1. Fall Training Sprott Clubs 2015 – 2016

2. What we’ll cover… Managing risk Working with SBSS & BCMC Representing Sprott Finances and funding Event planning Marketing & communication Accreditation application

3. SBSS Structure Sprott Business Student SocietySASASFSASISSASMSASSCMASIBASSMA Enactus President: Adam Webb VP Academic: Kyle Taylor Club Officer: Arya Abawi Sprott Clubs

4. BCMC Structure BCMC SASASFSASISSASMSASSCMASIBASSMA Katie LeBlancDotti MacNeilAlanna AllenGilles LeBlanc Enactus

5. Being a Sprott Leader Professionalism Timeliness On & off campus Inclusivity

7. Budgeting Create a budget for each event Create a budget for year Review budgets pre and post events Consider: ticket sales, sponsorship, funding, unexpected costs Do not rely on funding to host an event

8. Sample Budget - Event Other costs to consider… Printing costs (programs, name tags) Thank you cards/gifts Deposits (ex. Room rental)

9. Sample Budget - Year Other costs to consider… Bank fees Cheque fees Promotion costs (flyers, swag)

10. Club Bank Account Most Sprott student groups already have a bank account with the Scotiabank on campus in their group’s name If you have not already, contact Grace for a letter to have the President & VP Finance names put on the account The majority of accounts have money in them! (YAY!). You can’t access these funds until your names are on the account Both signing authorities must sign each cheque Writing Cheques

11. Funding From SBSS Set aside $ each year for funding of Clubs From CUSA Conference & Discretionary Funding http://cusaonline.ca/council/conference-discretionary-fund- application/ http://cusaonline.ca/council/conference-discretionary-fund- application/ Apply 4-8 weeks in advance if possible From Carleton  Student Affairs Student Activities Fund http://carleton.ca/studentaffairs/student-activities-fund/ Apply 4-8 weeks in advance All funding is a reimbursement. However, if you have receipts before event takes place you can submit them immediately upon approval of funding From Sprott School Apply sprott.carleton.ca/students/undergraduate/student-experience/student-organizations/club-executive-info/ sprott.carleton.ca/students/undergraduate/student-experience/student-organizations/club-executive-info/ ‘Student Club Funding’

12. Transition – Bank Accounts When the 2016/2017 Exec is selected… Meet with the new President/VP Finance BEFORE summer Give signing authority and cheques at this time Give budgets at this time

13. Event Planning Academic Social Career Skill Wellness What kind of event? Check calendars Research Set a date On-campus Off campus Find a venue Students Faculty Industry Alumni Invite guests

14. Serving Food @ Events *Depending on the company, catering can be expensive. Be mindful of this when budgeting! On Campus Event Must use Aramark unless the event is being hosted at Mike’s Place, Oliver’s, or Rooster’s To order Aramark: https://carleton.catertrax.com/https://carleton.catertrax.com/ Off Campus Event Some company’s have contracts with catering companies that you must use

15. Transportation to events Bus companies: Stock, Campeau, 417 Bus Lines, etc. Book FAR in advance Never put just your name on the contract – this makes you liable Ensure your group name and Sprott School of Business or Carleton University is also reflected on contract Contact Department of University Safety to let them know where and when your buses will be arriving on campus

16. Booking Space On Campus Classroom Request through Grace Give as much advance notice as possible (2 weeks is ideal) Event Space Ex. River Building atrium Book through Conference Services  http://www.carleton.ca/conferenceservices/ ‘Facilities Booking Request Form’ http://www.carleton.ca/conferenceservices/ These spaces book EARLY Athletics Space Ex. Norm Fenn Gym, Ice House, Field House http://athletics.carleton.ca/facilities/ ‘Rental Information’ http://athletics.carleton.ca/facilities/

17. Setting Up Chairs, Tables, etc Facilities Management and Planning (FMP) http://carleton.ca/fmp/our-services/ Fee involved. See website for rates. Reserve early! Will need floor plan. Ex. tables, chairs, stage, high tables, podium Instructional Media Services (IMS) http://carleton.ca/ims/carleton-university-event-support/ Fee involved. See website for rates. Ex. microphone, speakers, music If using a classroom that has projector, will need to contact IMS to get key to cabinet for computer access

18. Events Off Campus Outdoors Most outdoor spaces in Ottawa require you to get an event permit Application process (these take weeks to months) Application fees + rental fees City of Ottawa manages most but not all outdoor spaces in Ottawa NCC (National Capital Commission) is responsible for most others *The rules for outdoor space vary depending on the space and the group that owns it. Some do not permit things such as: serving food, fundraising, noise, etc. Be sure to get a permit and check the rules before planning the rest of an event.

19. Events Off Campus Secure a venue early because some spaces book months in advance Ex. Banquet location for November was secured in early summer If you’re not sure of an appropriate venue for an event, Sprott staff can help Past venues used: War Museum Lago Bar & Grill National Arts Centre The Westin Heart & Crown Clocktower Pub Tailgator’s Salt

21. Promotion To students Sprott Off The Press http://sprott.carleton.ca/sotp/  submit on Tuesdayhttp://sprott.carleton.ca/sotp/ Social media Event calendars on mySprott. Each President has a logon to add events to the calendar. PLEASE add in all of your events Club e-newsletter Posters  can post in designated areas around campus & 7 th floor Dunton Do include:Don’t include: -Date & time -Location -Rain location if applicable -Ticket details -Eye catching pictures -Contact info -Social media accounts -Alcohol prices or discounts -Pictures of students without having their permission -Pictures of alcohol or alcohol paraphernalia -Logos without having permission

22. mySprott Calendars

23. Promotion Send an email to all those that you met at Expo Thank them for talking to you Update them on what’s next for your group Give them info they may need/want (FAQs, next meeting, exec bios, where can they become a member, etc) Follow Up From Expo Great to have if you’re able to maintain it Club Website Twitter & Facebook have most success Keep social media active! 3-5 posts a week Social Media

24. Clubs Room  715 DT Keypad with code Code was emailed beginning of September Please keep room clean  there are 15 groups using this room Do not put valuable items in room as many people have access If you have valuable items, see Grace to arrange safe keeping Book office hours through Grace Every group has a folder in 715 DT Please check mail a few times a month Mail

25. Accreditation Form Each Sprott group (except SBSS) submits one every fall Sent to Presidents in August Please submit by Friday, Sept 18 latest via email to grace.valentine@carleton.ca or drop off at 704 DT before 4:30pm on Fridaygrace.valentine@carleton.ca Reviewed by myself & Adam Webb (SBSS President)

26. Resources 1. Sprott student exec handbook: http://sprott.carleton.ca/wp-content/files/Sprott-Student-Org-Handbook-2013-14.pdf 2. Sprott website: http://sprott.carleton.ca/students/undergraduate/student-experience/student-organizations/club- executive-info/ 3. Sprott staff – Alanna, Dotti, Katie, Gilles, Grace

27. Questions?