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MBA Leader Training MBA Student Activities. Agenda. Welcome from Dean Mittman Staff Introductions & Roles Stern’s Image and Reputation Event Planning Basics Strategize Create Plan Prior to Event Day of Event Post-Event Key Stern Departments Resources for Club. MBA Student Activities.

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Mba leader training mba student activities l.jpg

MBA Leader TrainingMBA Student Activities


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Agenda

  • Welcome from Dean Mittman

  • Staff Introductions & Roles

  • Stern’s Image and Reputation

  • Event Planning Basics

    • Strategize

    • Create Plan

    • Prior to Event

    • Day of Event

    • Post-Event

  • Key Stern Departments

  • Resources for Club


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    MBA Student Activities

    Michael Sgro

    Associate Director

    msgro@stern.nyu.edu

    • Conferences

    • Corporate sponsorship

    • High profile speakers

    • SCorp/PTLF Advisor

    Jeremy Carrine

    Assistant Director

    jcarrine@stern.nyu.edu

    • Club Treks

    • Office Operations

    • Insurance & Contracts

    • Club President Advisor

    Andy Bellatti

    Office Manager

    abellatt@stern.nyu.edu

    • Room reservations

    • Catering

    • Table & Easel requests

    • General Leader Advisor


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    Stern’s Reputation

    Strengthen Stern’s Image

    • Stern’s reputation is critical to protect and enhance

      • An asset to everyone

      • All Stern departments have ongoing relationships they value and care about preserving

    • You are ambassadors

      • You are always representing Stern

      • Both a privilege and a responsibility


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    Event Planning Timeline

    Prior to Event

    Day of Event

    Strategize

    Create the Plan

    Post-Event


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    Strategize

    Think First – Plan Second

    What is the intent and content of the event?

    • Does it fit your club’s goals & members’ needs?

    • How many people will likely attend this event?

      • Be very realistic – many clubs over-estimate

      • Review prior years’ data and other similar events

    • Does your club executive team support it?

    • Does it fit with Stern’s calendar of events?


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    Partnering on Events

    Who Can Partner With You?

    • Other Stern clubs

    • Other business schools’ clubs

    • Other Stern departments (non-financial)

  • Value in partnerships

    • Expand potential audience

      • Bigger audience is a stronger draw for higher profile speakers

    • Share costs and gain economies of scale

    • More club activity, but same number of days on the calendar


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    Seek Advice

    Gather Ideas From Experts

    • Work with your club officers

      • What are your club’s Best Practices?

      • Review club event Meet with MBA Student Activities

      • Review Stern’s procedures and policies (on web site)

      • Guide you to relevant Stern resources

    • Meet with other key Stern departments and faculty


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    Conferences

    Club Treks

    Speakers

    Panels

    Lunches

    Networking

    Company Visits

    Interview Training

    Professional Conferences

    Resume Books

    Cultural Trips

    Community Service

    Consulting Services

    Competitions

    Tournaments

    Games & Practices

    Lessons

    Parties

    Receptions/Happy Hours

    Movies

    Retreats

    Sample of Events


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    Starting to Plan

    First Issues to Consider

    • Give yourself enough planning time

      • Dates and venues are tight – secure them early

      • More complicated events require more planning time

      • Expect it will take longer to plan than you think

      • Work with your Club’s leadership for advice

    • Develop a project plan

      • Detailed “To Do” list with deadlines

    • Follow all Stern policies and procedures


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    Know Your Budget

    Live Within Your Club’s Means

    • Be realistic about event costs and likely revenues

      • Review past years’ data

      • Ask other clubs and MBA Student Activities

    • Many club events cost nothing

      • Think creatively!

    • No year-end club deficits are permitted

    • Work with your club treasurer on:

      • Forecasting and tracking revenues and expenses

      • Payment, deposit, and ticket sales processes

      • Handling corporate sponsorship


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    Corporate Sponsorship

    What’s In It For The Company?

    • Identify company motivators

      • Why would they want to give to your club?

    • Two paths to pursue:

      • Stern Development Office

      • Clubs contacts

    • Don’t count on corporate sponsorship – it isn’t a guarantee


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    Types of Event Expenses

    Many Free Events – But Some Have Costs

    • Venue Rental

      • Free

        • Stern

        • NYU Kimmel -- as long as event is 50% NYU students

      • At Cost

        • NYU Kimmel media fees

        • NYU Skirball Theater & others – room & media fees

        • Non-NYU venues

        • Sports fields

    • Catering

      • Food and beverages

      • Events with alcohol at NYU, also require:

        • Server hired by the school

      • External Events require additional costs


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    Types of Event Expenses

    • Publications

    • Fees – competitions, tournaments, conferences

    • Travel

    • Equipment

    • Advertising

    • Supplies

    • Gifts

    • Promotional Items


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    Key Stern Policies

    • Contracts

      • Vendor or venue may require. NYU must approve 3 weeks in advance of event date

    • Insurance

      • Venue or activity may require. NYU must approve 3 weeks in advance of event date

    • Release Forms

      • Required for all sports, physical activities, treks, some trips

    • Alcohol

      • Requires a contracted server by Stern

      • Beer and wine is standard (no liquor)


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    Conflicts & Confirmations

    Confirm There are No Conflicts with Date or Venue

    • Don’t invite speakers until after room and date confirmation is received

    • Check online MBA Calendar for conflicts

    • Ensure your date & time do not conflict with:

      • Mandatory OCD events (see OCD syllabus for specifics)

      • Dean’s Office events (i.e., MBA1 Block Lunches)

      • Academic Conflicts (i.e., Finals)

      • Holidays

      • Popular profs/courses – exams, review sessions

      • Alumni events (only if you are including alumni)

    • Submit MBA Event Planning Form at least 3 weeks before event

    • Non-NYU venue requires more lead time

      • Plan for contracts, insurance, logistics


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    Securing Speakers

    Power of Good Speakers

    • Proactively network to secure good speakers

      • OCD, Development, Alumni Affairs, faculty, administrators, students, alumni, former business associates, friends, family

    • Have an event theme and select relevant speakers

    • Use template invitation letters (online)

    • Occasionally Stern administration will approach clubs with a speaker idea


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    Designing a Good Panel

    • Establish a concrete theme

    • Collaborate with moderator and/or faculty on good questions that fit panel’s theme

    • Utilize faculty members or deans as moderators

      • They provide professionalism & expertise

    • Invite equitable speakers

      • Similar job titles or years of work experience

    • Send questions to panelists 2 weeks in advance

    • Call panelists to discuss their answers and share this information with moderator


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    Advertising & Publications

    • Start advertising early

    • Develop an advertising plan

    • Write clever, short, visual emails and ads

      • Your email “Subject” line is critical to grab interest

    • Leverage the Stern brand

      • Stern’s brand gives your event more recognition – should be the overarching brand of your event

    • Use Stern name & logo correctly – must be approved


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    Advertising Vehicles

    Follow Stern & SCorp Policies & Procedures

    • MBA Calendar

    • Emails directly from clubs to members

    • Emails from “MBA Announce”

    • Weekly Email from OCD

    • Word-of-Mouth/Grassroots

    • SternLinks (for events open to all MBA students)

    • Mailed Invitations

    • Bulletin Boards/TV Monitors

    • Opportunity

    • Alumni-Emails, Newsletters and Online Calendar

    • Databases/Mailing Lists


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    Gifts & Promotional Items

    Remember to Give a Gift

    • Give gifts to speakers and guests

      • Not Stern administration’s responsibility

      • From club’s budget

    • Consider promotional items for attendees if budget permits

    • Two options:

      • Readily Available Items

        • NYU Bookstore has items with Stern logo

          • TA’s receive 20% discount

      • Customized Items

        • Order through Special Events (use online form)

        • Order from either promotions company or Tiffany’s

        • Need 2 months to special order


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    Prior to Event

    • Start ticket sales

      • Open PayPal online registration system

    • Send “thank you for agreeing to participate” letter to all speakers

      • To gently remind them of their commitment

      • To identify student host and where/when to meet them

      • To notify panelists of questions and moderator name/title

    • Continue advertising

      • Are MBA’s aware of event?

      • If alumni are invited, have Alumni Office send email reminder


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    One Week Before

    • Start ticket sales in lobby

    • Submit non-NYU guests’ names

      • To MBA Student Activities for Security Desk

    • Meet with Media Services to finalize set-up

    • Create all materials and signage

    • Finalize catering headcounts

    • Touch base with speakers

    • Submit Release Forms for participants

      • Applies to sport and travel events


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    Arrive Early

    Give Yourself Extra Time Just in Case…

    • Arrive early to ensure everything is ready

      • Check room arrangements, media, catering, etc.

      • Applies to EVERY event type

    • Set-up registration table 1 hour before event

      • Ensure people at the table know all details

      • Organize items to distribute

      • Drape club or NYU Stern banner over registration and/or head table

    • Set-up easels with signs to direct attendees

      • Do not tape anything to walls


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    Etiquette for Speakers

    Ensure Speaker satisfaction

    • Appoint club member to escort each speaker and important guest throughout day

      • Greet them in lobby

      • Get them to all rooms throughout day

      • Ensure they are kept engaged at luncheon & reception

      • Guide them out of the building

      • Ensure they have transportation to/from event


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    Troubleshooting

    Expect the Unexpected

    • Don’t expect everything will run perfectly

    • Keep an eye open for problems

    • Expect to troubleshoot

    • Have extra hands available to help you out

    • …Enjoy your success!


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    Thank You Letters

    Always Send Thank You Letters

    • Send to speakers and important guests

      • Utilize thank you letter template

    • Provide copies to MBA Student Activities

    • Provide copies for your Event Debrief


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    Finances

    Close the Books

    • Should track finances all along

    • Ensure all expenses are paid

    • Deposit proceeds

    • Aspire for a profit or breakeven

      • If deficit, club must find funds to cover losses


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    Leave Your Learnings Behind

    Keep Your Legacy Alive

    • You’re here a few years, but your club lasts forever

    • Transition your learnings

    • Document every event

      • Best Practice – Create a binder of all event write-ups

    • Keep contact lists

      • Anyone who’s been valuable & why

      • Provide alumni info to Alumni Affairs for DOTS

      • Provide Corporate contact info to OCD

    • Required reports

      • Event debriefs


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    Key Stern Departments

    • Stern departments are club partners, facilitators, and coaches

    • MBA Student Activities is the 1st stop for club leaders and will be your liaison to other Stern departments


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    OCD & CCWP

    • Clubs with career element are assigned OCD liaison

      • Set up a meeting with your OCD advisor

    • Provides advice and coaching

    • Brainstorms on concepts for career events

    • Leverages their relationships to generate speakers

    • Coordinates your events with OCD events to maximize impact

    • Assists with career-related training events

    • Co-sponsors events


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    Alumni Affairs

    • Consults on alumni speakers

    • Leverages their relationships to generate speakers and corporate visits

    • Advertise and market student club events to alumni

    • May partner on networking and content-driven events

      • Advanced planning and a budget is required

      • Need to align with Alumni Affairs’ strategy

      • Do not assume funding

    • Requests that clubs input alumni info into mini-DOTS


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    Special Events

    To maximize the return on your event, it is important that every event:

    • Projects excellence

    • Communicates your club’s, Stern’s, NYU's image

    • Measures success by meeting your club's goals and your participant's objectives

      The Office of Special Events can help by offering:

    • Event Planning Consultation-Can provide you historical information and professional expertise

    • Catering

    • Building Logistics

    • Merchandising


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    Everything You Need to Know

    All the detailed info you need

    All new officers must review

    Found on MBA Student Activities web page http://www.stern.nyu.edu/mba/studact/

    Includes:

    Policies & Procedures

    Working with Stern Departments

    Event, Conference & Trek Planning Guides

    Forms & Templates

    Online “Leaders’ Guide”


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    Key Take Aways

    • Plan early

    • Enhance Stern’s reputation

    • Select manageable, relevant events

    • Follow all steps of planning process

    • Utilize MBA Student Activities as a resource

    • Reference the Online “Leaders’ Guide”

    • Document well

    • Have fun!


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