Transcript Programming & Funding 101

Programming &
Funding 101
B.E.S.T. @ Bates College
Winter 2015
Agenda:
 Programming
101
 Logistics
 Publicity
 Funding
101
 Budgeting
 Reaching out to other schools
 Misc.
Programming 101
 Think
about your goals and what
programs would help you meet these
goals
 Decide on a time, location and date that
is ideal for your audience
 Figure out what needs to get done and
delegate
 Consider budgeting and assessment
Logistics
 Reserving
a Room
 Room Set-Up
 Reserving Vans
 Sound
 Bates Catering Order
 Alcohol and Blueslipping
 Security
 Contracts
Reserving a Room

Events.bates.edu
1.
2.
3.
4.
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Log In
EZ Request for no set up VS. Room Request if
you have any room or catering set up
Fill in information to look for open space with
features you need
Reserve space by filling in necessary
information
Consider set up and clean up time
MAKE SURE YOU RECEIVE A CONFIRMATION
EMAIL FOR YOUR SPACE
Room Set-Up
 Either
include this in your events.bates.edu
Room Request
 Or contact Nelson Pray and Kelly
Perreault
1.
2.
3.
4.
Confirmation # for space if possible
Location, date and time of your event
What time you need room set up by
Room set up needs (i.e. tables, chairs,
garbage/ recycling bins)
Reserving Vans
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Must be van driver certified – John Heutz
Van requests should be placed at least 48 hours in
advance (M-F 10am-4pm)
Van Availability Calendar:
www.bates.edu/activities/student-activities-vanavailability
Van Reservation Form: www.bates.edu/studentactivities-van-reservation-form
Some vans are free. You’re responsible for gas but
this can be reimbursed through orgs and
departments
Key for vans should be picked up at Bates Security
Sound/ Tech
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If you have sound or tech needs make sure that
these are feasible with your space or that your
space has necessary features
For concerts and other events where you may
need more high-tech sound supplies, contact DJ
Society, WRBC or Student Activities. Campus Life
can assist with hiring outside sound if necessary
Loaner Pool from the Digital Media Studio:
http://www.bates.edu/digital-media/loaner-pool/
- You can borrow equipment on a first come, first
serve basis for no more than 5 days without
renewal
Bates Catering Order


These can be included in the Room Request
Or can be done by emailing Donald Desrosiers
1.
2.
3.
4.


Confirmation # of space if possible
Location, Date, Time (generally orders are set up
30mins in advance)
Order
Payment (account name and number to be
charged)
Bates Catering Guide:
www.bates.edu/dining/services/catering
Donald can also assist with cost estimates and
orders
Alcohol and Blueslipping
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No club funds may be used for alcohol
If you are getting alcohol from a Wind Down
Wednesday or Late at Bates fund, Qiu Fogarty will
order your alcohol
If you are getting alcohol on your own, money
from members needs to be collected prior to
purchasing alcohol
All events with alcohol that are not private parties
or all-campus events with a licensed caterer will
be in the Little Room of Chase Hall or the
Underground in 280 College and they must be
blueslipped by a 21+ student who will be present
and sober for the entirety of the event
Alcohol and Blueslipping
 Qiu

Wind Down Wednesday/ Late at Bates
1.
2.
3.

Fogarty will assist with the following:
Alcohol Order (she has a list of options)
Blueslipping Space and running through
alcohol policy
Hiring Security and alcohol monitor
Separate, Non-Campus Life Events
1.
2.
Blueslipping Space and running through
alcohol policy
Hiring Security
Security
 Big
events (dances) and events with
alcohol may need security
 Contact Qiu Fogarty if you are hosting a
dance or event with alcohol
 Generally Campus Life, Wind Down
Wednesday or Late at Bates will cover the
costs of security
Contracts
 If
you are hiring an outside vendor or
performer, you will encounter contracts
 Never sign a contract until it is reviewed
by someone in Campus Life (Qiu Fogarty)
 For vendors and performers we need a
signed contract and W-9. Some
performers may also need a Certificate of
Insurance with Bates named as a coinsured.
Publicity
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Utilize JARC Staff and other people power
resources! Connect with departments and
clubs
Make sure you list co-sponsors of your event
Announce and Class Email Lists
Posters
Chalking
Bates Daily/ Digest
Tabling
Social Media
Announce and Class Lists
 For
messages to the whole student body:
[email protected]
 For messages specific to certain classes:
[email protected],
[email protected],
[email protected],
[email protected]
Announce List Policies

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Announce messages are moderated (M-4 by
4PM)
No more than 2 announcements are allowed
per event
Announce must include date, time, location
of event and a paragraph explanation
Subject line must clearly identify the nature of
the event and the sponsoring organization or
department
Message cannot be larger than 100KB
Poster Policy
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www.bates.edu/activities/about/announce/poste
r-policy
Post posters only on established bulletin boards
and public poster areas
Do not post on doors, windows, buildings, lamp
posts, or in stairwells or these may be removed
If you event has alcohol this should not be the
focus and no images of alcohol are allowed on
posters
Advertisements which fail to meet the poster
policy requirements may be removed.
Poster (Graphics)
 Utilize
Chase Hall Committee or Bates Arts
Society for help with Graphics
 Contact the Imaging Center for extra
help: William Ash
 William Ash may lead a Short Term
program on graphics 101 for postermaking
Chalking Policy
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www.bates.edu/activities/about/announce/chalking-policy
Chalking is permitted only on the Quad walkways .Reservations
for the space must be made through events.bates.edu, and
may last up to one week.
No threatening messages promoting physical harm to persons
or property are permitted.
No libelous statements about individuals are permitted.
Only chalk may be used; no permanent markers or paint.
No one may write on or deface any chalked messages.
Anyone responsible for chalking will be expected to clean up
the message at the end of their one week, and will be
provided the necessary cleaning materials by Facilities, upon
request. Failure to comply with the clean-up requirement will
risk future chalking privileges being revoked, or being charged.
Bates Daily

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www.bates.edu/activities/bates-dailysubmission
Bates Daily is compiled by 4pm the day prior
and the Monday edition is compiled by 4pm
on the prior Friday
This will be published online, sent in an email
and printed for the tables in Commons
For more information or edits, contact Qiu
Fogarty
Tabling
 Events.bates.edu
 Reserve
space for tabling with EZ Request
 Tabling spaces are labeled: Tabling Area
A, B, C, D and Tabling in Fireplace Lounge
Social Media
 Facebook
 Instagram
 Campus
Life pages
Funding 101
 Accounting
 Club
Funds
 Community Liaison
 Campus Life
 BCSG
 Other Clubs
 Other Departments
Accounting
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www.bates.edu/accounting/forms-2
Payment Request Form: Reimbursements
Inter-Org/ Co-Sponsorships Form: Transferring
money from one account to another
Travel Expense Report: Conferences, gas,
travel
Advance Request Form: For cash advances
exceeding $150 – this must be approved by
the President or Treasurer
Club Funds
 Every
year during budget allocations with
the BCSG your group will have a budget
to get started with
 Treasurer should have your account
number, but the Treasurer or President
can check their budget by visiting the
Accounting Office
Community Liaison
 Each
club is required to have a
community liaison who works to create
programming and events that connect
Bates to the greater L-A
 They can work with the Harward Center
on projects
 They can access the Harward Center
Grant through Campus Life/ BCSG
Campus Life

Wind Down Wednesday
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Late at Bates
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Ronj has limited fund for programming. Contact the Ronj
Manager responsible for programming (Johan Mohtarudin)
Harward Center Grant: Community Engaged Funding
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Student-sponsored events that are chem-free or low-chem on
Friday and Saturdays starting after 9pm
Ronj
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Student-sponsored events on Wednesdays 9-11pm in the Little
Room or Underground with a budget of $150 (can be used for
alcohol)
More on this following
Contact Qiu Fogarty for info on any of these funding
sources
Bates College Student Govt.

Co-Sponsorship Fund
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www.bates.edu/bcsg/club-resources/apply-forconsponsorship
Proposals will be approved by Budget Committee.
You will be required to attend the Senate meeting
approving your proposal
It’s most effective to show you’ve exhausted other
funding resources
Community Engaged Funding (Harward Center)

www.bates.edu/bcsg/club-resources/apply-forcommunity-engaged-funding
Other Clubs
 Talk
with other student groups and clubs
 Figure out what they could fund (useful if
it’s relevant to their purpose/ mission)
 Have them transfer funds to your club
(Inter-Org/ Co-Sponsorship Form with
Accounting)
Other Departments
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Figure out what they could fund
Talk with other departments and faculty
(especially if your event is educational)
Departments have very limited funds
(athletics included), but they will be able to
provide some for events they feel have value
Have them transfer funds to your club (InterOrg/ Co-Sponsorship Form with Accounting)
Budgeting
 Write
a list of all of your expenses and
projected/ estimated costs for each
event
 If you know you have certain events each
semester, pre-planning is key and
consider diversifying your funding cosponsorships
 Get as accurate price estimates as
possible
Reaching Out to Other
Schools
 Very
unlikely to receive funds from other
schools
 For open events, could be useful for
publicity
 This involves doing some individual
research on who to contact or utilizing
prior contacts (i.e. Chase Hall Committee)
Misc: Other Information
 For
your event purchases, you can go to
the Bookstore and check-out the BJ,
Walmart, Best Buy cards to use
 The Walmart and Best Buy cards are
credit cards so you will have to return your
itemized receipt to the Bookstore and
give them your account number (this
needs to be written on the receipt)
 The Bookstore staff can assist with this.