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

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

2 STUDENT ORG BOARD TRAINING Student Organization Board Training Fall 2011 2 TABLE OF CONTENTS 1. Title 2. Table of contents 3. Student activities contacts 4. Other important contacts 5. Organization requirements 6. Advisor re-registration steps 7. Completing Pioneer Place form 8. Policy Adherence requirement 9. Hazing Policy 10. Bias Related Crimes Policy 11. Sexual Misconduct Policy 12. Advisor Contract 13. Student Org Board training 14. Advisor Trainings 15. Leadership Opportunities 16. New Organization requirements 17. Recognition privileges 18. Pioneer Place 19. Club & Org Manual Resources 20. Traveling and conferences 21. Code of conduct 22. Posting Policy 23. Other Advertising 24. Solicitation Policy 25. Solicitation Policy (cont.) 26. Copyrights and licensing 27. Attracting members 28. Attracting members (cont.) 29. Managing members 30. Retaining members 31. Running meetings 32. Meeting minutes 33. Elections 34. Officer transition 35. Managing a budget 36. Event hosting 37. Collaboration 38. Advisor Expectations 39. Advisor Expectations (cont.) 40. Tips for Advisors 41. Planning deadlines 42. Event checklist 43. Event forms 44. Event management meetings 45. Theater/Sound Booth Techs 46. Traditional Events 47. Ticketing Policy and Procedures 48. Good Business Practices 49. Bad Business Practices 50. Contract Process 51. Contract Process (cont.) 52. Large event rules 53. Large event form 54. Large Event procedure 55. Large Event Planning Deadlines 56. Event Assessment 57. General Funding Info 58. Agency Accounts 59. Campus Theme 60. Fund Raising 61. Fund Raising (cont.)

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

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

5 OFFICE OPERATIONS Student Organization Board Training Fall 2011 5 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 https://pioneerplace.utica.edu/organization/studentsenate/doc umentlibrary Ask for a copy at ssenate@utica.edussenate@utica.edu ORGANIZATION RE-REGISTRATION

6 OFFICE OPERATIONS Student Organization Board Training Fall 2011 6 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, 2014 11:59PM. http://www.utica.edu/student/activities/organizations/rereg.cfm ORGANIZATION RE-REGISTRATION

7 OFFICE OPERATIONS Student Organization Board Training Fall 2011 7 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 2014-2015 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. ConstitutionHazing PolicyBias-Related Crimes PolicySexual Misconduct Policy ORGANIZATION RE-REGISTRATION

8 OFFICE OPERATIONS Student Organization Board Training Fall 2011 8 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 organizations members. Hazing Policy Bias-Related Crimes Policy Sexual Misconduct Policy Click on titles for links to the full web page Sexual Misconduct Policy ORGANIZATION RE-REGISTRATION

9 OFFICE OPERATIONS Student Organization Board Training Fall 2011 9 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. UTICA COLLEGE POLICIES

10 OFFICE OPERATIONS Student Organization Board Training Fall 2011 10 Bias-Related Crimes Policy "Hate crimes" are defined in New York State Penal Law Article 485. 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. UTICA COLLEGE POLICIES

11 OFFICE OPERATIONS Student Organization Board Training Fall 2011 11 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 Colleges 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. UTICA COLLEGE POLICIES

12 OFFICE OPERATIONS Student Organization Board Training Fall 2011 12 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: ORGANIZATION REGISTRATION Aid in leadership development and skills training Group encouragement. Resource on college policies, procedures, contacts, etc. Help the group troubleshoot problems Access to internal and external networking Ask questions and challenge students Channel information from larger community to organization Monitor expenditures, policies, and goals Provide year to year continuity Provide organizational history Aid in elections, officer training and transition

13 OFFICE OPERATIONS Student Organization Board Training Fall 2011 13 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 ORGANIZATION REGISTRATION MAKE SURE TO SIGN IN!

14 OFFICE OPERATIONS Student Organization Board Training Fall 2011 14 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 ADVISOR TRAININGS

15 OFFICE OPERATIONS Student Organization Board Training Fall 2011 15 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 ucpb@utica.eduucpb@utica.edu Become a Tutor, e-mail tutoring@utica.edututoring@utica.edu OTHER LEADERSHIP OPPORTUNITIES

16 OFFICE OPERATIONS Student Organization Board Training Fall 2011 16 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. NEW ORGANIZATION RECOGNITION

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

18 OFFICE OPERATIONS Student Organization Board Training Fall 2011 18 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 PIONEER PLACE

19 OFFICE OPERATIONS Student Organization Board Training Fall 2011 19 Club & Organization Manual 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: http://www.utica.edu/student/activities/Club&OrgManual/contents.cfm Do not hesitate to contact other offices for guidance, take advantage of the knowledge that UCs faculty and staff possess. RESOURCES

20 OFFICE OPERATIONS Student Organization Board Training Fall 2011 20 Joe Gutowski, Director of Student Activities jogutows@utica.edu X 3036 105 Strebel Student Center Individual student travel, conference funding, paperwork, etc. http://www.utica.edu/student/activities/Club&OrgM anual/travelconference.cfm http://www.utica.edu/student/activities/Club&OrgM anual/travelconference.cfm TRAVELING AND CONFERENCES

21 OFFICE OPERATIONS Student Organization Board Training Fall 2011 21 Student Affairs Office x3100 http://www.utica.edu/student/conduct/index.cfm 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! CODE OF CONDUCT

22 OFFICE OPERATIONS Student Organization Board Training Fall 2011 22 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 e-mail 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 communitys 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 Centers 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. UTICA COLLEGE POSTING POLICY

23 OFFICE OPERATIONS Student Organization Board Training Fall 2011 23 Daysheet FREE! Email: daysheet@utica.edu Tangerine Ads cost money E-mail tangerine@utica.edu Tabling Reserve Table #1 or Table #2 through EMS http://ems.utica.edu/ 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) http://www.utica.edu/student/activities/WPNRproductionrequest.doc x http://www.utica.edu/student/activities/WPNRproductionrequest.doc x OTHER ADVERTISING

24 OFFICE OPERATIONS Student Organization Board Training Fall 2011 24 Solicitation Policy *See policy website for important word definitions Solicitation Policy 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. UTICA COLLEGE SOLICITATION POLICY

25 OFFICE OPERATIONS Student Organization Board Training Fall 2011 25 Solicitation Policy *See policy website for important word definitions Solicitation Policy 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 cleogrande@utica.edu Marketing and Communications Office cleogrande@utica.edu UTICA COLLEGE SOLICITATION POLICY

26 OFFICE OPERATIONS Student Organization Board Training Fall 2011 26 CANNOT show movies without buying the copyright license: http://colleges.swankmp.com/Media/College/PDF/SwankCo pyright.pdf http://colleges.swankmp.com/Media/College/PDF/SwankCo 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 cleogrande@utica.eduMarketing and Communications Office cleogrande@utica.edu CANNOT use any UC Moose logos (strictly athletics) COPYRIGHTS AND LICENSING

27 RUNNING YOUR ORGANIZATION Student Organization Board Training Fall 2011 27 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? Dont 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. ATTRACTING MEMBERS

28 RUNNING YOUR ORGANIZATION Student Organization Board Training Fall 2011 28 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! http://www.utica.edu/student/activities/organizations/clubandorgfair.cfm Members are not just numbers, theyre there for a purpose and they need to be appreciated! ATTRACTING MEMBERS

29 RUNNING YOUR ORGANIZATION Student Organization Board Training Fall 2011 29 Leader should make sure Pioneer Place roster is current with names, emails, 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; dont be a dictator. Develop meaningful relationships with members Make sure leaders are kind, social and approachable. MANAGING MEMBERS

30 RUNNING YOUR ORGANIZATION Student Organization Board Training Fall 2011 30 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 wont come back because of other commitments or interests. Thats 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 emails, 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. RETAINING MEMBERS

31 RUNNING YOUR ORGANIZATION Student Organization Board Training Fall 2011 31 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 everyones resources and opinions together for decision making. RUNNING MEETINGS

32 RUNNING YOUR ORGANIZATION Student Organization Board Training Fall 2011 32 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** MEETING MINUTES

33 RUNNING YOUR ORGANIZATION Student Organization Board Training Fall 2011 33 Plan for enough time to advertise the positions available, campaign time, and voting time. Always consult your constitutions 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! ELECTIONS

34 RUNNING YOUR ORGANIZATION Student Organization Board Training Fall 2011 34 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. Its a good idea to hold a meeting with both the previous and the new officers and members. Dont forget to introduce the new officers to the org advisor! OFFICER TRANSITION

35 RUNNING YOUR ORGANIZATION Student Organization Board Training Fall 2011 35 READ the Student Senate Finance Committee Supplement at https://pioneerplace.utica.edu/organization/studentsenate/docume ntlibrary 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 ssenate@utica.edussenate@utica.edu MANAGING A BUDGET

36 RUNNING YOUR ORGANIZATION Student Organization Board Training Fall 2011 36 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 EVENT HOSTING

37 RUNNING YOUR ORGANIZATION Student Organization Board Training Fall 2011 37 You dont 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) http://www.utica.edu/student/activities/forms.cfm http://www.utica.edu/student/activities/forms.cfm COLLABORATION

38 Student Organization Board Training Fall 2011 38 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. RUNNING YOUR ORGANIZATION ADVISOR EXPECTATIONS

39 Student Organization Board Training Fall 2011 39 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 whats going on in the group RUNNING YOUR ORGANIZATION ADVISOR EXPECTATIONS

40 Student Organization Board Training Fall 2011 40 Learn as much about the group as you can. Get to know the organizations purpose, how it was formed, and the organizations 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. RUNNING YOUR ORGANIZATION TIPS TO SHARE WITH YOUR ADVISOR

41 PLANNING AN EVENT Student Organization Board Training Fall 2011 41 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 PLANNING DEADLINES

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

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

44 PLANNING AN EVENT Student Organization Board Training Fall 2011 44 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 EVENT MANAGEMENT MEETINGS

45 PLANNING AN EVENT Student Organization Board Training Fall 2011 45 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* THEATER/SOUND BOOTH TECHS

46 Student Organization Board Training Fall 2011 46 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. OFFICE TRADITIONAL EVENTS PLANNING AN EVENT

47 Student Organization Board Training Fall 2011 47 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 orgs Agency Account until about 6 weeks after your event is held. The ticketing policy and further details can be found here: http://www.utica.edu/student/activities/Club&OrgManual/ticketprocedd ures.cfm http://www.utica.edu/student/activities/Club&OrgManual/ticketprocedd ures.cfm TICKETING POLICY AND PROCEDURES

48 Student Organization Board Training Fall 2011 48 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, youre representing Utica College and your org. CONTACTING ARTISTS AND AGENTS PLANNING AN EVENT

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

50 Student Organization Board Training Fall 2011 50 *If youre 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. CONTRACT PROCESS PLANNING AN EVENT

51 Student Organization Board Training Fall 2011 51 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 bapirain@utica.edubapirain@utica.edu CONTRACT PROCESS PLANNING AN EVENT

52 Student Organization Board Training Fall 2011 52 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. PLANNING AN EVENT LARGE EVENT PROCEDURES

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

54 Student Organization Board Training Fall 2011 54 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.comUticaTickets.com To use UticaTickets.com you must have an Agency AccountUticaTickets.com Tickets can also be sold by cash in the Student Activities Office as long as you are registered through UticaTickets.comUticaTickets.com PLANNING AN EVENT LARGE EVENT PROCEDURES

55 Student Organization Board Training Fall 2011 55 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 PLANNING AN EVENT LARGE EVENT PLANNING DEADLINES

56 Student Organization Board Training Fall 2011 56 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 ASSESSMENTS PLANNING AN EVENT

57 Student Organization Board Training Fall 2011 57 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. GENERAL INFO FUNDING YOUR EVENT

58 Student Organization Board Training Fall 2011 58 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 genacct@utica.edugenacct@utica.edu 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. AGENCY ACCOUNTS FUNDING YOUR EVENT

59 Student Organization Board Training Fall 2011 59 2013- 2015 Drivers of Change Programs and events that would fall into this category can be advertised as Campus Themed events for this year. Its 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 http://www.utica.edu/campustheme http://www.utica.edu/campustheme CAMPUS THEME FUNDING

60 Student Organization Board Training Fall 2011 60 Tabling can be done outside the dining hall during lunch and dinner hours. You cannot walk down the line to talk to people, (thats 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 http://www.utica.edu/policies/policies.cfm?id=112 FUND - RAISING FUNDING YOUR EVENT

61 Student Organization Board Training Fall 2011 61 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. FUND - RAISING FUNDING YOUR EVENT

62 Student Organization Board Training Fall 2011 62


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