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MSU CLUBS TRAINING 2014.

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Presentation on theme: "MSU CLUBS TRAINING 2014."— Presentation transcript:

1 MSU CLUBS TRAINING 2014

2 AGENDA Introduction Event Planning ClubSpace Finances Administrative
Club Status, Privileges and Responsibilities Event Planning MacLEAD, EOHSS approval, EOHSS portal, Room Bookings ClubSpace Bookings, Lockers, Offices, Mailboxes Finances Budget Requests, Banking Forms, Claim Forms, USIF + SPF Administrative , EOHSS pin, Clubs Directory, Clubza MSU Services Clubs Executive Council Final Words AGENDA

3 INTRODUCTION

4 McMaster University has the largest club listing in Eastern Canada, with over 300 clubs and funded by the MSU with over $ CLUBS

5 CLUBS ADMINISTRATION Miss Sudeshna Dhar
Assistant Clubs Administrator MUSC 215A Monday 9:30 – 11:30 Wednesday 10:30 – 11:30 Thursday 9:30 – 12:30 Friday 3:30 – 5:30 Mr. Griffith Dias Clubs Administrator MUSC 215N x24113 Monday – Friday Appointment Only: 10am – 11am Drop-In Hours: 1pm – 3pm CLUBS ADMINISTRATION

6 Congratulations on successfully completing the ratification process and officially obtaining McMaster Students Union Club Status for the academic year RATIFICATION

7 According to the Clubs Operating Policy 1. 9
According to the Clubs Operating Policy 1.9.9, recognition as an “MSU Club” is a privilege based upon observance of certain procedures and acceptance of certain responsibilities. It follows that this privilege can be withdrawn if these procedures are neglected or responsibilities abrogated by the organization or group. MSU CLUB STATUS

8 PRIVILEGES Room bookings across campus – lecture halls to CIBC Hall
Use of MUSC bulletin boards Use of the MSU name Funding from the MSU Have a mailbox/office/locker in ClubSpace Have risk management liability for events (as per policy) PRIVILEGES

9 Use of Compass Information to sell your tickets (at a reasonable rate of 3%)*, or advertise your event free of charge Advertise events on the MSU Event Calendar, in The Silhouette, and CFMU-FM 93.3 free of charge #McSU will automatically show up on the MSU website Do billing and credit at the Underground *3% covers cost of staff labour, organization and administration re: ticket handling, counting and processing. PRIVILEGES

10 Ratification is contingent on attending Club Training and passing the Test
All presidents must read thoroughly the Clubs Operating Policy, Student Code of Conduct and Student Event Risk Management Policy Follow the Club Constitution and inform the Clubs Administrator of any organizational changes RESPONSIBILITIES

11 To maintain your club and run it to the best of your ability.
As an Executive Member, you are setting an example for all the general members of your club. Please be informed and responsible as you are student leaders in our community! Always check the MSU clubs website for current information Always check mailboxes, s, and keep lockers/offices clean RESPONSIBILITIES

12 CLUB MEMBERSHIP Membership in clubs shall be open to all MSU members
Except where it jeopardizes the integrity of the club’s purpose, as determined by the Clubs Administrator in consultation with said club’s Executive CLUB MEMBERSHIP

13 Non-MSU members (part-time or grad students, staff, community members)
May hold club membership upon invitation of the club May not hold executive office, or any position which gives them the authority to expend MSU Club funds An MSU Member is defined as an Undergraduate McMaster student, who is enrolled into 18 units or more CLUB MEMBERSHIP

14 EVENT PLANNING

15 An ‘event’ is anything that an MSU club does on- or off-campus
You and your friends having coffee and talking about your club – NOT an event Executives and members having a meeting, general meeting, getting registrations, going to a venue, promoting, hosting or planning – IS an event! Clear distinction: Are you doing this as YOU the person, or are you doing this as a CLUB? Are you spending any financial resources which you plan to claim funding for? EVENT PLANNING

16 Accessibility is the degree to which all people can access devices, services and environments that are barrier-free Accessibility is also a process. It is the proactive identification, removal and prevention of barriers to persons with disabilities ACCESSIBILITY

17 Happens when places and spaces are physically and socially accessible.
Is felt when individuals feel included when they feel safe in expressing all aspects of their identity as they engage in the life of the community INCLUSION

18 CHECKLIST Budget – forecast accessibility costs
Scheduling – consult Faith and Spirituality Day Calendar and provide sufficient notice of event Getting to Event– route is accessible Meeting Facility & Space – obstacle free Registration – identify needs i.e. dietary, prayer, scent-free, disability etc. Signage – clear wording and design Advertising & Promotion – positive images, respectful language, accessibility promotion Menu – variety of options CHECKLIST

19 The McMaster Leadership Education and Development (MacLEAD) workshops are offered specially for clubs at McMaster University. They provide you with the resources in how to successfully and easily run a club while fulfilling your academic requirements. For more information about the MacLEAD workshops, which are offered through the Student Success Centre, check out here. Registration for the five (5) free 50 minute workshops is done via OSCARplus. Brief Videos Mastering the Art of Meetings Budgeting Like a Boss Empowered Event Planning Getting the Word Out Passing the Torch MACLEAD WORKSHOPS

20 EVENT & SPACE APPROVAL Hosting an event is a two step process
Step 1: Get the event approved EOHSS, Waivers, Bus Monitor Contracts, Film Showings Step 2: Book space for the event Conference & Event Services McMaster University Student Centre (MUSC) Administration Faculty of Health Sciences Miscellaneous Off-Campus EVENT & SPACE APPROVAL

21 Before ANY event can be held on- or off- campus – it MUST be approved by Griffith and EOHSS
To receive your PIN please contact Griffith The ONLY time you do not need to submit an EOHSS form is if you are having an event in any of the meeting rooms on the 2nd floor of MUSC or MUSC 215 STEP 1 – EOHSS APPROVAL

22 STEP 1 – EOHSS APPROVAL Why do I have to have my event approved?
Ensures that event organizers are taking into account any risk associated with the event (planning a SAFE, INCLUSIVE and ACCESSIBLE event for all attending is HIGHEST priority) Allows you to book space on campus Insurance and liability MUST READ: Student Event Risk Management Manual STEP 1 – EOHSS APPROVAL

23 Access the Risk Management (EOHSS) Form online at studentevents
Access the Risk Management (EOHSS) Form online at studentevents.mcmaster.ca Use club address and your EOHSS PIN code to fill out online form and submit (attach bus monitor contracts and/or film showing forms) Form gets approved by, first, MSU Clubs Administrator and, second, EOHSS risk management staff Once approved – event can proceed (book space on/off-campus) Your club cannot have the event if it is not approved STEP 1 – EOHSS APPROVAL

24 Clubs must complete an EOHSS form, and include all Waivers, Bus Monitor Contracts, or Film Event forms Waivers Waivers are required for specific events Alcohol, Sports, Bus Trips, Social/Cultural Events Organizers need to ensure that attendees complete the waivers. Online at studentevents.mcmaster.ca “Print Waivers” STEP 1 – EOHSS APPROVAL

25 STEP 1 – EOHSS APPROVAL Bus Monitor Contracts
Any trip involving bus travel Hamilton Street Railway (HSR) does NOT require Bus Monitor Contract Must be submitted with EOHSS form Online at studentevents.mcmaster.ca “Manage your Bus contracts” STEP 1 – EOHSS APPROVAL

26 Not completing EOHSS forms or hosting events without approval can have SERIOUS repercussions and can result in: Suspension of Club status Monetary fines Disbandment Suspension from the University Expulsion from the University Recorded on your permanent record UNAPPROVED EVENTS

27 SHOWING FILMS The MSU has a movie license with Criterion Pictures
Films not found here Documentaries or independent films can only be shown with permission from the Director or Film/Distribution company A completed Film Event Form MUST be submitted with EOHSS forms, which is found on the MSU Clubs website SHOWING FILMS

28 STEP 2 – ON-CAMPUS SPACE BOOKINGS
Only Paradise Catering is allowed on campus 3 main Departments which book space on-campus: MUSC Administration The Student Centre: Meeting rooms, CIBC Hall, Banner Spaces, Information Tables, Bake Sale Table, Posters Conference & Event Services (C&ES) Outdoor spaces, Classrooms, Lecture Theatres, Lobbies (except for those booked through MUSC and FHS) Faculty of Health Sciences (FHS) MDCL and HSC STEP 2 – ON-CAMPUS SPACE BOOKINGS

29 Before you can book anything with MUSC Administration, you MUST complete the “Student Group Privilege Form” Visit website: Look under the “Reservation” tab Fill out form, and send details Please note the two Event Contacts are the ONLY people who can book space this year Must be filled out once per semester! MUSC BOOKINGS

30 MUSC BOOKINGS To book space Visit website: www.muscmcmaster.ca
Click on “Reservations” Requests MUST be made by one of the Event booking contacts who filled out the Group Privilege Form Requests for meeting rooms MUST be made at least 5 business days in advance Requests for tables MUST be made by the 15th of the previous month. Choose what you would like to book (Meeting Rooms, Club Information Table, Bake Sale Table, Banner Space) MUSC BOOKINGS

31 MUSC BOOKINGS – MEETING ROOMS
Meeting Rooms – 5/month Rooms must be clean and set to its original layout before leaving. All CATERING must be provided by Paradise Catering Please note you DO NOT need to submit an EOHSS form for rooms on the second floor. For rooms on the third floor you WILL need to submit an EOHSS form. All bookings for rooms 311, 313, and 318 will not be confirmed until an approved EOHSS form is submitted to their office. For rooms on the third floor you MUST fill out a Meeting Room Request/Special Event request, to see if the space is available and THEN, after it is put on hold, your group will fill out an EOHSS form, and send it to MUSC. AFTER the EOHSS form is APPROVED they will confirm your room booking. Keys must be returned to the MUSC office (Rm. 222) by 12:00 pm on the first business day after the booking. A fine of $10/day will be applied for each key that is late, to a max. of $125. MUSC BOOKINGS – MEETING ROOMS

32 MUSC BOOKINGS – TABLE + BANNER SPACE
Bake Sale Table- 1/month Bake sale items must be homemade baked goods Bake sale items are to be offered in exchange for a donation to the beneficiary and must not have a set price but may have a suggested donation. ALL Tables must be booked by the 15th of the previous month. Club Information/Music Table For information purposes ONLY Food, drink, or merchandise may NOT be sold or handed out at these tables Tickets for events may NOT be sold at these tables Donations may NOT be collected at these tables Music volume must be appropriate for space and should not inhibit people at other tables from have a normal conversation Banner Space 3 locations- Food Court, MAPS Lounge, MSU Lounge Banner space is booked on a weekly basis from Monday-Sunday. Clubs are allowed one banner space per week for no more than two weeks per month MUSC BOOKINGS – TABLE + BANNER SPACE

33 Prior to booking ANY space with Conference & Event Services, your club MUST have an APPROVED EOHSS form for your event. Visit website: Submit EOHSS form By In-person: McKay Hall 124 Provide URL link to online approved form in the booking form Clubs MUST have an APPROVED EOHSS form prior to booking space Remember EOHSS approval can take up to maximum of 5 days IMPORTANT: Conference & Event Services cannot advise on availability of space until a copy of the approved EOHSS form is received. C&ES BOOKINGS

34 Fill out booking form (https://conference. mcmaster
Requests must be made a minimum of 10 (ten) business days, in advance, of the event During the first 3 weeks of September and/or January it is not possible to book from Monday to Thursdays due to the time required by the Office of the Registrar, Scheduling, to finalize the undergrad schedule and room assignments. It is possible to submit requests for Fridays, Saturdays and Sundays providing the requests are submitted a minimum of 10 (ten) business days in advance of event. One executive member to submit requests throughout the year using a mcmaster.ca address only. Requests for space, when the University is officially closed, will not be accepted. To arrange access to existing AV in classrooms/lecture theatres, please Equipment Booking C&ES BOOKINGS

35 FHS BOOKINGS Faculty of Health Sciences (FHS) Miscellaneous
Choose either MDCL or HSC Requests must be made a minimum of 10 (ten) business days, in advance, of the event Clubs MUST have an APPROVED EHOSS form prior to booking ANY Space in FHS Please note Clubs can no longer book out space on the 3rd floor of MDCL Charge is $10.00/per hour. Payment MUST be received 48 hours prior to booking Student Groups booking the Ewart Angus centre, and lecture theatres (1A1, 1A3, 1A4, 1A5 and 1A6) after regular business hours will be charged a $25 housekeeping fee Requests and rates for audiovisual equipment and microphones need to be referred to CAVS. Note: 24 hours notice is required or booking will be cancelled. Complete form and submit Miscellaneous University Cub Celebration Hall Clubs MUST have an APPROVED EOHSS form prior to booking space FHS BOOKINGS

36 CLUBSPACE

37 To book ClubSpace, the Boardroom or the Meeting Room, please contact Miss Dhar at five (5) business days in advanced Clubs cannot book reoccurring events for the entire semester (ex: every Thursday 7-10) You do NOT need an EOHSS form to book ClubSpace Daily bookings will be posted on the Boardroom window Clean up the room once you are done with it To book out the projector, Miss Dhar five (5) business days in advanced Only one club can have a projector in the evening 215 + PROJECTOR BOOKINGS

38 CLUBSPACE Brief club related meetings Preparations for events
Special events and meetings A meeting spot to gather before moving to a room or event Studying Friendly chit-chat OR anything that adds to the inclusion of all students using the space CLUBSPACE

39 ClubSpace is equipped with 168 lockers ranging in size from small, medium and large.
The size of locker will be given based on use and need described in your application. You will receive the application link shortly. Clubs can apply for lockers by completing the application and submitting it no later than 11:59 pm on Friday October 3rd, 2014. Locker assignments will be available mid October. LOCKERS

40 LOCKERS Locker Contract Steps
Make an appointment to sign the Locker Contract with Miss Dhar Pay the $10 refundable lock deposit at the MSU Accounting window (MUSC 201) Bring receipt back to Miss Dhar who will then provide you with a lock and your locker LOCKERS

41 There are 9 (nine) offices in ClubSpace with three (3) clubs sharing each office.
I will send everybody an with the link to the Club Locker Application. Clubs can apply for offices by completing the application and submitting it no later than 11:59 pm on Friday October 3rd, 2014. Office assignments will be available mid October. OFFICES

42 OFFICES Office Contract Steps
Set up a meeting with Mr Dias to sign the Office Contract Set up a meeting with Miss Victoria Scott, MSU Administrative Assistant (does not do same-day appointments) to obtain the keys Arrive 10 minutes earlier than your appointment to pay the $50 refundable key deposit at the MSU Accounting window (MUSC 201) You must have your Office Contract signed (Griffith Dias) and have a Key Deposit Receipt (MSU Accounting) in order to obtain your keys from Victoria OFFICES

43 MAIL BOXES Every club will receive a mailbox
Assignments posted next to mail boxes and online in October Check your mail on a weekly basis Boxes are not secure (open area) Mailing Address: Your Club Name c/o MSU Clubs Administrator MUSC 215, McMaster University 1280 Main Street West Hamilton, Ontario L8S 4S4 MAIL BOXES

44 FINANCES

45 McMaster Students Union is a not-for profit organization, and therefore so are clubs.
The MSU is not charitable, and neither are its clubs, thus, charitable receipts are not available We must be Transparent and Accountable and clubs may be subject to audits by the MSU at any point All transactions must be accounted for with an ORIGINAL receipt, and proof the event took place All money raised by the club must go to its programming or directed to a charity FINANCES

46 It’s important to manage all your bills and make timely payments (ex – Underground Media and Design)
ALL CLUB RELATED FINANCES are made through the club bank account (payment to external organizations) Clubs are responsible for all of their own finances. Any debt becomes the Executive’s It is in YOUR best interest to be financially responsibility The MSU assumes no responsibility for financial debts incurred by a club FINANCES

47 MSU FUNDING REQUEST ‘14-’15
When submitting the Club Application, clubs completed a tentative budget outlining basic revenue and expenses for their proposed fundraisers and events. Clubs MUST now complete a FINAL budget, outlining in more detail their revenue and expenses for their planned fundraisers and events for the academic year. A budget template (Microsoft Excel) is available on the MSU Clubs website You can create your own budget, but please use the template if you are uncomfortable with accounting ALL Clubs MUST submit a budget REGARDLESS of whether or not they are requesting MSU Funding. Clubs that do not submit a MSU Funding Request to the MSU, will not receive funding past the deadline New and probationary clubs: maximum $100 All other clubs are considered on an individual basis Budget and MSU Funding Requests are due Sunday September 28th at 11:59pm and sent as an .xls file (Microsoft Excel) to the Clubs Administrator’s MSU FUNDING REQUEST ‘14-’15

48 BUDGET TEMPLATE

49 BANKING MSU Clubs can bank with two different institutions
CIBC in Westdale Fee – $5/month PACE in Westdale Fee – $3/month Please note Clubs can claim these fees for reimbursement New Account Opening/Change of Signing Authority Fill out the form and include all signatures Submit to Clubs Admin for signature Once signed, new Signing Officers will make an appointment to go into the bank to set up account NOTE – 2 pieces of ID, one with photo (student card not valid) are needed ONLY executive members, listed on your Club Application, can have financial authority. BANKING

50 All MSU clubs can request a funding amount from the MSU as (partial) reimbursement for operating costs related to the club Club funding amounts are determined on an individual basis – there is no guarantee you will receive the amount requested Clubs will be informed of their funding amounts in MID-OCTOBER Club funding is provided as a reimbursement system. Club executives must first expend the funds, then utilize receipts to submit a claim form to the Clubs Administrator. Club claim forms are available on the MSU Clubs website Funds are issued by cheque, made out in the club name Cheques can be picked up at the MSU Accounting Office (MUSC 201A) MSU CLUB FUNDING

51 MSU CLUB FUNDING To get reimbursed for an event clubs MUST submit:
A completed claims form Attach all original receipts Proof the event has taken place Submit EOHSS form and waivers Submission must be made by no later then Wed April 15th 2015 No claims can be made for salaries, monetary gifts, alcohol or miscellaneous items not recognized as necessity Receipts must match items from the original request MSU CLUB FUNDING

52 CLAIM FORM SAMPLE

53 Clubs will hand in their receipts along with the Claim Form to Griffith or to MSU main office (MUSC 201) I will process Claim Forms every other Wednesday and cheques will be ready for pick up after two (2) weeks from the Accounting window in MUSC 201 (MSU main office) An Executive Member will have to sign for the cheque Club reimbursements will ONLY be made payable to the club’s name (not in an individual’s name) Therefore they must be deposited into the club’s bank account CLUB CHEQUES

54 Cheques are valid for 6 months only
Cheques are valid for 6 months only. After that they become stale-dated and they are NOT re-issued There are no direct deposits to club bank accounts The MSU’s financial year ends on April 30th, funds not claimed before that date will NOT be available the next year CLUB CHEQUES

55 SPECIAL PROJECT FUNDING
The purpose of the clubs Special Project Funding is to allow clubs the opportunity to work collaboratively on an event that brings clubs together and positively represents Clubs, the MSU and McMaster University Find the Special Project Funding Application on the clubs website under the Club Finances tab The following list outlines the criteria used to determine which clubs are best suited for funding: Maximum request of $500.00 Preference given to events with larger numbers of anticipated participants The promotional value of the event towards MSU clubs. For example, will this event foster an understanding and awareness of the MSU and/or club(s)? The event must be creative and the funding must be related to the success of the event Funding will not be allocated for alcohol or food (if it is not an integral part of the event and relevant purpose of the event) SPECIAL PROJECT FUNDING

56 SPECIAL PROJECT FUNDING
Entry must be a group submission. Your group must be making an attempt at subsidizing the event in other ways i.e. ticket sales, raffles, sponsorships etc. The clubs should be able to fund at least 50% of the event by other means. All submissions must be received at least 30 days prior to the date of the event. Preference will be given to clubs who have not previously submitted for the Special Project Funding. Submit your completed application to Griffith at Applications will be reviewed and clubs notified of the outcome. SPECIAL PROJECT FUNDING

57 Additional funding source through Student Affairs Student Services Committee
Applications judged on merit, quality, contribution to student life, and other various factors Activities to be funded must have significant educational/cultural value and be of interest and benefit to McMaster students/faculty/staff Applications available online on the MSU Clubs website Three application due dates: September 26th, 2014 (Events September 1 – November 30) November 28th, 2014 (Events December 1 – March 31) February 13th, 2015 (Events April 1 – August 30) USIF FUNDING

58 MSU, USIF and other funding options are limited, so fundraising by clubs is often necessary to cover operating costs and to raise funds for events and charities There are a variety of funding options for clubs on-campus: MUSC bake sale table – one club per day Fundraising Fridays – six clubs last Friday of the month Clubs may engage in other fundraising so long as it conforms to the MSU/McMaster Policy, Student Code of Conduct, McMaster Risk Management and the Club’s Constitution FUNDRAISING

59 McMaster Email Addresses
Each club is provided with an address Login at NOT through MUGSI, or the new McMaster Gmail. This address is the primary contact for clubs President’s MACID is currently the primary contact until I reset all club accounts This address is used to complete EOHSS forms This is managed by the MSU but created by UTS Passwords can be reset by the Clubs Administrator UTS requires that club addresses be signed into at least ONCE per MONTH or they will be deactivated Only the McMaster address are considered official (Listed as contact for club on MSU website) All communications from the Clubs Administrator will be through this (President’s are currently being used)

60 EOHSS PIN EOHSS PIN Codes
Each club is provided with a 6-digit EOHSS PIN code This PIN code is used to complete EOHSS forms This PIN code remains constant for the club throughout its entire operation, so ensure that it is kept confidential EOHSS PIN

61 CLUBS DIRECTORY + CLUBZA
Please let me know if your page is live on Clubza or if there are any issues with finding your page Soon, you will have complete access to your personal club page Edit contents, upload images, customize look Tools for transition planning CLUBS DIRECTORY + CLUBZA

62 MSU SERVICES

63 MSU SERVICES

64 CFMU + UNDERGROUND There are several options for advertising: Posters
Posters must be approved by Miss Amanda Weldon, MSU Underground Service Coordinator, prior to being posted TWO ways to post: Drop off posters at the Underground for posting around campus MUSC Administration posts in the Student Centre – up to 8 posters can be delivered to office (MUSC 222) for posting CFMU Can do radio promotions for events and hold on air interviews Contact Mr. Tyler Welch, CFMU Community Outreach Coordinator Televisions (Residences + Campus) Can advertise on digital screens in McMaster Residences & buildings across campus, contact Miss Rebecca Arboly, MSU Marmor Executive Editor Union Market, Compass CFMU + UNDERGROUND

65 MSU ACCOUNTING Located in MSU Main office (MUSC 201)
For work done at the Underground or for advertising placed in the Silhouette, you are able to set up a charge account. Charge Account Application available on the clubs website Clubs are responsible for paying their own accounts. All of these charge accounts MUST be paid in full by the end of each term. Clubs with outstanding balances will not be allowed to charge work in the following term or receive any reimbursement cheques while their account is outstanding MSU ACCOUNTING

66 UNION MARKET Advertising
You can advertise your club or club events on the television screen at Union Market on a weekly basis. For posting guidelines contact Miss Robyn Chiborak, Union Market Manager for more information Coffee $20 urn – Coffee/Tea (Fair Trade, no flavour) 1 urn = medium sized cups Comes with med cups, sugar, milk, stir sticks, sleeves etc. All payments must be paid prior to the event If the urn is not returned a $300 fee will apply UNION MARKET

67 AVTEK Productions is the Audio-Visual/Live Production Services company, operating out of the McMaster Student Union. AVTEK is equipped to supply all of your audio-visual production requirements. Be it something as small as a projector for a boardroom, or as large as a live concert for thousands of people, we have what you need. MSU discounts (45% discount on AVTEK-owned equipment) are contingent on events being booked within the timeline appropriate to the size of the event. If inadequate notice is not given for booking events, the regular MSU discount will not apply. Adequate notice is dependent on the size of event. See below for more information. Small Setups are defined as simple equipment which must be or is requested to be set up by AVTEK staff. This includes projectors and small screens, basic sound systems (meant for speaking, not singing or instruments.) These must be booked and payment agreement made by 4:00pm a minimum of 2 business days in advance of the setup. Medium Setups are defined as complex equipment being used for smaller setups or larger amounts of simple equipment being used for a single setup. This includes coffeehouses (without drums), discussion panels, larger projectors and screens, pipe and drape, small stages, movie nights, etc. Most of these medium setups will also require a paid AVTEK technician to be on duty for the duration of the event. These must be booked a minimum of 5 business days in advance and paid for a minimum of 2 business days in advance of the setup. Large Setups are defined as complex equipment setups which require a day or more to setup. These will almost always require at least one AVTEK technician to be on duty for the duration of the event. Examples of these might include Fashion Shows, Full Concerts (including drum kits), Dance Shows, large stage setups, etc. These must be booked a minimum of one month in advance and payment must be made a minimum of 5 business days in advance. Out the door rentals (i.e. projectors, small screens) are defined as equipment which can be rented by a client without the need for setup from AVTEK. This includes projectors and small screens. These do not need to be booked in advance, but doing so will ensure that there will be item in stock. A small deposit may be needed to book rentals. AVTEK

68 1280 TwelvEighty offers a variety of services to students;
Standard event food options are available as well as the ability to prepare almost any food you can dream up. A great venue to hold a variety of events (Up to a max of 250 seating/650 standing) Coffee House Club Night Movie Night Acoustic Nights Information sessions Meet and Greets Contact 1280 Food and Beverage Manager, Richard Haja 1280

69 If you are organizing an event you can sell your tickets through Compass.
Compass is located in MUSC which is central and familiar to students, staff and faculty. Please note that tables in MUSC are not permitted to be used for ticket sales, nor are individuals allowed to sell tickets in MUSC. Compass hours of operation are 8am-9:30pm Monday-Friday and 11am-5pm Saturdays which means students are given greater opportunities to come and purchase tickets at their convenience Compass accepts cash, debit, credit (VISA, M/C & Amex) so you can rest assured that your money is safe! Compass does all the work so you don’t have to and at a minimal admin cost from overall ticket sales of 3% for clubs. Please note: the admin fee of 3% goes to the MSU, thus goes back into your service. COMPASS

70 COMPASS CONT’D Advertising:
Compass will also advertise your event for you! Compass will use the following methods to advertise your event: LCD screen above the Compass desk in the centre of MUSC Compass website Compass Facebook and Twitter Compass desk will display club brochures or flyers students to take Boards in front of the Compass desk dedicated to promoting event Group Tickets Compass also offers group/specific day discounted attraction passes (ie., Canada’s Wonderland) Compass can also help plan your trip (ie., transit services, times, etc) Please contact Compass Internal Coordinators, Dana Kolodzey and Mikayla Mancini COMPASS CONT’D

71 DIVERSITY SERVICES 5 Pillars:
Indigenous Affairs Interfaith Multiculturalism Gender Equity Collaborative Body with Multiple Partners across Campus Administer Bridges Café Dietary Needs on Campus Spiritual/Social Place Free for Student Groups Holds 100 people Student Voice Joined Initiatives Advocacy for Inclusiveness DIVERSITY SERVICES

72 CLUBS EXECUTIVE COUNCIL
The Clubs Executive Council (CEC) is comprised of: Mr. Griffith Dias, MSU Clubs Administrator Miss Sudeshna Dhar, Assistant MSU Clubs Administrator Mr. Teddy Saull, MSU President Miss Sarah Quayyum, MSU Diversity Services Director Chair from each club division (academic, cultural, recreational, religious, and social issues) 2 members of the Student Representative Assembly 1 MSU member at-large CLUBS EXECUTIVE COUNCIL

73 CLUBS EXECUTIVE COUNCIL
The CEC promotes and facilitates cooperation and communication between clubs Acts as a judicial body for clubs (deals with any sanctions) Club executives can apply for CEC division chairs Responsibilities include: Weekly Office Hours Chair meetings Distribute information to clubs within their division Attend monthly CEC meetings Applications will be made available in October and the CEC will start holding meeting at the end of October CLUBS EXECUTIVE COUNCIL

74 FINAL WORDS Responsibility Representing your organization
Running a club, holding an event, representing your organization(s) are all serious things Representing your organization Politeness, kindness, and respect are extremely important when dealing with other club executives, MSU services, McMaster departments, and community partners FINAL WORDS

75 FINAL WORDS Running a club
Financial responsibility: As executives, you are ultimately financially responsible for your club. The MSU does not assume ANY debt. In addition, the MSU is a NON-PROFIT organization, and so are MSU Clubs. All profits made on events and fundraisers must be given to charity or put back into the club (carried over to next year) Clubs can be audited by the MSU at any time, so please ensure that all transactions and funds are tracked properly; that all funds are deposited and withdrawn through the club bank account; and that records are kept of all club revenue and expenses. FINAL WORDS

76 FINAL WORDS Holding an Event
Risk management, EOHSS forms and approval, and Waivers are extremely important for a reason – they ensure events are covered by proper liability and insurance. When hosting an event your club is responsible for ensuring that it is safe. If someone is injured during an event, and it was not properly approved by the MSU or McMaster University or waivers were not distributed or signed, then there has been a serious breach of conduct with potentially serious financial and legal penalties. Clubs should NEVER hold an event that has NOT been approved by the Clubs Administrator and the McMaster EOHSS department. FINAL WORDS

77 TIME LINE Applications for Lockers and Offices – October 3rd
MSU Club Budget Requests – October 3rd Clubs Training Test – October 3rd Office + Locker Assignments – mid October CEC Applications – mid October Anti-Oppression + AODA Training – late October TIME LINE

78 THANK YOU!


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