1. STUDENT CLUBS AND ORGANIZATIONS How To Have A Successful Year With Your Organization

2. Communication with Campus Life Nick  Membership roster updates/Co-Curricular Record  Primary contact (name, phone, email)  Creation and (proper) use of listserv – IT  Campus Life Office Hours  8am to noon, 1 to 5 pm  Regular “Check-Ins” with RHDs in Campus Life

3. Understanding Your Budget Nick  Get allocation amounts from Charity  Total Allocation vs. Specific Budget Lines- to avoid debt  Keep your own records  What you can’t spend money on  Alcohol, Food, Charities, Things Given to Students  Spending your LUCC Budget  Campus Life Credit Card  Cash Advance  Reimbursement

4. Treasury/Funding Nick  Requesting additional funds or a reallocation from LUCC- Funding Request Form on LUCC website  Fundraising/Dues – Fewer limitations on this money  Taxes: If someone receives something in return for a donation, that money must be taxed  Raffle info and donations from businesses – talk to Financial Services  Other Funds- See Handout

5. Event/Party Registration Rose-Nick  Event/Party Registration Form available from the Campus Life Office  Complete registration forms early (Ideally at least a week ahead) and schedule a meeting  Meet with a member of the Campus Life staff (No later than the morning 3 business days before event)  Discuss party plans  Risk management plan  Party publicity approval

6. Trip Planning Rose-Nick  Campus Life helps with ALL aspects of a trip (reserve hotels, register for conferences, reserve vehicles, etc.)  Set up a planning meeting EARLY with Campus Life  Trip funds – budget for your return trip  Trip Planning/Itinerary needed for every planned off-campus event  Forms and waivers needed 3 days prior to trip  Parent or guardian needs to sign if student under 18

7. Trips, Continued… Rose-Nick  Lawrence vans: 50 cents/mile  Up to 21 people in vans to one location; more than 21 you need a bus  Use of Vans/Buses  Request transportation with Charity at LEAST 2 weeks in advance – All vehicles must come through Campus Life for trips  Björklunden  Free for student groups  Applications for Winter and Spring available now, due  Everyone must ride bus

8. Club Sports and Water Activities Rose-Nick  Club sports must meet with Erin Buenzli  Don’t forget your Club Sport Handbook!  A few activities LU insurance doesn’t allow- Check with Campus Life  Swim test requirements  ALL water activity requires a swim test

9. Why work with the Volunteer and Community Service Center? Get more volunteers through their promotions Log your Hours on Voyager to be recognized and ease transition when leadership changes Student positions to help service-focused groups interested in 1-time opportunities or a formal “adoption.”

10. Room Reservations Kate  Online  Lawrence Home > Calendar > “Room Reservation Application”  Find a space that suits your needs, reserve in advance  Not your space until you get confirmation email!  You MUST contact Catering, AV, layout set-up, etc. to reserve - must be organized separately

11. Equipment Rental Kate  Equipment use is FREE for all Student Organizations across campus  Info Desk has rental forms  Reserving equipment is not a guarantee, must be confirmed with Greg  Request early!  Two weeks in advance is a must  The earlier the better!  Follow up with appropriate person  Most often Greg Griffin

12. Rooms Commonly Used for Programming Kate  Warch Campus Center Rooms  Esch Studio, Hurvis Room, Pusey Room, Cinema  Outdoor spaces Quad, Main Hall Green, Wriston Amphitheater, Gilboy Fire Ring  Consideration for outdoor events:  Bands, tents, extra/security, crowd control, fire permits, noise variance Noise Variance at least ONE MONTH in advance, request in consultation with Campus Life

13. Places you SHOULD use! Kate  Diversity Center  International House  Hiett Hall Lounges and Kitchens  Sage and Big Exec basements  Wriston Auditorium  2 nd Floor Conference Room in Hurvis Center

14. Catering and Food Services Kate  How food works in the Warch Campus Center  How money works for food  Best source of info: http://lawrence.cafebonappetit.com/catering-at-lawrence- university/ http://lawrence.cafebonappetit.com/catering-at-lawrence- university/  Catering Guide – online  Catering/Cook outs/Pack outs  Using Card Swipes  Need account number before order (Work with Campus Life Office)  The further in advance, the better (order should be placed minimum 2 weeks in advance of program)

15. Publicity Kate  Posting in the WCC must be approved by Info Desk  Sponsoring Organization must be listed  NO Duct Tape. Anywhere.  Outdoor postings – No glass, not on buildings  Take down your posters after the event!  No posting on doors/buildings – most buildings have designated areas  Lawrence University Parties and Events Facebook Page  Individual buildings may have other policies  Digital Displays  LU Website > “Digital Display Request Form”  Power Point slide, saved as a Jpeg file  WCC, Library, Wellness Center, Plantz Hall, & Trever Hall

16. Contracts Kate  You CANNOT sign contracts  If YOU sign any sort of contract, you are personally responsible for cost  Very few people on campus can sign contracts on behalf of the University  Contract must come through Campus Life Office  Adequate funds, W-9s, Tax info, etc.  Negotiation help  We can help go over contract, help lower initial cost  Student performers need to be on payroll

17. Technology Resources Nick  Go to the IT Webpage “For Students” for:  Info about group’s website  How to change owners on it  Help setting up a listserv  A group email address

18. More to know... Kate&Nick  Movie spaces – Movie rights  Copy Cards  Sign up for one at the Activities Fair  Storage  All Student Organization items should be stored with Campus Life  Two people from group can have access to the “Cave”  Student Organization Lockers  The CORE Hour  The President’s Cabinet has set aside 9-10 pm on Monday nights for the CORE program. Avoid programming at that time as all freshman will not be available

19. Request a Resource Form Nick  Career Services  Volunteer Center  Health and Wellness  Diversity Center  Center for Teaching and Learning

20. Working with Communications Nick  New Lawrence logo  Identity standards

21. Questions? Nick Share this information with group members and other group leaders! Campus Life Office 920-832-6600 Campus_life@lawrence.edu Rose Wasielewski, Assistant Dean of Students for Campus Life 920.832.7203 or rose.wasielewski@lawrence.edurose.wasielewski@lawrence.edu Nick Paulson, Campus Life Student Organizations Coordinator 920.832.6598 or paulsonn@lawrence.edupaulsonn@lawrence.edu Kate Allison, Campus Life Events Coordinator 920.832.7298 or allisonk@lawrence.eduallisonk@lawrence.edu Check out the resources on the “Student Activities” tab from the Student page of the LU website!