Presented by: Ramzi Thabit, November 24th, 2016 CLUBS 101 Presented by: Ramzi Thabit, November 24th, 2016

Briefly introduce yourself! New or Pre-existing Club Introductions Briefly introduce yourself! Club Name New or Pre-existing Club Executive Position Goal for the year

Collaborative Funding ! New funding initiative. Clubs, Societies and the UTMSU! Great way to network, reach a large amount of students, host bigger and better events! Create community on campus

New Clubs Handbook… Coming Soon! Current Handbook is outdated (Last edited in 2013- 2014) Working on revamping the current Handbook We will be adding relevant dates and information The Handbook is an essential document, all executives must read the constitution Suggestions? Email US!

Elections

Elections

Elections Must be open to all interested students registered to the club. Advertising must be approved by the Clubs Coordinator or VP Campus Life. Non-Biased Chief Returning Officer (CRO) must be selected and approved by the Clubs Coordinator. Training Session will be held in the New Year!

Auditing

Communication Email clubs.coordinator@utmsu.ca - Ramzi vpcampuslife@utmsu.ca - Tyrell Phone (416)-738-3281 Visit the office! Refer to page 20 of the Clubs Handbook

Emails Clubs Must use their UTMSU Email accounts! 24 Hour Reply Policy (clubs.coordinator@utmsu.ca)is the primary point of contact “CC” Tyrell - vpcampuslife@utmsu.ca if necessary (or for major concerns) “Reply All” if you decided to use the “CC” option.

Sample Email

Club Transitions Bank Letters Emails Pre-existing clubs that have been re-recognized require Bank Transfer Letters. New Clubs need Bank Letters in order to open a community account Emails Pre-existing clubs should receive their UTMSU email information from previous execs If you cannot access it, please contact me New Clubs will receive new utmsu addresses once you receive official recognition. Contact me if an account has not been created for you

Room and table booking Room booking and table booking (for the student centre) is done online. Club’s should only book for one month in advance to ensure that other clubs and member have the opportunity to book. Access for online system is given through Linda’s office (Room 115) 4 Hour Maximum! (Please contact VP Campus Life or Clubs Coordinator) https://app.utm.utoronto.ca/utmsu_booking/Bookresources.p l?Building=SC&resource_type=&BuildingR=&room_id=&Jdate=&t ypeResource=Room

Room and Table Booking - Rules Clubs can only use rooms and tables that they have booked (through the online system) Clubs must keep noise at a minimum during tabling. If your club is serving food (warm food) ensure that you keep your food warm at all times (health and safety concerns). Keep rooms and tables clean! Promote, enjoy, and have fun!

Promotion There is space for advertising on UTMSU wall’s around campus. Ensure your poster is in compliance with the guidelines in the Clubs Handbook (Page 16) Ensure all posters are stamped by UTMSU (at the InfoBooth) Promote online if possible to reduce waste. Utilize the advertising services such as the TV in the Student Centre, UTMSU Facebook Page. Invite me to all of your events!

Clubs Photographers/ Videographers Clubs have FREE access to UTMSU Photographer and Videographer! Email VP Internal (vpinternal@utmsu.ca) two weeks prior to your event, informing them of the specifics of your event and your request.

Graphic Design Request Submit the Graphic Design Request form. Submit 1-2 weeks prior to event.

Green Grants/ Green Shift Pilot program Clubs submit the form to the Sustainability Coordinator (sustainability@utmsu.ca) Eligible to receive FREE Napkins and Cutlery for your Club Events

Club Awards

Questions??? Suggestions Concerns Questions Survey!

THANK YOU!