoing leaders after they graduate? Outgoing Leaders, think back to your transition last year & answer the following, yes/no : I met with my predecessor and was able to ask questions. I was provided with a key list of important club contacts I was introduced to my faculty advisor and met to discuss plans for the upcoming year I was adequately informed of key duties in my position. I feel I was well prepared for my transition into my current leadership position. Icebreaker

82. Next Steps Convene to your breakout room and go over the Knowledge Transfer Form Outgoing Leaders – Introduce incoming leaders to club advisor and CCD Liaison – Upload completed Knowledge Transfer Form and other important transition documents to your club’s Life@Babson documents section – Record recommended vendors on poster Incoming Leaders – Set up a meeting with your club advisor to go over next year’s plans – Shadow your outgoing leaders for the next month to see how they do what they do – Complete the re-registration process (more information to follow) – Select a date for your club’s kick-off event and record on poster – Select a representative for Team Process Day

83. Breakout rooms