1. New Club Officer Training Programming and Events April 13, 2010

2. Congratulations on your election! You now have the opportunity and responsibility to shape student life at Columbia Business School.

3. ● You set your objectives and strategy; we’re here for guidance, institutional perspective and problem solving. ● You decide how to spend your club’s money; we require that your spending fall within the University’s guidelines. Board Expectations

4. What are club requirements? OSA/GBA ● Each club must charge dues ● Each club must have at least three officers (President, VP Finance, and VP Events/Programs.) ● Clubs must hold 3 events per semester. ● Clubs must attend Association Day each term. ● Officer lists and websites must be current. ● All clubs must have a balanced budget. ● All clubs must follow the elections guidelines. ● All clubs must have an up-to-date constitution

5. Promoting our Shared Brand ● Focus on ideas: –highlight our faculty in your programs –consider our institutional mission and values (global impact, entrepreneurial mindset, bridging theory and practice) ● Focus on networks: –include our alumni in your activities Creating Programming for Your Club

6. ●What is your club’s core purpose? −This should be represented in your updated club constitution. ●How does your programming support the needs of your constituents? −Don’t forget you were elected by your fellow club members to represent their needs. Ask them what they want! ●How can your club help promote the Columbia Business School brand? −You have an opportunity and responsibility to represent and promote the Columbia Business School brand.

7. Creating Programming for Your Club Make sure your programming is appropriate for the constituents that are invited: ●Your club members ●Columbia Business School alumni ●Corporate Partners −Sponsors −Speakers −Recruiters

8. How to Program Effectively? ●TRANSITION ●GET advice ●SEEK approval from administration  Career Management for events with companies  Alumni Relations for events with alumni participation  Corporate Relations for events with BOO or Corporate Partners ● SUBMIT events into EMS ● EXECUTE ● Follow-up

9. Administrative Resources and Contacts The Club Advisement Team consists of: –Career Management (Uris 206) Each club is assigned a CMC liaison –Alumni Relations (60 th St.) –Corporate Relations (60 th St.) –Student Affairs (Uris 111 and 105)

10. How can you work with your CMC liaison? ● Discuss panel topics and current industry trends ● Develop educational programming ● Help you reach out and maintain relationships with recruiters Contact your club’s VP Careers or the CMC directly for your liaison’s contact info

11. What does Alumni Relations do? Jenn SanClements Associate Director, Young Alumni Student Relations js3605@columbia.edujs3605@columbia.edu, 212-854-4305 ● Approval of alumni events ● Identify alumni speakers ● Alumni contact lists ● Approval of letters/invitations/programs to alumni ● Efforts to boost alumni participation

12. What does Corporate Relations do? Casey Collier Assistant Director, Corporate and Foundation Relations coc2105@columbia.educoc2105@columbia.edu, 212-851-4304 ● Contact info for representatives at various companies ● Information on past sponsorship of your club ● Examples of solicitation letters and pitch books ● Can support you in managing Corporate Sponsors –Invoicing sponsors –Ensuring receipt of funds ● Administrative contact for Silfen Leadership Speaker Series ● Please contact Casey before reaching out to Companies for sponsorship

13. What Does External Relations do? ● Coordinates with the Board of Overseers –A list of all board members can be found here: https://www4.gsb.columbia.edu/about/board https://www4.gsb.columbia.edu/about/board **Always get prior approval from Casey to reach out to BOO members.**

14. What does External Relations do? ●Coordinates with Corporate Partners ●Companies that have donated at least $5,000 to the school –Around 180 companies –http://www4.gsb.columbia.edu/corporate/partners/partnershttp://www4.gsb.columbia.edu/corporate/partners/partners **Always get prior approval from Casey to reach out to Corporate Partners.**

15. How can OSA Help You? ●Connect you with University resources ●Help you with scheduling/logistics questions ●Advise you on finances/budget ●Recommend vendors ●Answer general questions Contact us at osa@gsb.columbia.edu or stop by Uris 105 and 111.osa@gsb.columbia.edu

16. When to start planning your events May and June ●Start submitting internal club events to EMS –(club kick-off, board meetings, etc,) ●Start planning events for corporate sponsorship (contact Casey Collier) ●Start submitting events with recruiters September 30 – Deadline to submit fall events

17. Clubs may schedule events during the following times only: –Club Time: Tuesday/Thursday 12:30 to 2:00 pm –Monday through Thursday starting at 5:45 pm, or ending before 9:00 am. –Anytime on Friday, Saturday, or Sunday. –NEVER schedule any events during Core Class time. Event Policies

18. ● Submit EMS requests at least 2 weeks (10 business days) ahead of time or they may not be evaluated. ● There is a 15 minute buffer scheduled between all events in the same room. Check the online room schedule (www.gsb.columbia.edu/events/rooms) to see what time events on either side of yours start and finish.www.gsb.columbia.edu/events/rooms ● An EMS event approval does not mean you have been assigned a room. Hold off on finalizing your plans (such as advertising or confirming with companies) until you receive a room reservation confirmation email. ● Avoid the Event Blackout Dates at the top of the EMS form. Event Policies

19. Using the Event Management System (EMS) ● All club officers have access through Groups Management –If you don’t see “Manage Events” you may not be set as an officer. Talk to your VP Tech or e-mail OSA at osa@gsb.columbia.edu.osa@gsb.columbia.edu ● Log on to Groups Management ● Enter your Club ● Select Manage Events

20. Using the Event Management System (EMS) ● Instructions on using EMS can be found here http://www4.gsb.columbia.edu/events/ems/instructions http://www4.gsb.columbia.edu/events/ems/instructions ● Important reminders:  Event approval and room assignment are two separate steps  Rooms can only be assigned once the academic calendar is set (approximately two weeks before the term begins) ● For questions on scheduling contact: Natalia Vairo, Assistant Director nv2166@columbia.edu Uris 113, Office of Student Affairs

21. Operations and Multimedia Support ●You must request Operations’ support if you: –Serve food –Serve alcohol –Require security –Require a particular arrangement of furniture –Require setup or cleanup ●You must request Multimedia’s support if you: –Need your event recorded or webcast –Need special AV equipment or support –Require audio or video conferencing support

22. 22 Requesting Operations Support To request operations support in Uris Hall Email ops_uris@gsb.columbia.eduops_uris@gsb.columbia.edu Or stop by Uris 217 To request operations support in Warren Hall email ops_warren@gsb.columbia.eduops_warren@gsb.columbia.edu

23. 23 Requesting Multimedia Support Click [c] (only visible after event has been approved) Multimedia

24. Securing locations outside Uris Hall ●Lerner Hall and University Outdoor Spaces –Request space online from University Events Management (UEM) at http://www.columbia.edu/cu/lernerhall/docs/Booking_Space/index.html http://www.columbia.edu/cu/lernerhall/docs/Booking_Space/index.html –Pre-Calendaring (one semester in advance) –Advanced Calendaring (more than one semester in advance) ●Low Memorial Library –Contact Carol Arnold in UEM at cga1@columbia.educga1@columbia.edu ●Casa Italiana –Contact Rick Whitaker at rw2115@columbia.edurw2115@columbia.edu ●Miller Theater –Request space online at Theater Rental FormTheater Rental Form

25. Catering Exclusive Catering ● Lerner Hall –Columbia CateringColumbia Catering ● Casa Italiana –Sterling AffairSterling Affair Choice of Catering ● Low Library- either use Columbia Catering or pay $10 per person fee to use another caterer ● Uris Hall ● Any other CU Space OSA can provide you with vendor suggestions

26. ● You must make note in EMS if you intend to serve alcohol at your club event. ● You may only serve beer and wine at Business School events held on campus; no hard liquor is permitted. ● Ample food and non-alcoholic beverages must be served and prominently displayed at any event where beer or wine is served. ● All of your guests must be 21 years of age and must be able to produce identification of age if asked. ● No alcohol may be served at events before 5:00 p.m. Alcohol Policy

27. Promoting Your Event ● If you would like to promote an event you can send an e-mail to these lists: –All students: student-events@lists.gsb.columbia.edustudent-events@lists.gsb.columbia.edu –EMBA students: all-EMBA@bettyblue.gsb.columbia.eduall-EMBA@bettyblue.gsb.columbia.edu ● Or submit an ad for the flat screens in the lobby –Find info on how to do this in the Student Guide under Announcements for the Lobby Plasma Screens Announcements for the Lobby Plasma Screens ● For non-event related emails e-mail: –All students: student-bulletin@lists.gsb.columbia.edustudent-bulletin@lists.gsb.columbia.edu

28. ● The Public Relations department represents the School to the press and is responsible for all external media coverage. –Your primary PR contact is Keshia Mark, Assistant Director (212-854-7120; klm74@columbia.edu)klm74@columbia.edu ● Keshia must also approve any branded merchandise that your club creates –She can provide you with a high resolution logo Promoting Your Event

29. Finance Best Practices ●Help your VP of Finance with the monthly account reconciliation by keeping her/him up-to-date on expenses. ●Keep receipts and copies of everything. ●Look in last year’s club finance folder for info on vendors ●You never need to put your own cash forward if you use a pre-approved vendor and plan in advance ●University finance regulations can be tricky; do your research ●NEVER sign a contract – Bring it to OSA to review.

30. New Policies for 2010-2011 Academic Probation ● Any club officers who enter academic probation will need to step down from their role Conflict of Interest ● Officers must avoid circumstances where their financial or other personal ties to outside organizations could present an actual or potential conflict of interest. Storage ● The club room will be used as office space and renovated this summer. ● Club storage will be handled off site 30

31. Administrative Contacts Office of Student Affairs Jilliann Rodriguez (jr2082@columbia.edu)jr2082@columbia.edu Megan Carley (mc2671@columbia.edu)mc2671@columbia.edu Alumni Relations Jenn SanClements (js3605@columbia.edu )js3605@columbia.edu Corporate Relations Casey Collier (coc2105@columbia.edu)coc2105@columbia.edu Career Management Careermanagementcenter@gsb.columbia.edu Public Relations Keshia Mark (klm74@columbia.edu).klm74@columbia.edu

32. Optional Workshops Thursday, April 15 th External Relations - Warren 207, 12:30-2:00pm Career Management - Warren 208, 12:30-2:00pm Conference Planning - Uris 303, 6-7:30pm Career Management - Uris 301, 6- 7:30pm Friday, April 16 th External Relations - Uris 326, 4-5:30pm Career Management - Uris 330, 4-5:30pm RSVP links will be sent out following today’s training 32

33. Any Questions?