Transcript Document

Fall Training
Sprott student organizations
2014 – 2015
What we’ll cover…
• Events
• Working with alumni & industry
• Finances & funding
• Promotion & membership
• Clubs room & mail
• Accreditation form
• What’s next?
Sprott student organizations
Accredited:
Affiliated:
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• AIESEC
• ENACTUS
DECA
JDCC
SASA (Accounting)
SBCC (Business Communications)
SFSA (Finance)
SIBA (International Business)
SISSA (Info Systems)
SMSA (Marketing)
SOCS (Off Campus)
SSCMA (Supply Chain)
SSMA (Management)
SBSS
Event Planning
•Academic
•Social
•Career
•Skill
•Wellness
What kind of
event?
Set a date
•Check calendars
•Research
•On-campus
•Off campus
Find a venue
Invite guests
•Students
•Faculty
•Industry
•Alumni
Serving Food @ Events
On Campus Event
• Must use Aramark unless the event is being hosted at Mike’s Place,
Oliver’s, or Rooster’s
• To order Aramark: https://carleton.catertrax.com/
Off Campus Event
• Some company’s have contracts with catering companies that you must
use
*Depending on the company, catering can be expensive. Be mindful of this when budgeting!
Transportation to events
• Bus companies: Stock, Campeau, 417 Bus Lines, etc.
• Book FAR in advance
• Never put just your name on the contract – this makes you liable
• Ensure your group name and Sprott School of Business or Carleton
University is also reflected on contract
• Contact Department of University Safety to let them know where and
when your buses will be arriving on campus
Booking Space On Campus
Classroom
• Request through Classroom Request Form
• Give as much advance notice as possible (2 weeks is ideal)
Event Space
• Ex. River Building atrium
• Book through Conference Services 
http://www.carleton.ca/conferenceservices/ ‘Facilities Booking Request
Form’
Athletics Space
• Ex. Norm Fenn Gym, Ice House, Field House
• http://athletics.carleton.ca/facilities/ ‘Rental Information’
Setting Up Chairs, Tables, etc
Facilities Management and Planning (FMP)
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http://carleton.ca/fmp/our-services/
Fee involved. See website for rates.
Reserve early! Will need floor plan.
Ex. tables, chairs, stage, high tables
Instructional Media Services (IMS)
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http://carleton.ca/ims/carleton-university-event-support/
Fee involved. See website for rates.
Don’t assume you have access to projector, computer, etc.
Ex. microphone, speakers, music
Events Off Campus Outdoors
• Most outdoor spaces in Ottawa require you to get an event permit
• Application process (these take weeks to months)
• Application fees + rental fees
• City of Ottawa manages most but not all outdoor spaces in Ottawa
• NCC (National Capital Commission) is responsible for most others
*The rules for outdoor space vary depending on the space and the group that owns it. Some
do not permit things such as: serving food, fundraising, noise, etc. Be sure to get a permit and
check the rules before planning the rest of an event.
Events Off Campus
• Secure a venue early because spaces book months in advance
• Ex. Banquet location for Business Banquet in December was secured in
early summer
• If you’re not sure of an appropriate venue for an event, Sprott staff can
help
Past venues used:
War Museum
Lago Bar & Grill
National Arts Centre The Westin
Heart & Crown
Clocktower Pub
Events with Alcohol
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Wine and Cheese
Pub nights
Boat cruises
Mixers / Meet & Greets
Etc
CARLETON ALCOHOL TRAINING (SmartServe & Safer Bars)
• Every group that hosts an event involving alcohol should send at least 2
members to training
• Sept 25 & 26 (Thurs & Fri) 9am – 12pm and 1pm – 4pm each day. Must
attend one session each day for 2 sessions total
• Will send email out this week – please RSVP by Sept 15
Inviting Alumni To an Event
JENNIFER GRAY, Alumni Relations Officer
• If you’re considering an event with alumni, submit the Alumni Support
Request Form at least 6 weeks in advance of your event so that
invitations can be sent out 4 weeks prior to the event.
Inviting Industry To an Event
GILLES LEBLANC & BCMC [email protected]
• If you’re considering an event with industry, contact Gilles before you
book a date & venue  BCMC may already have an event for your
concentration
• If you have your own industry contact, you may contact them yourself
• Gilles sends out invitations 4-6 weeks in advance and needs final details
at that time
• Please keep BCMC updated on events you host
that are career related
Your Groups’ Bank Account
• Most Sprott student groups already have a bank account with the
Scotiabank on campus in their group’s name
• If you have not already, contact Grace/Alana for a letter to have the
President & VP Finance names put on the account
• The majority of accounts have money in them! You cannot access these
funds until your names are on the account
Funding
All funding is a reimbursement. However, if you have receipts
before event takes place you can submit them immediately upon
approval of funding
From Sprott
• Request through http://tinyurl.com/sprottstudentfunding
• Apply 2-4 weeks in advance
From CUSA
• Conference & Discretionary Funding
• http://cusaonline.ca/council/conference-discretionary-fundapplication/
• Apply 4-8 weeks in advance if possible
From Carleton  Student Affairs
• Student Activities Fund
• http://carleton.ca/studentaffairs/student-activities-fund/
• Apply 4-8 weeks in advance
Promotion
To students
• Sprott Off The Press http://sprott.carleton.ca/sotp/  submit on Tuesday
• Social media  we tweet all student events as long as they are in Event
calendars
• Event calendars on mySprott. Each President will have a logon to add events
to the calendar. PLEASE add in all of your events
• E-newsletter
• Posters  can post in designated areas around campus & 7th floor Dunton
Do include:
Don’t include:
-Date & time
-Location
-Rain location if applicable
-Ticket details
-Eye catching pictures
-Contact info
-Social media accounts
-Alcohol prices or discounts
-Pictures of students without
having their permission
-Pictures of alcohol or alcohol
paraphernalia
-Logos without having
permission
mySprott Calendars
Promotion
Follow Up From Expo
• Send an email to all those that you met at Expo
• Thank them for talking to you
• Update them on what’s next for your group
• Give them info they may need/want (FAQs, next meeting, exec
bios, where can they become a member, etc)
Sprott Website
• All Sprott student groups are on Sprott website
Social Media
• Twitter & Facebook have most success
• Keep social media active! 3-5 posts a week minimum
• Do not need group website. Better to not have one than have one
that’s poorly updated.
Membership Fees
Membership Fees
• Discouraged  typically leads to less members
• In past, groups have had membership fees & then not held events and
causes conflicts
• If charging membership fee, please ensure your bank account is active
before collecting money so that it can be deposited quickly
Clubs Room  715 DT
• No longer using keys
• Keypad with code
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Please keep room clean  there are 15 groups using this room
Do not put valuable items in room as many people have access
If you have valuable items, see Grace to arrange safe keeping
Book office hours through Grace
Mail
• Every group has a folder in 715 DT
• Please check mail regularly
Accreditation Form
• Each Sprott group (except SBSS) submits one every fall
• Sent to Presidents in July
• Please submit by Sunday, Sept 14 latest via email to [email protected] or drop
off at 710 DT before 4:30pm on Friday
• Reviewed by myself & Cristina Mion (SBSS President)
Resources
1. Sprott student exec handbook:
http://sprott.carleton.ca/wp-content/files/Sprott-Student-Org-Handbook-2013-14.pdf
2. Sprott website:
http://sprott.carleton.ca/students/undergraduate/student-experience/student-organizations/clubexecutive-info/
3. Sprott staff – Grace, Jen, Gilles, BCMC