Clubs & Organizations Executive Officer Training

1. Clubs & Organizations Executive Officer Training

2. Outline of Training • Basic Information & Policies • Planning an Event • Break & Catering Samples • Club & Org Advisory Board • Breakout Sessions • Recruiting & Marketing – Levine Lounge • Leading a Meeting & Retaining Your Members -- Ballroom • Managing & Requesting a Budget – Levine 102A • Club & Org Advisory Board • Levine Center Tour

3. Who’s Excited!!!!!

4. Club & Org General Information • Registration • Register by SEP 9! • Update Information • President’s Council • Sept 20 – 1st Meeting • Oct 25 • Nov 20

5. Club and Organization of the Year • Requirements for Consideration: • Must Register Club or Org by September 9, 2013 • Must attend 70% of President’s Council Meetings • Executive Officers must attend at least 1 Leadership, Lunch & Learn • Group must host at least 1 social or educational event per semester that is open to the campus • Group must host at least 1 service project/trip

6. RESOURCES • Clubs & Orgs Suite • Craft Supplies • Balloons & Helium • Tablecloths • Keep it Clean • Let Erin Fox know if supplies are running low! • Printing

7. MyQueens • Home to ALL the info!! http://myqueens.queens.edu/Students/Pages/StudentActivities.aspx

8. Planning an Event • MyQueens • Student Life • Student Activities • Campus Event Planning • Follow the Steps

9. It’s so easy….

10. Step 1 – Request Budget • SGA Funds Usage Policy • Tshirts • Conferences • MyQueens – Budget Request Form • Campbell Corder, SGA Executive Treasurer • campbell.corder@queens.edu • Break Out Session For More Details!! • Levine 102A

11. Step 2: Space Request & Logistics Form • Lauren Bowen, Event Logistics • When to Use it? ALWAYS!!! • Space • Ad Astra – See if Space is Available • Using Burwell Parlors • Student Event

12. Step 2: Space Request & Event Logistics • Request Services like… • Space Unlocked/ AC On • Campus Services • Reserve Tables, Chairs, Stage, Trash Cans, Etc. • Media Services • Reserve Media Equipment (Small & Large) • Campus Police • Officer on Duty • Parking

13. Step 3 – Confirm Space Request & Event Logistics • You have not reserved your space until you get the follow up email CONFIRMING your space request!!

14. Having fun yet???

15. Step 4 – FOOD!!!! • Dee Wood, Catering Director • All food must be ordered through Chartwells • Catertrax • Food orders must be approved by Erin Fox • Other Catering Services • Tablecloths • Curtain (Free in Dining Hall) • Curtain ($50 outside of Dining Hall)

16. Step 5 – Special Event Preparations • All Special Events require 2 weeks notice • Alcohol Events • Officers • Bartenders • Fire Circle Usage Request Form • Fire Wood • Hose • Fire Extinguishers

17. Now that was fun right???

18. Step 6 - Transportation • Rose Transportation Services • Pricing available on MyQueens

19. Step 7: Decorations & Supplies • Check out these great resources: • Oriental Trading • Shindigz • Amazon • Party City • Thrift Stores • M&N International

20. Who doesn’t like decorations!?!

21. Step 8: Contracting Outside Vendors/ Performers/Services • All Contracts must be signed by Erin Fox or Dean Downey • Contracts should include: • Date, Time, Location • Amount to be Paid • Service Provided • Contract Template or Informal Agreements • New Vendors – Need a W-9

22. Step 9: Payments • Credit Cards (Less than $250) • Reserve with Erin Fox • Mark Receipts • Club Name • Event Name • Account # • Event Code

23. Step 9: Payments • Paying by Invoice • Get a Purchase Order (Over $250) • Allow 3 business days for a PO to be processed • Check Requests (Triplicate) • Submit at least 2 weeks prior to date needed • Submit the contract/invoice with paperwork • Must be signed by Dean Downey or Erin Fox and Vice President, Dr. Ralph • Over $500 - SGA Treasurer must also sign • Pick up checks 2-3 days in advance

24. Step 10: Advertise!!!! • Posting Policy • Student Life Calendar - MyQueens • Rex Text • Submit with Event Services Request OR • Email rextext@queens.edu • Facebook – Queens Get in the Know • Faculty & Staff - QNews • Bulletin Boards • Break Out Session For More Details!! Levine Lounge

25. PRACTICE MAKES PERFECT • What if you were planning….. CASINO NIGHT

26. CASINO NIGHT Follow the Steps • Step 1 – Request Budget (Budget Session) • Step 2 – Space Request & Logistics • Step 3 – Confirm Space Request & Logistics • Step 4 – Food • Step 5 – Special Prep (Alcohol Event Request Form) • Step 6 – Transportation • Step 7 – Decorations & Supplies • Step 8 – Contracting Vendors (Tent) • Step 9 – Payment (PO, Check Request for Tent) • Step 10 - Advertising

27. QUESTIONS?

28. Advisory Board • What’s this Advisory Board thing all about??? • Greek Life – Erin Fox (interim) • Spiritual – Diane Mowrey • Civic & Service – Leigh Davis • Cultural & Diversity – Zach Thomas • Social & Recreational – Patrick Motter • Academic & Honor – Erin Fox

29. Breakout Sessions • Recruiting Members & MarketingLevine Lounge • Leading a Meeting & Retaining Your Members Levine Ballroom • Managing & Requesting a Budget Levine 102A