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1 Student Organization Board Training
Student Activities Created Fall 2011 Updated Spring 2014

2 STUDENT ORG BOARD TRAINING
TABLE OF CONTENTS Title Code of conduct Planning deadlines Table of contents Posting Policy Event checklist Student activities contacts Other Advertising Event forms Other important contacts Solicitation Policy Event management meetings Organization requirements Solicitation Policy (cont.) Theater/Sound Booth Techs Advisor re-registration steps Copyrights and licensing Traditional Events Completing Pioneer Place form Attracting members Ticketing Policy and Procedures Policy Adherence requirement Attracting members (cont.) Good Business Practices Hazing Policy Managing members Bad Business Practices Bias Related Crimes Policy Retaining members Contract Process Sexual Misconduct Policy Running meetings Contract Process (cont.) Advisor Contract Meeting minutes Large event rules Student Org Board training Elections Large event form Advisor Trainings Officer transition Large Event procedure Leadership Opportunities Managing a budget Large Event Planning Deadlines New Organization requirements Event hosting Event Assessment Recognition privileges Collaboration General Funding Info Pioneer Place Advisor Expectations Agency Accounts Club & Org Manual Resources Advisor Expectations (cont.) Campus Theme Traveling and conferences Tips for Advisors Fund Raising Fund Raising (cont.) Student Organization Board Training Fall 2011

3 STUDENT ACTIVITIES OFFICE
OFFICE OPERATIONS STUDENT ACTIVITIES OFFICE Joe Gutowski- Director Fran Lucia- Event Coordinator Student Senate Advisor Greek Life Advisor x3037 X3037 Bethany Piraino- Assistant Director Marissa Davendonis- Graduate Assistant UCPB Advisor Online Programs Specialist x5294 x3732 Student Organization Board Training Fall 2011

4 OTHER IMPORTANT CONTACTS
OFFICE OPERATIONS OTHER IMPORTANT CONTACTS Campus Safety Athletics Wayne Sullivan Jim Murnane 2nd floor Strebel, x3046 Clark Athletic Center, x3281 Problems, theft, security Use of fields, events with teams Sodexo Dining Services Media Center Damian Boehlert Jason Lewin Inside Dining Hall in Strebel, x3178 L120 Gannett Library, x3282 Catering, snacks, drinks Requesting laptops, smart carts, microphones, podiums, speakers, projectors, etc. Facilities Management Rich Kennedy Advisor’s Office Facilities Trailer Lot B x3191 KNOW WHERE YOUR ORG ADVISOR’S OFFICE IS LOCATED AND THEIR PHONE NUMBER! Work orders, requesting set-ups Copy Center Lisa Mudrie-Rabideau 185 Gordon Science Center, x3145 Color flier printing Student Organization Board Training Fall 2011

5 ORGANIZATION RE-REGISTRATION
OFFICE OPERATIONS ORGANIZATION RE-REGISTRATION MUST HAVE: At least 5 members total President/Director Treasurer/Comptroller Faculty/Staff advisor Valid and current constitution It is your job to make sure that Senate and Student Activities have the most up to date information on Pioneer Place! READ the Student Senate Constitution at https://pioneerplace.utica.edu/organization/studentsenate/doc umentlibrary Ask for a copy at Student Organization Board Training Fall 2011

6 All re-registration steps MUST be completed before
OFFICE OPERATIONS ORGANIZATION RE-REGISTRATION Already recognized Student Organizations must go through Spring Re-Registration EACH YEAR.  The Re-registration Process is as follows: Complete re-registration form on Pioneer Place Get Advisor contract signed Attend Org Board Training session All re-registration steps MUST be completed before Sunday, April 13, :59PM. Student Organization Board Training Fall 2011

7 ORGANIZATION RE-REGISTRATION
OFFICE OPERATIONS ORGANIZATION RE-REGISTRATION Complete re-registration form on Pioneer Place The re-registration form will be open from 12am Monday, March 24th, 2014until 12am Monday, April 14th (AKA Sunday night). DO NOT COMPLETE THE FORM UNTIL THE LEADERS FOR THE YEAR HAVE BEEN CHOSEN! The purpose of completing the form is to get NEXT YEAR'S information. Here are the detailed steps of this portion of re-registration process: a. Instruction page b. Org Roster REQUIRED positions that every org must have: Advisor, President, Vice President, Webmaster, Treasurer, Secretary c. Advisor Contract d. Policy Adherence Requirement Hazing Policy, Bias-Related Crimes Policy, Sexual Misconduct Policy e. Constitution Student Organization Board Training Fall 2011

8 ORGANIZATION RE-REGISTRATION
OFFICE OPERATIONS ORGANIZATION RE-REGISTRATION Policy Adherence Requirement - *New for 2014* As An officially recognized student organization of Utica College, it is the responsibility of the officers of this organization to ensure that this organization does not engage in any behavior that violates the below policies, or any other policies enforced by Utica College. The student officers and advisor(s) will reinforce these concerns with the organization’s members. Hazing Policy Bias-Related Crimes Policy Sexual Misconduct Policy Click on titles for links to the full web page Student Organization Board Training Fall 2011

9 UTICA COLLEGE POLICIES
OFFICE OPERATIONS UTICA COLLEGE POLICIES Hazing Policy Hazing is against New York State Law and is a violation of Utica College Code of Student Conduct. Hazing of any type will not be tolerated.  DEFINITION:  Hazing includes, but is not limited to, any action or situation, which recklessly or intentionally endangers mental or physical health or involves the forced consumption of alcohol or drugs for the purpose of initiation into or affiliation with any organization.  Student Organization Board Training Fall 2011

10 UTICA COLLEGE POLICIES
OFFICE OPERATIONS UTICA COLLEGE POLICIES Bias-Related Crimes Policy "Hate crimes" are defined in New York State Penal Law Article Actions of hatred based upon bias and prejudice of any type will not be tolerated.  DEFINITION:  Said acts include, but are not limited to, acts involving violence, intimidation and destructions of property based upon bias and prejudice where victims are intentionally selected, in whole or impart because of their race, color, national origin, ancestry, gender, religious practice, age, disability, or sexual orientation.  Student Organization Board Training Fall 2011

11 UTICA COLLEGE POLICIES
OFFICE OPERATIONS UTICA COLLEGE POLICIES Sexual Misconduct Policy Utica College is committed to the maintenance of an environment that is supportive of its primary educational mission and free from exploitation and intimidation. Utica College will not tolerate rape, sexual assault, or any other form of non-consensual sexual activity, hereafter referred to more broadly as sexual misconduct. This policy is intended to articulate the College’s stance on sexual misconduct, define sexual misconduct and the concept of consent, and outline the procedure followed by the College in the event that an incident of sexual misconduct occurs. The College will enforce this policy through internal conduct procedures, safety programs, and the exploration of and support for prosecution of alleged offenders through the appropriate external judicial forums. The College supports this policy for students, faculty, and staff through its educational programs and counseling services. Definition: Sexual misconduct includes Non-Consensual Sexual Contact , Non-Consensual Sexual Intercourse or Sexual Exploitation. See website for explicit definitions and further details. Student Organization Board Training Fall 2011

12 ORGANIZATION REGISTRATION
OFFICE OPERATIONS ORGANIZATION REGISTRATION Get Advisor contract signed The Advisor Contract format can be found online and must be printed, filled out, and returned to the Office of Student Activities before the re-registration deadline. Suggested Bullet Points for the Advisor Contract: Aid in leadership development and skills training Channel information from larger community to organization Group encouragement. Monitor expenditures, policies, and goals Resource on college policies, procedures, contacts, etc. Provide year to year continuity Provide organizational history Help the group troubleshoot problems Aid in elections, officer training and transition Access to internal and external networking Ask questions and challenge students Student Organization Board Training Fall 2011

13 ORGANIZATION REGISTRATION
OFFICE OPERATIONS ORGANIZATION REGISTRATION Attend Org Board Training sessions 1. Tuesday, March 25th 3:00pm – 4:00pm in Strebel Aud 2. Thursday, April 3rd 10:00am – 11:00am in Strebel Aud 3. Friday, April 4th 11:00am – 12:00pm in Strebel Aud 4. Monday, April 7th 7:00pm – 8:00pm in Strebel Aud 5. Wednesday, April 9th 5:00pm – 6:00pm in Strebel Aud 6. Friday, April 11th 3:00pm – 4:00pm in Strebel Aud 7. Sunday, April 13th 2:00pm – 3:00pm in Strebel Aud MAKE SURE TO SIGN IN! Student Organization Board Training Fall 2011

14 OFFICE OPERATIONS ADVISOR TRAININGS
This year, we have added an Org Advisor Training component. THIS TRAINING IS NOT REQUIRED, BUT IS HIGHLY SUGGESTED TO ADVISORS. Please share these dates with your Org Advisor. Org Advisor Training sessions: 1.  Tuesday, March 27th 4:00pm – 5:00pm in Strebel Aud 2.  Friday, April 4th 12:00pm – 1:00pm in Strebel Aud 3.  Tuesday, April 8th 8:00am – 9:00am in Strebel Aud 4.  Wednesday, April 9th 1:00pm – 2:00pm in Strebel Aud Student Organization Board Training Fall 2011

15 OTHER LEADERSHIP OPPORTUNITIES
OFFICE OPERATIONS OTHER LEADERSHIP OPPORTUNITIES Start a new club of your own! Greek Life: see Student Activities to charter new chapters in IGC Leadership Weekend – Early Fall Semester Leadership Workshops for your org– by request Orientation Mentors/Summer PTMs – Apply in Fall Resident Advisors and Summer RAs – Apply in Spring Student Org Board Training – Spring during re-registration Student Senate – open meetings 3pm Bell every other Wed. UCPB – join or submit ideas to Become a Tutor, Student Organization Board Training Fall 2011

16 NEW ORGANIZATION RECOGNITION
OFFICE OPERATIONS NEW ORGANIZATION RECOGNITION NEW ORGANIZATIONS: Instructions for creating a new org can be found on the “Create an Org” link on the Student Activities webpage. Read the Student Senate Recognition Committee bylaws at https://pioneerplace.utica.edu/organization/studentsenate/documentli brary Restrictions of a newly recognized org: Student Senate Constitution Article 5 Section 9 Line 171 F. states, “In the event that a newly formed organization is recognized by Student Senate… they shall be eligible to receive funding the semester they are recognized pending they co- sponsor an on-campus event with an already recognized organization as well as perform an on-campus community service project.” Student Organization Board Training Fall 2011

17 RECOGNITION PRIVILEGES
OFFICE OPERATIONS RECOGNITION PRIVILEGES Student Senate funding Reserving rooms Posting fliers Org mailbox On-campus fund raising Assistance in finding resources A free website for your org Student Organization Board Training Fall 2011

18 OFFICE OPERATIONS PIONEER PLACE Online database Club websites
Communication Center- mass messaging Post event fliers online Constantly updated club rosters Storage for historical documents, meeting agendas, minutes, etc. Electronic forms and submissions Better marketing to new students Faster communication from Senate and Student Activities Student Organization Board Training Fall 2011

19 OFFICE OPERATIONS RESOURCES
The Club and Organization Manual is continuously updated and posted online. All information needed in its entirety is located in the Club & Organization Manual under Student Activities: Do not hesitate to contact other offices for guidance, take advantage of the knowledge that UC’s faculty and staff possess. Student Organization Board Training Fall 2011

20 TRAVELING AND CONFERENCES
OFFICE OPERATIONS TRAVELING AND CONFERENCES Joe Gutowski, Director of Student Activities X 3036 105 Strebel Student Center Individual student travel, conference funding, paperwork, etc. anual/travelconference.cfm Student Organization Board Training Fall 2011

21 OFFICE OPERATIONS CODE OF CONDUCT Student Affairs Office
x3100 College is a fishbowl. As student leaders, people will notice you even more! You are accountable for ALL your actions, ALL the time, in ALL places on and off campus! Student Organization Board Training Fall 2011

22 UTICA COLLEGE POSTING POLICY
OFFICE OPERATIONS UTICA COLLEGE POSTING POLICY Posting Policy All posted materials must have: • The full name of the sponsoring organization, business, or group • In the case of an event, the date, time, and location  • A contact telephone number or address for more information • Any fees, costs to participate, entrance requirements, etc. Fliers may not exceed 11" x 17" in size (except on wall outside the Dining Hall). All postings will adhere to the College community’s sense of decency and good taste. Offensive, obscene, or inflammatory postings will not be permitted. Posters are allowed only on designated bulletin boards. Posters may not be placed on external doors, windows, walls, classrooms, anywhere within public restrooms, or on the wood walls, tack strips, or fireplace in the Strebel Center’s Ellen Knower Clarke Lounge. Exception: Postings are allowed on residence hall walls.  Only one poster per activity or service is permitted per bulletin board. Postings should not cover or obstruct other notices. Postings are not to be distributed door to door, hand to hand, or on car windshields. However, the Director of Student Activities may, at his or her discretion, provide a location for external organizations or businesses to leave quantities of publications and/or handbills. Student Organization Board Training Fall 2011

23 OFFICE OPERATIONS OTHER ADVERTISING Daysheet Tangerine Tabling
FREE! Tangerine Ads cost money Tabling Reserve Table #1 or Table #2 through EMS WPNR Radio Free radio announcements on air- fill out this form and hand in to WPRN, second floor of Strebel Student Center (online form coming soon) x Student Organization Board Training Fall 2011

24 UTICA COLLEGE SOLICITATION POLICY
OFFICE OPERATIONS UTICA COLLEGE SOLICITATION POLICY Solicitation Policy *See policy website for important word definitions Unapproved on-campus soliciting by any person for any reason is strictly prohibited. Door-to-door solicitation in the residence halls, classrooms, and administrative offices is expressly prohibited.  Definition: Solicitation as the act of personally approaching other individuals with the intent to sell or promote products, services, or beliefs or with the intent to conduct interviews on behalf of newspapers, television stations, and other media. Examples include such activities as conducting bake sales, selling raffle tickets, gathering pledges for walkathons, selling Girl Scout cookies or Avon products, marketing credit cards, proselytizing on behalf of religious or cult organizations, and distributing promotional products, advertising materials, handbills, or printed or written literature whether in person, electronically, or through campus mail or by telephone. Student Organization Board Training Fall 2011

25 UTICA COLLEGE SOLICITATION POLICY
OFFICE OPERATIONS UTICA COLLEGE SOLICITATION POLICY Solicitation Policy *See policy website for important word definitions Utica College student clubs and organizations wishing to conduct fundraisers or promotional activities on College-owned or leased property must obtain permission from the director of student activities. There are three locations where these fundraisers or promotional activities may take place: Strebel Student Center or Hubbard Hall. If permission is given, students must reserve a table in those locations on the EMS website. If your organization is contacted by an outside company wishing to do interviews or any media for the public, they have to go through the Marketing and Communications Office or Christine Leogrande Student Organization Board Training Fall 2011

26 COPYRIGHTS AND LICENSING
OFFICE OPERATIONS COPYRIGHTS AND LICENSING CANNOT show movies without buying the copyright license: pyright.pdf CANNOT print anything (fliers, apparel, etc.) with copy written images, slogans or logos without permission from the Marketing and Communications Office or Christine Leogrande CANNOT use any UC Moose logos (strictly athletics) Student Organization Board Training Fall 2011

27 RUNNING YOUR ORGANIZATION
ATTRACTING MEMBERS Know and understand your organization purpose and mission. Ask the current members’ input and set goals how many more people do you want/need? What talents are missing that the organization currently needs? What characteristics, interests should new members have? How are you going to advertise your club? How are you going to accept new members? What type of time commitment should be expected? Are there students from specific majors who will benefit from or add to the organization? Don’t underestimate networking and technologies. New members are easier to attract if: Past leaders and members reflect a positive attitude toward the org and have a general good feeling about the org The group appears organized and knows what it is doing. They feel welcomed and see that support and encouragement are provided. There is opportunity for them to learn and to get involved quickly. Student Organization Board Training Fall 2011

28 RUNNING YOUR ORGANIZATION
ATTRACTING MEMBERS Keep your Pioneer Place website UP TO DATE AT ALL TIMES! The organization list is viewable to the public, so prospective students can go on and see what clubs we have on campus. They can see the club descriptions, profiles, and events, but they cannot see your personal information. Sign up for the annual Fall Semester Student Involvement Fair hosted by Student Activities! Members are not just numbers, they’re there for a purpose and they need to be appreciated! Student Organization Board Training Fall 2011

29 RUNNING YOUR ORGANIZATION
MANAGING MEMBERS Leader should make sure Pioneer Place roster is current with names, s, phone numbers, positions, and any other information relevant to the organization (t-shirt sizes, class year, campus address, committee placements, etc.) Publicly recognize accomplished goals, successful events, completed tasks and hard work. Keep people accountable to their responsibilities. Be consistent and fair; don’t be a dictator. Develop meaningful relationships with members Make sure leaders are kind, social and approachable. Student Organization Board Training Fall 2011

30 RUNNING YOUR ORGANIZATION
RETAINING MEMBERS Keep contact with members. Hold interest by giving people tasks and trusting them with them. Most people will stay motivated when they can take ownership for projects. Hold a special welcoming event. Plan a social event, a special introduction. Recognize that some won’t come back because of other commitments or interests. That’s ok! Orient your new members. Encourage old and new members to form bonds by using icebreakers and teambuilding activities. Remember the new members’ names! Follow through with s, post goals, summarize meeting outcomes. Provide reminders of responsibilities, be patient but firm. Recognize and show appreciation for your members both publicly and in private. Have fun together! Know when it is time to work and time to play. No one wants to feel like involvement in an organization is a burden. Student Organization Board Training Fall 2011

31 RUNNING YOUR ORGANIZATION
RUNNING MEETINGS Define the purpose of the meeting Develop and stick to the agenda Record meeting minutes and distribute to all members Give members a chance to discuss and evaluate goals and objectives Keep members updated on current events and ask for their input Delegate tasks and trust that members will follow through Incorporate member appreciation and recognition for hard work and successes. Pull everyone’s resources and opinions together for decision making. Student Organization Board Training Fall 2011

32 RUNNING YOUR ORGANIZATION
MEETING MINUTES Used for historical and recollection information Should be outlined by meeting agenda Include meeting start and end time Details about what was discussed, advice for future, progress of tasks and events Include tasks that were delegated, who they were given to, any committees that were formed, and deadlines that need to be met **Upload on Pioneer Place under Documents** Student Organization Board Training Fall 2011

33 RUNNING YOUR ORGANIZATION
ELECTIONS Plan for enough time to advertise the positions available, campaign time, and voting time. Always consult your constitution’s rules and laws about elections. New officers should be chosen BEFORE the previous officers’ term ends. ***ALL ORGS SHOULD HAVE ELECTIONS COMPLETED BEFORE THE RE-REGISTRATION PROCESS DEADLINE*** If your org needs help with changing your election process, reach out to Student Activities or Student Senate! Student Organization Board Training Fall 2011

34 RUNNING YOUR ORGANIZATION
OFFICER TRANSITION Take advantage Pioneer Place for “handing over” documents. This CANNOT be just a “hand over the binder” action, the new officers have to be trained in how the position operates, EVEN if they were in the org already. Previous officers should share knowledge, resources, contact information, paperwork, standard procedures, deadlines, timelines, responsibilities, org expectations, etc. It’s a good idea to hold a meeting with both the previous and the new officers and members. Don’t forget to introduce the new officers to the org advisor! Student Organization Board Training Fall 2011

35 RUNNING YOUR ORGANIZATION
MANAGING A BUDGET READ the Student Senate Finance Committee Supplement at https://pioneerplace.utica.edu/organization/studentsenate/docume ntlibrary All orgs start out with a $0 budget You must ask for money and be approved Constant application process (no deadlines) Runs by student reimbursement (you pay and we pay you back) or college purchase order for larger totals (through Student Activities). Senate Comptroller has office hours in 105B Strebel Or ask for a copy at Student Organization Board Training Fall 2011

36 RUNNING YOUR ORGANIZATION
EVENT HOSTING Look presentable Wear organization apparel if you have it Wear nametags to identify yourself as part of the organization Welcome people to your event Be on time (which means early) Stay after to help clean or tear down Student Organization Board Training Fall 2011

37 RUNNING YOUR ORGANIZATION
COLLABORATION You don’t have to re-invent the wheel, use your peers and other clubs and organizations to bounce ideas around and plan an event together! Benefits of collaboration: Less work for one org More people to reach out to Better turnout For any orgs that want to collaborate and use the Student Organization Collaboration Agreement, see the Student Activities Forms page (collaboration agreement is not required for collaboration events, but is very helpful with setting terms and rules) Student Organization Board Training Fall 2011

38 RUNNING YOUR ORGANIZATION
ADVISOR EXPECTATIONS What a student leader should expect of an advisor: COMMUNICATION! Assistance in formulating long-range goals and planning short term projects. Resource person- evaluate projects, performance and progress. Offer guidance by reviewing goals, objectives, and the progress of the organization. Assistance with college procedural matters. Suggestions on how organization could be strengthened or improved. Improvement strategies for leadership skills. Accessible and available, should emergency situations/problems arise. Willingness to listen to and be open to criticism and evaluation. Allow the group to act on its own and to make mistakes, but help them learn from mistakes. Help in maintaining organization records. Encourage the division of labor among group members to sustain member interest. Student Organization Board Training Fall 2011

39 RUNNING YOUR ORGANIZATION
ADVISOR EXPECTATIONS What an advisor should expect from a student leader: COMMUNICATION! Keeping advisor informed on activities, meetings, agendas and topics under discussion Attendance at regularly scheduled informational meetings. To assist other students in the organization in skill development Willingness to share responsibility with other group members. Make sure all group activities are documented and historically saved. Invite advisors to meetings, they have great input Inform them and invite them to org events, they should always be aware of what’s going on in the group Student Organization Board Training Fall 2011

40 RUNNING YOUR ORGANIZATION
TIPS TO SHARE WITH YOUR ADVISOR Learn as much about the group as you can. Get to know the organization’s purpose, how it was formed, and the organization’s place in the campus culture. Get to know the leader and let the leader get to know you. Help that person understand both your roles as an advisor and their roles as a leader. Develop confidence in each other. Meet with the leader before group meetings begin and discuss the agendas and any current issues or concerns. Observe the leader with the group. How does he/she function in the group? What type of personality problems does the group have? What are the strengths and weaknesses of its various members as well as its leader? Find out what the leader has observed about this area, comment on strengths you have seen, and offer suggestions on weaknesses you may have noticed. Student Organization Board Training Fall 2011

41 PLANNING AN EVENT PLANNING DEADLINES
Pace yourself and give offices time to get things done for you instead of rushing. Set deadlines for your planning stages Give at LEAST 4 weeks notice before your event 4 weeks notice means you have to start organizing and making decisions BEFORE 4 weeks out Run through the event (from set-up to tear-down) and make a list of everything you need Student Organization Board Training Fall 2011

42 PLANNING AN EVENT EVENT CHECKLIST
Secure funding for an event from Student Senate Notify Campus Safety Design, print, and pick-up fliers Check room availability and request space on EMS- confirmations of space are sent via Schedule contract meeting with Paul (if you have an outside performer) Delegate these tasks to org members or committee- who’s in charge of what? Attend Event Management meeting 2 WEEKS before event Schedule org members to work event Media, Security, Set-up, Food Inform advisor regarding event Post fliers, send ad to Daysheet and/or Tangerine Begin communication with performer (if needed) Ticket Request Form (if ticketed event, for using UticaTickets.com) Arrangements for Catering (Off-Campus Catering ONLY with permission from Sodexo) Have a GREAT event! Put in a work order for room set-up Request electronics from Media Center Student Organization Board Training Fall 2011

43 PLANNING AN EVENT EVENT FORMS Student Senate Funding
Workorder for set-up Form outside the Senate office- 105B Strebel MUST be submitted by your advisor Large event form For events expecting non-UC students AND lasting past midnight Media request ervices/mediacenter/request.cfm FORMS page on Student Activities website Ticket Request Form for use of UticaTickets.com Vehicle Request FORMS page on Student Activities webpage Space reservation MUST have a certified van driver- contact Rob Cross 279 Gordon, x3743 MUST get confirmation request.cfm Catering Requests through Sodexo Dining Copy Center MUST give a budget code with submission MUST create a log-in and budget code with the copy center https://uticacatering.catertrax.com/ Student Organization Board Training Fall 2011

44 EVENT MANAGEMENT MEETINGS
PLANNING AN EVENT EVENT MANAGEMENT MEETINGS THESE MEETINGS HAPPEN EVERY MONDAY AT 1:00 PM IN THE FACULTY DINING ROOM (FDR) INSIDE THE CAF You must attend this meeting 2 weeks prior to your event date, or risk having the event canceled Media Center, Campus Safety, Student Activities and Sodexo are all present at these meetings Student Organization Board Training Fall 2011

45 THEATER/SOUND BOOTH TECHS
PLANNING AN EVENT THEATER/SOUND BOOTH TECHS The Theater Department trains students to operate the stage and sound booth If your org reserves the Strebel Aud for an event, you have to schedule a Theater/Sound Booth Tech Schedule a tech when you attend the EMS meeting *Only techs will be trained and allowed to operate the equipment in the sound booth* Student Organization Board Training Fall 2011

46 OFFICE TRADITIONAL EVENTS
PLANNING AN EVENT OFFICE TRADITIONAL EVENTS Keep dates in mind as you plan your org events: Welcome Week (UCPB)- first week of Fall semester Recruitment (IGC)- once per semester Homecoming (Office)- mid October Snow Daze (UCPB)- first week of Spring semester Greek Week (IGC)- mid April Spring Fling (Office)- end of April Moose-A-Palooza (UCPB)- last weekend during Spring semester Make sure you get a good turn out by not programming against other large or popular events. Student Organization Board Training Fall 2011

47 TICKETING POLICY AND PROCEDURES
PLANNING AN EVENT TICKETING POLICY AND PROCEDURES All orgs MUST use UticaTickets.com if selling tickets to an event. NO CASH SALES AT THE DOOR Ticket Request form can be found on the Student Activities Forms page. The org must get the ticket scanner from Student Activities during regular office hours. Funds from selling tickets on Utica Tickets will not be deposited in your org’s Agency Account until about 6 weeks after your event is held. The ticketing policy and further details can be found here: ures.cfm Student Organization Board Training Fall 2011

48 CONTACTING ARTISTS AND AGENTS
PLANNING AN EVENT CONTACTING ARTISTS AND AGENTS GOOD BUSINESS PRACTICES: Be courteous and professional. Know what you want to say, and practice the conversation. Have specifics ready like date, time, and location. Use your advisor to get tips on how to talk to agents. Follow up with every step of the process. Be clear and transparent when issues come up. Be helpful when they have questions. Act in a way that would make them want to do business with your organization again. Remember, you’re representing Utica College and your org. Student Organization Board Training Fall 2011

49 CONTACTING ARTISTS AND AGENTS
PLANNING AN EVENT CONTACTING ARTISTS AND AGENTS BAD BUSINESS PRACTICES: Do not bombard them with communication. Do not leave anyone hanging; follow-up! Don’t ask for too many favors, you’re not that special. Don’t leave details up in the air; be precise and have the answers. Don’t make promises you can’t (or don’t have authority) to keep. DO NOT agree to anything over the phone or in writing. Don’t agree to pay for anything that you don’t have money for. Don’t be rude or act like they have to help you- they can say no. ONE PERSON ON CAMPUS has authority to sign contracts, it’s NOT you, so don’t sign anything. Student Organization Board Training Fall 2011

50 PLANNING AN EVENT CONTRACT PROCESS
*If you’re paying an entity to provide you a service (DJ, speaker, performance, etc.) then you need a contract.* The office takes care of everything, from signing the contracts to ordering payment and sending the check. Your org must be approved by Student Senate with the funding to go through with the contract before any piece of the contract process is started. Student Organization Board Training Fall 2011

51 PLANNING AN EVENT CONTRACT PROCESS DO NOT SIGN ANYTHING!
Any contracts you receive need to be approved by Student Activities before signature. The org President or whomever is planning the event needs to set up a meeting with Student Activities to get contracts approved. Meeting deadline is AT LEAST 2 weeks BEFORE event date. Student Activities has Utica College Standard contracts. If your artist requests a contract, ask our office. Any questions, contact Bethany Piraino at Student Organization Board Training Fall 2011

52 LARGE EVENT PROCEDURES
PLANNING AN EVENT LARGE EVENT PROCEDURES “Late Night Large Event Form” Each Spring, Student Activities accepts new submissions for the following year (Fall and Spring) One late night large event per month (policy) You are not guaranteed your event just by submitting the form, and the office reserves the right to cancel any approved event if guidelines are not followed. LATE NIGHT LARGE EVENT = event with UC students AND off-campus guests that also continues past midnight. Student Organization Board Training Fall 2011

53 LARGE EVENT PROCEDURES
PLANNING AN EVENT LARGE EVENT PROCEDURES “Late Night Large Event Form” Forms can be found at the Student Activities Forms page: https://www.utica.edu/student/activities/forms.cfm DUE TO THE DIRECTOR BY 5PM ON MONDAY, APRIL 14TH, 2014 Student Organization Board Training Fall 2011

54 LARGE EVENT PROCEDURES
PLANNING AN EVENT LARGE EVENT PROCEDURES You must have gotten approval from the Director of Student Activities in order to host a large event If there are outside people allowed at your event then you must have 2 UPD officers present at a cost of $400 At the most every UC student is allowed 1 guest Your Organizations advisor must be present at the event from beginning to end If you are selling tickets you must use UticaTickets.com To use UticaTickets.com you must have an Agency Account Tickets can also be sold by cash in the Student Activities Office as long as you are registered through UticaTickets.com Student Organization Board Training Fall 2011

55 LARGE EVENT PLANNING DEADLINES
PLANNING AN EVENT LARGE EVENT PLANNING DEADLINES 4 weeks out Plan event from set-up to tear-down Make sure funding request is handed in (if needed) Make sure room is reserved (if needed) 3 weeks out Make sure media equipment is reserved (if needed) Make sure facilities request is made (if needed) Make sure campus safety is aware of the event (if needed) Make sure Sodexo food request is made (if needed) 2 weeks out Attend EMS meeting to confirm that all reservations and requests are confirmed and ok After attending the EMS meeting make sure flyers are up around campus Make sure your organization knows what they are supposed to do during the event Student Organization Board Training Fall 2011

56 PLANNING AN EVENT ASSESSMENTS How did the event go?
What were the positives? What were the negatives? How can we fix the negatives? How can we make our event better? REMEMBER THERE IS NO SUCH THING AS A PERFECT EVENT… ALL EVENTS CAN AND SHOULD GET BETTER Student Organization Board Training Fall 2011

57 FUNDING YOUR EVENT GENERAL INFO
If you need funding for your event you can ask Student Senate To do this you have to put in a Request form 4 weeks before your event Student Senate Finance Committee meets every 2 weeks Student Senate Full Committee meets every other 2 weeks For your funding to be approved you must attend both meetings This means that you have to have your registration form in at least 4 weeks before your event so they have time to evaluate If your funding is for travel, see the Travel Funding page on this powerpoint. Student Organization Board Training Fall 2011

58 FUNDING YOUR EVENT AGENCY ACCOUNTS
Every recognized organization should have an Agency Account. These are like organization bank accounts through Utica College You can find the Agency Account Request Form on the Student Activities FORMS page Contact General Accounting at x3031 or To make deposits, bring all paperwork to Student Financial Services and have your account number ready To make purchases from your Agency Account, you must go through General Accounting. Student Organization Board Training Fall 2011

59 FUNDING YOUR EVENT CAMPUS THEME FUNDING 2013- 2015 “Drivers of Change”
Programs and events that would fall into this category can be advertised as “Campus Themed” events for this year. It’s a way to showcase an important initiative on the campus, where faculty, staff and students can appreciate the many different cultures that make up our UC community. Any club or org can put in a request to get campus theme funding if your event falls into this theme. To read more info or to make a funding request, visit Student Organization Board Training Fall 2011

60 FUNDING YOUR EVENT FUND - RAISING
Tabling can be done outside the dining hall during lunch and dinner hours. You cannot walk down the line to talk to people, (that’s solicitation) you have to wait for them to come to you. You cannot go door-to-door in residence halls or office buildings. READ more on fund-raising/solicitation in the Utica College Fund-Raising Policy at Student Organization Board Training Fall 2011

61 FUNDING YOUR EVENT FUND - RAISING Tabling outside the dining hall
Use EMS or contact Fran Lucia to reserve a table. 50/50 raffles Selling bracelets or key chains Asking for donations Read fund-raising policy for solicitation restrictions Charging for tickets Can only charge students if Senate has not funded for event, use UticaTickets.com Asking academic departments for donations Bake sales Can only be conducted in the White Hall entrance at the Bake Sale table. Use EMS or contact Fran Lucia to reserve. There is a special policy concerning homemade baked goods. This can be found on the FORMS page of Student Activities. Student Organization Board Training Fall 2011

62 Student Organization Board Training Fall 2011


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