ADVISOR WORKSHOP SERIES: ASUN / Student Activities Center Molly McCormack, M.Ed. Asst. Director Student Activities – Clubs & Organizations Event Planning

Overview The Basics of Event Planning On-Campus ASUN Department of Clubs & Organizations Student Events Advisory Board (SEAB) New Deadlines for Graded Events Resources Helpful Websites Important C&O Dates and Events What’s in the Packet? Presentation slides SEAB Pre-Event/Program Worksheet Sound, Light, Staging ASUN Club Resources Posting/Chalking Policy Prize Form Foundation Letter Post-Event/Program Form

ASUN Department of Clubs & Orgs. 1 – Director of Clubs & Organizations, Patrick Delaplain 8 – Club Commissioners: Phil Hacker - Greek Life Adam Crabtree - Sports & Recreation Erin Gelmstedt- Pre Professional/Academic: Arts, Business, Education Schinria Islam - Pre Professional/Academic: Science & Engineering Adam Kirtley - Campus Life Nathan Demuth - Service & Community Outreach pending – Multicultural & Diversity open – Social & Political Involvement 259 – Clubs and Organizations, as of September 2, ,286 – Students in a club or organization, as of September 2, 2009

Student Events Advisory Board 1. From the beginning: Fill out the SEAB form online Print out the confirmation page for signatures and proof of completion Present printed form to scheduling entity & book your facility Complete a Buildings & Grounds Work-Order if needed 2. The Grading System…

SEAB Grading System Grade A Most risk involved with medium to large numbers in attendance Must attend SEAB meeting Typically will involve Special Events Insurance Grade B High risk involved with medium numbers in attendance A consulting meeting will be required, and details will be brought to the SEAB on-behalf of student club (they are welcome to attend however) Grade C Medium to little risk with medium to low numbers in attendance Are encouraged to seek advisement Grade D Little to no risk and member’s only or small numbers in attendance NO MATTER THE GRADE, EVERY completed SEAB must be accompanied by the SIGNED confirmation page.

SEAB, What Really Happens… 1. After submitted, raw form gets sent to: Molly Union/University Scheduling, B&G, UNR PD 2. Form gets entered into spreadsheet 3. Club gets ed a Grade Specific Protocol Might include: movie policy, special notes regarding event, etc. 4. Status of all events are “PENDING” until I receive the signed “confirmation form”

Grade Specific Deadlines Grade A:8 weeks prior Grade B:6-8 weeks prior Grade C:4-6 weeks prior Grade D:1-2 weeks prior (if Union) 4 weeks prior (if University Scheduling & B&G)  Deadlines were created to help students plan ahead and to alleviate the stress of the staff members helping them.  Each deadline implies that ALL DETAILS have been accounted for

Resources Available to YOU!!  ASUN Sound, Lights, & Staging No cost Student run Anything from a microphone and speaker to an all-out concert!  Club Resource Room Poster paints Butcher paper Art/craft supplies Space to work in  Club Resources  Buildings & Grounds – tables, chairs, trash cans  Student Union Administration – tables, chairs, staging, AV, etc.

Online Resources Office of Student Activities - ASUN Website – Student Union Scheduling – University Scheduling - Buildings & Grounds Work Order

Important C&O Dates & Events Funding Periods & Due Dates Fall I - Applications Due: September 8Fall II – Applications Due: November 2 Funding Hearing: September 12Funding Hearing: November 7 Coverage Period: Sept. 14 – Nov. 15Coverage Period: Nov. 9 – Feb. 14 Club Fair Spring – February 10, 2010 Clubs & Organizations Leader Training (COLT) Fall II COLT – October 2 Spring I COLT – January 28 LEADERSHIP CONFERENCE 2010 February 20, 2010

Successful Advising Tips Do: Help them to see alternatives and provide an outside perspective Make sure to understand the importance of, and encourage OPEN DIALOGUE Don’t: Only get to know the club leaders Say you know, when you don’t Use the club to promote your agenda

Why Advise? The Liability Myth “…institutions need to ensure that student have the skills, support systems, and authority required to carry out [their] responsibilities successfully” (Ackerman, Werner, Vaccaro ed., 2005 p. 139). YOU are that support system!! An advocate for THEIR purpose Retention Retention Retention!!!

THANKS FOR YOUR TIME!! But most importantly, thank you for your commitment to advising our students! ASUN & Student Activities