Transcript Student Organizations Officer Leadership Training

Student Organization
Board Training
Student Activities
Created Fall 2011
Updated Spring 2015
STUDENT ORG BOARD TRAINING
1.
Title
2.
TABLE OF CONTENTS
21.
Code of conduct
41.
Planning deadlines
Table of contents
22.
Posting Policy
42.
Event checklist
3.
Student activities contacts
23.
Other Advertising
43.
Event forms
4.
Other important contacts
24.
Solicitation Policy
44.
Event management meetings
5.
Organization requirements
25.
Solicitation Policy (cont.)
45.
Theater/Sound Booth Techs
6.
Advisor re-registration steps
26.
Copyrights and licensing
46.
Traditional Events
7.
Completing Pioneer Place form
27.
Attracting members
47.
Ticketing Policy and Procedures
8.
Policy Adherence requirement
28.
Attracting members (cont.)
48.
Good Business Practices
9.
Hazing Policy
29.
Managing members
49.
Bad Business Practices
10.
Bias Related Crimes Policy
30.
Retaining members
50.
Contract Process
11.
Sexual Misconduct Policy
31.
Running meetings
51.
Contract Process (cont.)
12.
Advisor Contract
32.
Meeting minutes
52.
Large event rules
13.
Student Org Board training
33.
Elections
53.
Large event form
14.
Advisor Trainings
34.
Officer transition
54.
Large Event procedure
15.
Leadership Opportunities
35.
Managing a budget
55.
Large Event Planning Deadlines
16.
New Organization requirements
36.
Event hosting
56.
Event Assessment
17.
Recognition privileges
37.
Collaboration
57.
General Funding Info
18.
Pioneer Place
38.
Advisor Expectations
58.
Agency Accounts
19.
Club & Org Manual Resources
39.
Advisor Expectations (cont.)
59.
Campus Theme
20.
Traveling and conferences
40.
Tips for Advisors
60.
Fund Raising
61.
Fund Raising (cont.)
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
STUDENT ACTIVITIES OFFICE
 Joe Gutowski- Director
 Student Senate Advisor
 Greek Life Advisor
 [email protected]
 [email protected]
 x3037
 X3037
 Bethany Piraino- Assistant Director
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 Fran Lucia- Event Coordinator
 Monica Brown-Hodkinson
 UCPB Advisor
Administrative Assistant
 [email protected]
 [email protected]
 x5294
 x3479
Student Organization Board Training Fall 2011
OFFICE OPERATIONS
OTHER IMPORTANT CONTACTS
 Campus Safety
 Wayne Sullivan
 112 Strebel Center, x3046
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Problems, theft, security
 Sodexo Dining Services
 Damian Boehlert
 Inside Dining Hall in Strebel, x3178
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Catering, snacks, drinks
 Facilities Management
 Rich Kennedy
 Facilities Trailer Lot B x3191
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Work orders, requesting set-ups
 Copy Center
 Lisa Mudrie-Rabideau
 185 Gordon Science Center, x3145
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Color flier printing
Student Organization Board Training Fall 2011
 Athletics
 Jim Murnane
 Clark Athletic Center, x3281
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Use of fields, events with teams
 Media Center
 Dan Sloan
 L120 Gannett Library, x3282
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Requesting laptops, smart carts,
microphones, podiums, speakers,
projectors, etc.
 Advisor’s Office
 KNOW WHERE YOUR ORG
ADVISOR’S OFFICE IS LOCATED
AND THEIR PHONE NUMBER!
OFFICE OPERATIONS
ORGANIZATION RE-REGISTRATION
 MUST HAVE:
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At least 5 members total
President/Director
Treasurer/Comptroller
Faculty/Staff advisor
Valid and current constitution
 It is your job to make sure that Senate and Student Activities have the
most up to date information on Pioneer Place!
 READ the Student Senate Constitution at
https://pioneerplace.utica.edu/organization/studentsenate/doc
umentlibrary
 Ask for a copy at [email protected]
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
ORGANIZATION RE-REGISTRATION
 Already recognized Student Organizations must go through
Spring Re-Registration EACH YEAR.
The Re-registration Process is as follows:
 Complete re-registration form on Pioneer Place
 Get Advisor contract signed and brought into Student Activities
 Attend Org Board Training session
All re-registration steps MUST be completed before
Monday, April 13, 2015 11:59PM.
http://www.utica.edu/student/activities/organizations/rereg.cfm
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
ORGANIZATION RE-REGISTRATION
Complete re-registration form on Pioneer Place
The re-registration form will be open from 9am Monday, March 13th, 2015 until 11 pm Monday,
April 13th. DO NOT COMPLETE THE FORM UNTIL THE LEADERS FOR THE 2015-2016
YEAR HAVE BEEN CHOSEN!The purpose of completing the form is to get NEXT
YEAR'S information. Here are the detailed steps of this portion of re-registration process:
a. Instruction page
b. Org Profile Picture
c. Org Roster REQUIRED positions that every org must have:
Advisor, President, Vice President, Webmaster, Treasurer, Secretary
d. Constitution
e. Advisor Contract
f. Org Profile
g. Policy Adherence Requirement
Hazing Policy, Bias-Related Crimes Policy, Sexual Misconduct Policy
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
ORGANIZATION RE-REGISTRATION
Policy Adherence Requirement –
As An officially recognized student organization of Utica College, it is
the responsibility of the officers of this organization to ensure that this
organization does not engage in any behavior that violates the below
policies, or any other policies enforced by Utica College. The student
officers and advisor(s) will reinforce these concerns with the
organization’s members.
 Hazing Policy
 Bias-Related Crimes Policy
 Sexual Misconduct Policy
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
UTICA COLLEGE POLICIES
 Hazing Policy
 Hazing is against New York State Law and is a violation of Utica
College Code of Student Conduct. Hazing of any type will not be
tolerated.
DEFINITION:
Hazing includes, but is not limited to, any action or situation, which
recklessly or intentionally endangers mental or physical health or
involves the forced consumption of alcohol or drugs for the purpose of
initiation into or affiliation with any organization.
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
UTICA COLLEGE POLICIES
 Bias-Related Crimes Policy
 "Hate crimes" are defined in New York State Penal Law Article 485.
Actions of hatred based upon bias and prejudice of any type will not be
tolerated.
DEFINITION:
Said acts include, but are not limited to, acts involving violence,
intimidation and destructions of property based upon bias and
prejudice where victims are intentionally selected, in whole or impart
because of their race, color, national origin, ancestry, gender, religious
practice, age, disability, or sexual orientation.
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
UTICA COLLEGE POLICIES
 Sexual Misconduct Policy
 Utica College is committed to the maintenance of an environment that is supportive of its
primary educational mission and free from exploitation and intimidation. Utica College will
not tolerate rape, sexual assault, or any other form of non-consensual sexual activity, hereafter
referred to more broadly as sexual misconduct. This policy is intended to articulate the
College’s stance on sexual misconduct, define sexual misconduct and the concept of consent,
and outline the procedure followed by the College in the event that an incident of sexual
misconduct occurs. The College will enforce this policy through internal conduct procedures,
safety programs, and the exploration of and support for prosecution of alleged offenders
through the appropriate external judicial forums. The College supports this policy
for students, faculty, and staff through its educational programs and counseling services.
 Definition: Sexual misconduct includes Non-Consensual Sexual Contact , Non-Consensual
Sexual Intercourse or Sexual Exploitation.
See website for explicit definitions and further details.
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
ORGANIZATION REGISTRATION
Get Advisor contract signed and brought immediately to Student Activities
 The Advisor Contract format can be found online and must be printed, filled out,
and returned to the Office of Student Activities before the re-registration deadline.
Suggested Bullet Points for the Advisor Contract:
 Aid in leadership development and skills
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training
Group encouragement.
Resource on college policies, procedures,
contacts, etc.
Help the group troubleshoot problems
Access to internal and external
networking
Ask questions and challenge students
Student Organization Board Training Fall 2011
 Channel information from larger
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community to organization
Monitor expenditures, policies, and goals
Provide year to year continuity
Provide organizational history
Aid in elections, officer training and
transition
OFFICE OPERATIONS
ORGANIZATION REGISTRATION
Attend Org Board Training sessions
1. Monday, March 9th 5:30pm – 6:30pm in Strebel Aud
2. Tuesday, March 10th 1:00pm – 2:00pm in Strebel Aud
3. Wednesday, March 25th 2:30pm – 3:30pm in Strebel Aud
4. Thursday, March 26th 5:30pm – 6:30pm in Strebel Aud
5. Tuesday, March 31st 4:00pm – 5:00pm in Strebel Aud
6. Thursday, April 2nd 1:00pm – 2:00pm in Strebel Aud
7. Monday, April 6th 3:00pm – 4:00pm in Strebel Aud
8. Tuesday, April 7th 4:00pm – 5:00pm in Strebel Aud
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
OTHER LEADERSHIP OPPORTUNITIES
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Start a new club of your own!
Greek Life: see Student Activities to charter new chapters in IGC
Leadership Weekend – Early Fall Semester
Leadership Workshops for your org– by request
Orientation Mentors/Summer PTMs – Apply in Fall
Resident Assistants – Apply in Spring
Student Org Board Training – Spring during re-registration
Student Senate – open meetings 3pm Bell every other Wed.
UCPB – join or submit ideas to [email protected]
Become a Tutor, e-mail [email protected]
Student Organization Board Training Fall 2011
OFFICE OPERATIONS
RECOGNITION PRIVILEGES
 Student Senate funding
 Reserving rooms
 Posting fliers
 Org mailbox
 On-campus fund raising
 Assistance in finding resources
 A free website for your org
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
PIONEER PLACE
 Online database
 Club websites
 Communication Center- mass messaging
 Post event fliers online
 Constantly updated club rosters
 Storage for historical documents, meeting agendas, minutes, etc.
 Electronic forms and submissions
 Better marketing to new students
 Faster communication from Senate and Student Activities
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
RESOURCES
 The Club and Organization Manual is continuously updated and
posted online. All information needed in its entirety is located in
the Club & Organization Manual under Student Activities:
http://www.utica.edu/student/activities/Club&OrgManual/contents.cfm
 Do not hesitate to contact other offices for guidance, take
advantage of the knowledge that UC’s faculty and staff possess.
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
UTICA COLLEGE POSTING POLICY
 Posting Policy
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All posted materials must have:
• The full name of the sponsoring organization, business, or group
• In the case of an event, the date, time, and location
• A contact telephone number or e-mail address for more information
• Any fees, costs to participate, entrance requirements, etc.
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Fliers may not exceed 11" x 17" in size (except on wall outside the Dining Hall).
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All postings will adhere to the College community’s sense of decency and good taste. Offensive, obscene, or
inflammatory postings will not be permitted.
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Posters are allowed only on designated bulletin boards. Posters may not be placed on external doors, windows,
walls, classrooms, anywhere within public restrooms, or on the wood walls, tack strips, or fireplace in
the Strebel Center’s Ellen Knower Clarke Lounge. Postings are allowed on residence hall walls but must go
through Residence Life for a residential stamp.
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Only one poster per activity or service is permitted per bulletin board. Postings should not cover or obstruct other
notices.
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Postings are not to be distributed door to door, hand to hand, or on car windshields. However, the Director of Student
Activities may, at his or her discretion, provide a location for external organizations or businesses to leave quantities of
publications and/or handbills.
Student Organization Board Training Fall 2011
OFFICE OPERATIONS
OTHER ADVERTISING
 Daysheet
 FREE! Email: [email protected]
 Tangerine
 Ads will cost money
 E-mail [email protected]
 Tabling
 Reserve Table #1,Table #2, and Table #3 through EMS
 http://ems.utica.edu/
 WPNR Radio
 Free radio announcements on air- fill out this form and hand in to WPRN,
second floor of Strebel Student Center (online form coming soon)
http://www.utica.edu/student/activities/WPNRproductionrequest.doc
x
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
UTICA COLLEGE SOLICITATION POLICY
 Solicitation Policy
*See policy website for important
word definitions
 Unapproved on-campus soliciting by any person for any reason is strictly prohibited.
Door-to-door solicitation in the residence halls, classrooms, and administrative offices is
expressly prohibited.
Definition:
 Solicitation as the act of personally approaching other individuals with the intent to sell
or promote products, services, or beliefs or with the intent to conduct interviews on
behalf of newspapers, television stations, and other media. Examples include such
activities as conducting bake sales, selling raffle tickets, gathering pledges for walkathons,
selling Girl Scout cookies or Avon products, marketing credit cards, proselytizing on
behalf of religious or cult organizations, and distributing promotional products,
advertising materials, handbills, or printed or written literature whether in person,
electronically, or through campus mail or by telephone.
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
UTICA COLLEGE SOLICITATION POLICY
 Solicitation Policy
*See policy website for important
word definitions
 Utica College student clubs and organizations wishing to conduct fundraisers
or promotional activities on College-owned or leased property must obtain
permission from the director of student activities. There are three locations
where these fundraisers or promotional activities may take place: Strebel
Student Center or Hubbard Hall. If permission is given, students must
reserve a table in those locations on the EMS website.
 If your organization is contacted by an outside company wishing to do
interviews or any media for the public, they have to go through the
Marketing and Communications Office or Christine Leogrande
[email protected]
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Student Organization Board Training Fall 2011
OFFICE OPERATIONS
COPYRIGHTS AND LICENSING
 CANNOT show movies without buying the copyright license:
http://colleges.swankmp.com/Media/College/PDF/SwankCo
pyright.pdf
 CANNOT print anything (fliers, apparel, etc.) with copy written
images, slogans or logos without permission from the Marketing
and Communications Office or Christine Leogrande
[email protected]
 CANNOT use any UC Moose logos (strictly athletics)
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Student Organization Board Training Fall 2011
RUNNING YOUR ORGANIZATION
ATTRACTING MEMBERS
 Know and understand your organization purpose and mission.
 Ask the current members’ input and set goals
 How are you going to advertise your club?
 How are you going to accept new members?
 What type of time commitment should be expected?
 How was past events and what should you keep, change, or get rid of?
 What was successful fundraisers and community service in the past?
 How many small and large events per semester?
 Don’t underestimate networking and technologies. New members are easier to attract if:
 Past leaders and members reflect a positive attitude toward the org and have a general good feeling about the
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org
The group appears organized and knows what it is doing.
They feel welcomed and see that support and encouragement are provided.
There is opportunity for them to learn and to get involved quickly.
There are continuous events and campus involvement.
Student Organization Board Training Fall 2011
RUNNING YOUR ORGANIZATION
ATTRACTING MEMBERS
 Keep your Pioneer Place website UP TO DATE AT ALL TIMES!
 The organization list is viewable to the public, so prospective students can go on
and see what clubs we have on campus.
 They can see the club descriptions, profiles, and events, but they cannot see your
personal information.
 Sign up for the annual Fall Semester Student Involvement Fair hosted by Student
Activities!
 http://www.utica.edu/student/activities/organizations/clubandorgfair.cfm
 Members are not just numbers, they’re there for a purpose and they need to be
appreciated! Bonding Nights, Chill Events and End of the Year Dinners are great ways
to get the whole group together.
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Student Organization Board Training Fall 2011
RUNNING YOUR ORGANIZATION
MANAGING MEMBERS
 Presidents should make sure Pioneer Place roster is current with names,
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emails, phone numbers, positions, and any other information relevant to
the organization (t-shirt sizes, class year, campus address, committee
placements, etc.)
Publicly recognize accomplished goals, successful events, completed tasks
and hard work.
Keep people accountable to their responsibilities.
Be consistent and fair; don’t be a dictator.
Develop meaningful relationships with members
Make sure as leader you are kind, social, and approachable.
Student Organization Board Training Fall 2011
RUNNING YOUR ORGANIZATION
RETAINING MEMBERS
 Keep contact with members.
 Hold interest by giving people tasks and trusting them with them. Most people will
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stay motivated when they can take ownership for projects.
Hold a special welcoming event. Plan a social event, a special introduction.
Recognize that some won’t come back because of other commitments or interests.
That’s ok!
Orient your new members. Encourage old and new members to form bonds by
using icebreakers and teambuilding activities.
Remember the new members’ names!
Follow through with emails, post goals, summarize meeting outcomes.
Provide reminders of responsibilities, be patient but firm.
Recognize and show appreciation for your members both publicly and in private.
Have fun together! Know when it is time to work and time to play. No one wants to
feel like involvement in an organization is a burden.
Student Organization Board Training Fall 2011
RUNNING YOUR ORGANIZATION
RUNNING MEETINGS
 Define the purpose of the meeting
 Develop and stick to the agenda
 Record meeting minutes and distribute to all members
 Give members a chance to discuss and evaluate goals and objectives
 Keep members updated on current events and ask for their input
 Delegate tasks and trust that members will follow through
 Incorporate member appreciation and recognition for hard work and
successes.
 Pull everyone’s resources and opinions together for decision making.
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Student Organization Board Training Fall 2011
RUNNING YOUR ORGANIZATION
MEETING MINUTES
 Used for historical and recollection information
 Should be outlined by meeting agenda
 Include meeting start and end time
 Details about what was discussed, advice for future, progress of
tasks and events
 Include tasks that were delegated, who they were given to, any
committees that were formed, and deadlines that need to be met
 **Upload on Pioneer Place under Documents**
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Student Organization Board Training Fall 2011
RUNNING YOUR ORGANIZATION
ELECTIONS
 Plan for enough time to advertise the positions available, campaign
time, and voting time.
 Always consult your constitution’s rules and laws about elections.
 New officers should be chosen BEFORE the previous officers’
term ends.
***ALL ORGS SHOULD HAVE ELECTIONS COMPLETED
BEFORE THE RE-REGISTRATION PROCESS DEADLINE***
 If your org needs help with changing your election process, reach out
to Student Activities or Student Senate!
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Student Organization Board Training Fall 2011
RUNNING YOUR ORGANIZATION
OFFICER TRANSITION
 Take advantage Pioneer Place for “handing over” documents.
 This CANNOT be just a “hand over the binder” action, the new
officers have to be trained in how the position operates, EVEN if
they were in the org already.
 Previous officers should share knowledge, resources, contact
information, paperwork, standard procedures, deadlines,
timelines, responsibilities, org expectations, etc.
 It’s a good idea to hold a meeting with both the previous and the
new officers and members.
 Don’t forget to introduce the new officers to the org advisor!
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Student Organization Board Training
Fall 2011
Running your Organization
Event Planning Checklist
 Set your date, place and time
 Go to EMS and book your event
 Create your flier, come to student activities and get it
stamped. Then take over to the copy center. (1 per bulletin
board and we have 45 boards)
 Post your event on Pioneer Place along with your flier. (Use
other social resources)
 Come to the EMS meeting Monday before your event in the
FDR at 1pm
 Enjoy your EVENT!!!!
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Student Organization Board Training Fall 2011
RUNNING YOUR ORGANIZATION
EVENT HOSTING
 Look presentable
 Wear organization apparel if you have it
 Welcome people to your event
 Be on time (which means ½ hr early)
 Stay after to help clean or tear down
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Student Organization Board Training Fall 2011
RUNNING YOUR ORGANIZATION
COLLABORATION
 You don’t have to re-invent the wheel, use your peers and other clubs
and organizations to bounce ideas around and plan an event together!
 Benefits of collaboration:
 Less work for one org
 More people to reach out to
 Better turnout
 For any orgs that want to collaborate and use the Student
Organization Collaboration Agreement, see the Student
Activities Forms page (collaboration agreement is not required for
collaboration events, but is very helpful with setting terms and rules)
http://www.utica.edu/student/activities/forms.cfm
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Student Organization Board Training Fall 2011
RUNNING YOUR ORGANIZATION
ADVISOR EXPECTATIONS
What a student leader should expect of an advisor:
 COMMUNICATION!
 Assistance in formulating long-range goals and planning short term projects.
 Resource person- evaluate projects, performance and progress.
 Offer guidance by reviewing goals, objectives, and the progress of the organization.
 Assistance with college procedural matters.
 Suggestions on how organization could be strengthened or improved.
 Improvement strategies for leadership skills.
 Accessible and available, should emergency situations/problems arise.
 Willingness to listen to and be open to criticism and evaluation.
 Allow the group to act on its own and to make mistakes, but help them learn from mistakes.
 Help in maintaining organization records.
 Encourage the division of labor among group members to sustain member interest.
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Student Organization Board Training Fall 2011
RUNNING YOUR ORGANIZATION
ADVISOR EXPECTATIONS
What an advisor should expect from a student leader:
 COMMUNICATION!
 Keeping advisor informed on activities, meetings, agendas and topics under discussion
 Attendance at regularly scheduled informational meetings.
 To assist other students in the organization in skill development
 Willingness to share responsibility with other group members.
 Make sure all group activities are documented and historically saved.
 Invite advisors to meetings, they have great input
 Inform them and invite them to org events, they should always be aware of what’s going on in the
group
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Student Organization Board Training Fall 2011
RUNNING YOUR ORGANIZATION
TIPS TO SHARE WITH YOUR ADVISOR
 Learn as much about the group as you can.
 Get to know the organization’s purpose, how it was formed, and the organization’s place in the
campus culture.
 Get to know the leader and let the leader get to know you. Help that person understand both
your roles as an advisor and their roles as a leader. Develop confidence in each other.
 Meet with the leader before group meetings begin and discuss the agendas and any current
issues or concerns.
 Observe the leader with the group. How does he/she function in the group? What type of
personality problems does the group have? What are the strengths and weaknesses of its various
members as well as its leader? Find out what the leader has observed about this area, comment
on strengths you have seen, and offer suggestions on weaknesses you may have noticed.
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Student Organization Board Training Fall 2011
PLANNING AN EVENT
PLANNING DEADLINES
 Pace yourself and give offices time to get things done for you
instead of rushing.
 Set deadlines for your planning stages
 Give at LEAST 4 weeks notice before your event
 4 weeks notice means you have to start organizing and making decisions
BEFORE 4 weeks out
 Run through the event (from set-up to tear-down) and make a list of
everything you need
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Student Organization Board Training Fall 2011
PLANNING AN EVENT
EVENT CHECKLIST
 Secure funding for an event from Student
Senate
 Check room availability and request space on
EMS- confirmations of space are sent via email
 Delegate these tasks to org members or
committee- who’s in charge of what?
 Schedule org members to work event
 Inform advisor regarding event
 Begin communication with performer (if
needed)
 Arrangements for Catering (Off-Campus
Catering ONLY with permission from Sodexo)
 Put in a work order for room set-up
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Student Organization Board Training Fall 2011
 Request electronics from Media Center
 Notify Campus Safety
 Design, print, and pick-up fliers
 Attend Event Management meeting 2 WEEKS
before event
 Media, Security, Set-up, Food
 Post fliers, send ad to Daysheet and/or
Tangerine
 Ticket Request Form (if ticketed event, for
using UticaTickets.com)
 Have a GREAT event!
PLANNING AN EVENT
EVENT FORMS
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Student Senate Funding
 Form outside the Senate office- 105B Strebel
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Large event form
 For events expecting non-UC students AND
lasting past midnight
 FORMS page on Student Activities website
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Ticket Request Form for use of UticaTickets.com
 FORMS page on Student Activities webpage
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Space reservation
 MUST get confirmation e-mail
 http://ems.utica.edu/
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Catering Requests through Sodexo Dining
 MUST give a budget code with submission
 https://uticacatering.catertrax.com/
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Student Organization Board Training Fall 2011
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Workorder for set-up
 MUST be submitted by your advisor
 http://www.utica.edu/finance/facilities/
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Media request
 http://www.utica.edu/academic/iits/compusers
ervices/mediacenter/request.cfm
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Vehicle Request
 MUST be submitted by your advisor
 MUST have a certified van driver- contact Rob
Cross 279 Gordon, x3743
 http://www.utica.edu/finance/facilities/vehicle
request.cfm
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Copy Center
 MUST create a log-in and budget code with the
copy center
 http://printcenter.utica.edu/dsf/
PLANNING AN EVENT
EVENT MANAGEMENT MEETINGS
 THESE MEETINGS HAPPEN EVERY MONDAY AT 1:00 PM
IN THE FACULTY DINING ROOM (FDR) INSIDE THE CAF
 You must attend this meeting 2 weeks prior to your event date,
or risk having the event canceled
 Media Center, Campus Safety, Student Activities and Sodexo are
all present at these meetings
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Student Organization Board Training Fall 2011
PLANNING AN EVENT
THEATER/SOUND BOOTH TECHS
 The Theater Department trains students to operate the stage and
sound booth
 If your org reserves the Strebel Aud for an event, you have to
schedule a Theater/Sound Booth Tech
 Schedule a tech when you attend the EMS meeting
 *Only techs will be trained and allowed to operate the
equipment in the sound booth*
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Student Organization Board Training Fall 2011
PLANNING AN EVENT
OFFICE TRADITIONAL EVENTS
 Keep dates in mind as you plan your org events:
 Welcome Week (UCPB)- first week of Fall semester
 Recruitment (IGC)- once per semester
 Homecoming (Office)- mid October
 Snow Daze (UCPB)- first week of Spring semester
 Greek Week (IGC)- mid April
 Spring Fling (Office)- end of April
 Moose-A-Palooza (UCPB)- last weekend during Spring semester
 Make sure you get a good turn out by not programming against other
large or popular events.
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Student Organization Board Training Fall 2011
PLANNING AN EVENT
TICKETING POLICY AND PROCEDURES
 All orgs MUST use UticaTickets.com if selling tickets to an event.
 NO CASH SALES AT THE DOOR
 Ticket Request form can be found on the Student Activities Forms page.
 The org must get the ticket scanner from Student Activities during regular
office hours.
 Funds from selling tickets on Utica Tickets will not be deposited in your
org’s Agency Account until about 6 weeks after your event is held.
 The ticketing policy and further details can be found here:
http://www.utica.edu/student/activities/Club&OrgManual/ticketprocedd
ures.cfm
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Student Organization Board Training Fall 2011
PLANNING AN EVENT
CONTACTING ARTISTS AND AGENTS
 GOOD BUSINESS PRACTICES:
 Be courteous and professional.
 Know what you want to say, and practice the conversation.
 Have specifics ready like date, time, and location.
 Use your advisor to get tips on how to talk to agents.
 Follow up with every step of the process.
 Be clear and transparent when issues come up.
 Be helpful when they have questions.
 Act in a way that would make them want to do business with your
organization again.
 Remember, you’re representing Utica College and your org.
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Student Organization Board Training Fall 2011
PLANNING AN EVENT
CONTACTING ARTISTS AND AGENTS
 BAD BUSINESS PRACTICES:
 Do not bombard them with communication.
 Do not leave anyone hanging; follow-up!
 Don’t ask for too many favors, you’re not that special.
 Don’t leave details up in the air; be precise and have the answers.
 Don’t make promises you can’t (or don’t have authority) to keep.
 DO NOT agree to anything over the phone or in writing.
 Don’t agree to pay for anything that you don’t have money for.
 Don’t be rude or act like they have to help you- they can say no.
 ONE PERSON ON CAMPUS has authority to sign contracts, it’s
NOT you, so don’t sign anything.
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Student Organization Board Training Fall 2011
PLANNING AN EVENT
CONTRACT PROCESS
*If you’re paying an entity to provide you a
service (DJ, speaker, performance, etc.) then you
need a contract.*
 The office takes care of everything, from signing the contracts to
ordering payment and sending the check.
 Your org must be approved by Student Senate with the funding
to go through with the contract before any piece of the contract
process is started.
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Student Organization Board Training Fall 2011
PLANNING AN EVENT
CONTRACT PROCESS
 DO NOT SIGN ANYTHING!
 Any contracts you receive need to be approved by Student Activities
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before signature.
The org President or whomever is planning the event needs to set up a
meeting with Student Activities to get contracts approved.
Meeting deadline is AT LEAST 2 weeks BEFORE event date.
Student Activities has Utica College Standard contracts. If your artist
requests a contract, ask our office.
Any questions, contact Bethany Piraino at [email protected]
Student Organization Board Training Fall 2011
PLANNING AN EVENT
LARGE EVENT PROCEDURES
“Late Night Large Event Form”
 Each Spring, Student Activities accepts new submissions for the
following year (Fall and Spring)
 One late night large event per month (policy)
 You are not guaranteed your event just by submitting the form, and the
office reserves the right to cancel any approved event if guidelines are
not followed.
LATE NIGHT LARGE EVENT = event with UC students
AND off-campus guests that also continues past midnight.
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Student Organization Board Training Fall 2011
PLANNING AN EVENT
LARGE EVENT PROCEDURES
“Late Night Large Event Form”
 Forms can be found at the Student Activities Forms page:
https://www.utica.edu/student/activities/forms.cfm
 DUE TO THE DIRECTOR BY 5PM ON
MONDAY, APRIL 13TH, 2015
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Student Organization Board Training Fall 2011
PLANNING AN EVENT
LARGE EVENT PROCEDURES
 You must have gotten approval from the Director of Student
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Activities in order to host a large event
If there are outside people allowed at your event then you must
have 2 UPD officers present at a cost of $400
At the most every UC student is allowed 1 guest
Your Organizations advisor must be present at the event from
beginning to end
If you are selling tickets you must use UticaTickets.com
To use UticaTickets.com you must have an Agency Account
Tickets can also be sold by cash in the Student Activities Office as
long as you are registered through UticaTickets.com
Student Organization Board Training Fall 2011
PLANNING AN EVENT
LARGE EVENT PLANNING DEADLINES
 4 weeks out
 Plan event from set-up to tear-down
 Make sure funding request is handed in (if needed)
 Make sure room is reserved (if needed)
 3 weeks out
 Make sure media equipment is reserved (if needed)
 Make sure facilities request is made (if needed)
 Make sure campus safety is aware of the event (if needed)
 Make sure Sodexo food request is made (if needed)
 2 weeks out
 Attend EMS meeting to confirm that all reservations and requests are confirmed and ok
 After attending the EMS meeting make sure flyers are up around campus
 Make sure your organization knows what they are supposed to do during the event
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Student Organization Board Training Fall 2011
PLANNING AN EVENT
ASSESSMENTS
 How did the event go?
 What were the positives?
 What were the negatives?
 How can we fix the negatives?
 How can we make our event better?
 REMEMBER THERE IS NO SUCH THING AS A PERFECT
EVENT… ALL EVENTS CAN AND SHOULD GET
BETTER
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Student Organization Board Training Fall 2011
FUNDING YOUR EVENT
GENERAL INFO
 If you need funding for your event you can ask Student Senate
 To do this you have to put in a Request form 4 weeks before
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your event
Student Senate Finance Committee meets every 2 weeks
Student Senate Full Committee meets every other 2 weeks
For your funding to be approved you must attend both meetings
This means that you have to have your registration form in at
least 4 weeks before your event so they have time to evaluate
If your funding is for travel, see the Travel Funding page on this
powerpoint.
Student Organization Board Training Fall 2011
FUNDING YOUR EVENT
AGENCY ACCOUNTS
 Every recognized organization should have an Agency Account.
 These are like organization bank accounts through Utica College
 You can find the Agency Account Request Form on the Student
Activities FORMS page
 Contact General Accounting at x3031 or [email protected]
 To make deposits, bring all paperwork to Student Financial
Services and have your account number ready
 To make purchases from your Agency Account, you must go
through General Accounting.
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Student Organization Board Training Fall 2011
FUNDING YOUR EVENT
CAMPUS THEME FUNDING
 2013- 2015 “Drivers of Change”
 Programs and events that would fall into this category can be
advertised as “Campus Themed” events for this year. It’s a way to
showcase an important initiative on the campus, where faculty, staff
and students can appreciate the many different cultures that make
up our UC community.
 Any club or org can put in a request to get campus theme funding if
your event falls into this theme.
 To read more info or to make a funding request, visit
http://www.utica.edu/campustheme
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Student Organization Board Training Fall 2011
FUNDING YOUR EVENT
FUND - RAISING
 Tabling can be done outside the dining hall during lunch and
dinner hours.
 You cannot walk down the line to talk to people, (that’s
solicitation) you have to wait for them to come to you.
 You cannot go door-to-door in residence halls or office buildings.
 READ more on fund-raising/solicitation in the Utica College
Fund-Raising Policy at
http://www.utica.edu/policies/policies.cfm?id=112
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Student Organization Board Training Fall 2011
FUNDING YOUR EVENT
FUND - RAISING
 Tabling outside the dining hall
 Use EMS or contact Fran Lucia to reserve a table.
 50/50 raffles
 Selling bracelets or key chains
 Asking for donations
 Read fund-raising policy for solicitation restrictions
 Charging for tickets
 Can only charge students if Senate has not funded for event, use UticaTickets.com
 Asking academic departments for donations
 Bake sales
 Can only be conducted in the White Hall entrance at the Bake Sale table. Use EMS or
contact Fran Lucia to reserve.
 There is a special policy concerning homemade baked goods. This can be found on
the FORMS page of Student Activities.
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Student Organization Board Training Fall 2011
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Student Organization Board Training Fall 2011