Student Organization OFFICERS MEETING Monday, September 8, 2008

AGENDA Steps to Plan an Event Book a Room Book a Room Arrange AV Arrange AV Publicize your Event Publicize your Event Informational Sessions Informational Sessions ITS ITS Other Publicity Options Other Publicity Options Cater the event Cater the event The Pub/Hark Policies The Pub/Hark Policies Alcohol Policy Alcohol Policy Police Detail Police Detail High Profile Speakers High Profile Speakers Hazing Hazing Financial Management Fund Allocations Access Funds Vendor Payment Additional Funding Reports DOSO Resources Student Activities Fair

NEED TO: Book a Room, Request AV, Publicize the Event DO IT ALL ONLINE AT:

Contact Information Events Office Pound Hall, Room 208 Phone: Fax: Media Services Pound Hall, Room 205 Phone: Fax:

Events and Media Services Informational Sessions Tuesday, September 16th 11:00-12:00pm Pound Hall, Room 108 Wednesday, September 17th 3:00-4:00pm Pound Hall, Room 202

Technology Services ways to keep in touch with your community Need to: create an account for your org create an account for your org access online storage access online storage create and/or manage a listserv create and/or manage a listserv create and/or maintain an org webpage create and/or maintain an org webpage ONE STOP Information Technology Services (ITS) online at:

Need assistance with your org website: Jeff Dunn - Web Coordinator Phone:

Other Publicity Options Tabling in the Hark contact Dean of Students Office to reserve space contact Dean of Students Office to reserve space Stuff Hark Boxes now located in the tunnels below Pound Hall now located in the tunnels below Pound Hall Post on campus bulletin boards Need help making a poster/flyer: Ethan Thomas Publications Office Phone:

Cater the Event Food Service Policies at HLS: All events held in the Hark or areas adjacent such as the Hark Patio and Kumble Plaza All events held in the Hark or areas adjacent such as the Hark Patio and Kumble Plaza must be catered by Restaurant Associates External food service providers may be used for all other areas on campus External food service providers may be used for all other areas on campus

HLS Alcohol Policy Alcohol for any on-campus event must be purchased from Restaurant Associates (Beer and Wine only) Alcohol for any on-campus event must be purchased from Restaurant Associates (Beer and Wine only) A bar tender is required for any event where alcohol is being served (to be provided by RA) A bar tender is required for any event where alcohol is being served (to be provided by RA) Food and non-alcoholic beverages must be provided at all events where alcohol is being served (chips, pretzels, soda, water, etc.) Food and non-alcoholic beverages must be provided at all events where alcohol is being served (chips, pretzels, soda, water, etc.) Student Organizations may not use HLS funds to purchase alcohol for off-campus events Student Organizations may not use HLS funds to purchase alcohol for off-campus events Complete Alcohol Policy may be found online at:

Contact Information Restaurant Associates Harkness Commons Phone: Website:

Police Detail Harvard University Police Department Request an HUPD Police Detail online at: Police details are required: at any event where alcohol is being served and expected attendance is over 100 at any event where alcohol is being served and expected attendance is over 100 at an event that features a high profile speaker at an event that features a high profile speaker

Contact Information Harvard University Police Department (HUPD) 1033 Massachusetts Avenue, 6th Floor Phone: Website: URGENT:

Invite a High Profile Speaker University Marshals Office Wadsworth House Phone: Phone: Website: Website: Dean of Students Office Pound Hall, Room 310 Phone: Phone:

Hazing Compliance

Financial Information Fund Allocations Valid during Fiscal Year: July 1 st -June 31 Valid during Fiscal Year: July 1 st -June 31 This year is FY09, Fiscal Year This year is FY09, Fiscal Year Determined each spring by the Student Funding Board Determined each spring by the Student Funding Board Funds may be used towards any expense related to the mission of the org as determined by org leadership Funds may be used towards any expense related to the mission of the org as determined by org leadership (except alcohol consumed off campus)

Access Funds Reimbursement Reimbursement 33-digit Billing Code 33-digit Billing Code XXXX XXXX XXXX XXXX DOSO Credit Cards DOSO Credit Cards

Vendor Payment Do not pay with personal funds Do not pay with personal funds Provide invoice to Dean of Students Office Provide invoice to Dean of Students Office Invoice must include Fed ID Tax# or SS# Invoice must include Fed ID Tax# or SS# Payments greater than $600 require a contract Payments greater than $600 require a contract This includes multiple payments during the same fiscal year that total more than $600 This includes multiple payments during the same fiscal year that total more than $600 Contact William Howell to obtain contract Contact William Howell to obtain contract Payment will be processed in 3-4 weeks Payment will be processed in 3-4 weeks Plan ahead Plan ahead

Additional Funding Gifts from outside sources Please contact the Dean of Students Office Misc Income M ay be deposited into org accounts at HLS Turn it to William Howell in the Dean of Students Office Co-sponsorship plan events with other orgs and/or HLS departments Milbank Tweed Conference Fund

Reports Mid-Year Activity Reports Due on Friday, February 6 th Due on Friday, February 6 th Include Spring Projections Include Spring Projections Required to qualify for funding Required to qualify for funding to William Howell to William Howell Expense Reports ed by William Howell to org financial officer ed by William Howell to org financial officer Will be sent at the end of October and February Will be sent at the end of October and February

DOS Resources DVD Movies available in the HLS Library Board Games available in the Dean of Students Office Wii

Student Activities Fair Wednesday, September 17 th from 5:30-7:30 pm Wednesday, September 17 th from 5:30-7:30 pm Ropes Gray Room, 2 nd Floor of Pound Hall. Please arrive no later than 5:00 pm to set up Please arrive no later than 5:00 pm to set up William Howell William Howell to reserve a space at the event

Contact Information Meg Demarco Assistant Director for Student Activities Pound Hall, Room 310 Phone: William Howell Student Activities Coodinator Pound Hall, Room 310 Phone: