student activities created fall 2011 updated spring 2014 student organization board training
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Student ActivitiesCreated Fall 2011
Updated Spring 2014
Student OrganizationBoard Training
STUDENT ORG BOARD TRAINING
Student Organization Board Training Fall 20112
TABLE OF CONTENTS
OFFICE OPERATIONS
Student Organization Board Training Fall 20113
STUDENT ACTIVITIES OFFICE
OFFICE OPERATIONS
Student Organization Board Training Fall 20114
OTHER IMPORTANT CONTACTS
OFFICE OPERATIONS
Student Organization Board Training Fall 20115
MUST HAVE:At least 5 members totalPresident/DirectorTreasurer/ComptrollerFaculty/Staff advisorValid 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/documentlibrary
Ask for a copy at ssenate@utica.edu
ORGANIZATION RE-REGISTRATION
OFFICE OPERATIONS
Student Organization Board Training Fall 20116
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 PlaceGet Advisor contract signedAttend Org Board Training session
All re-registration steps MUST be completed before
Sunday, April 13, 2014 11:59PM.http://
www.utica.edu/student/activities/organizations/rereg.cfm
ORGANIZATION RE-REGISTRATION
OFFICE OPERATIONS
Student Organization Board Training Fall 20117
Complete re-registration form on Pioneer Place
The re-registration form will be open from 12am Monday, March 24th, 2014until 12am Monday, April 14th (AKA Sunday night). DO NOT COMPLETE THE FORM UNTIL THE LEADERS FOR THE 2014-2015 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 Roster REQUIRED positions that every org must have: Advisor, President, Vice President, Webmaster, Treasurer, Secretary c. Advisor Contract
d. Policy Adherence Requirement Hazing Policy, Bias-Related Crimes Policy, Sexual Misconduct Policy e. Constitution
ORGANIZATION RE-REGISTRATION
OFFICE OPERATIONS
Student Organization Board Training Fall 20118
Policy Adherence Requirement - *New for 2014*
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 PolicyBias-Related Crimes PolicySexual Misconduct Policy Click on titles for links to the full web page
ORGANIZATION RE-REGISTRATION
OFFICE OPERATIONS
Student Organization Board Training Fall 20119
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.
UTICA COLLEGE POLICIES
OFFICE OPERATIONS
Student Organization Board Training Fall 201110
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.
UTICA COLLEGE POLICIES
OFFICE OPERATIONS
Student Organization Board Training Fall 201111
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 policyfor 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.
UTICA COLLEGE POLICIES
OFFICE OPERATIONS
Student Organization Board Training Fall 201112
Get Advisor contract signedThe 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:
ORGANIZATION REGISTRATION
OFFICE OPERATIONS
Student Organization Board Training Fall 201113
Attend Org Board Training sessions
1. Tuesday, March 25th 3:00pm – 4:00pm in Strebel Aud
2. Thursday, April 3rd 10:00am – 11:00am in Strebel Aud
3. Friday, April 4th 11:00am – 12:00pm in Strebel Aud
4. Monday, April 7th 7:00pm – 8:00pm in Strebel Aud
5. Wednesday, April 9th 5:00pm – 6:00pm in Strebel Aud
6. Friday, April 11th 3:00pm – 4:00pm in Strebel Aud
7. Sunday, April 13th 2:00pm – 3:00pm in Strebel Aud
ORGANIZATION REGISTRATION
MAKE SURE
MAKE SURE
TO SIGN IN!
TO SIGN IN!
OFFICE OPERATIONS
Student Organization Board Training Fall 201114
This year, we have added an Org Advisor Training component. THIS TRAINING IS NOT REQUIRED, BUT IS HIGHLY SUGGESTED TO ADVISORS. Please share these dates with your Org Advisor.
Org Advisor Training sessions:1. Tuesday, March 27th 4:00pm – 5:00pm in Strebel Aud2. Friday, April 4th 12:00pm – 1:00pm in Strebel Aud3. Tuesday, April 8th 8:00am – 9:00am in Strebel Aud4. Wednesday, April 9th 1:00pm – 2:00pm in Strebel Aud
ADVISOR TRAININGS
OFFICE OPERATIONS
Student Organization Board Training Fall 201115
Start a new club of your own!Greek Life: see Student Activities to charter new
chapters in IGCLeadership Weekend – Early Fall SemesterLeadership Workshops for your org– by requestOrientation Mentors/Summer PTMs – Apply in FallResident Advisors and Summer RAs – Apply in SpringStudent Org Board Training – Spring during re-
registrationStudent Senate – open meetings 3pm Bell every other
Wed.UCPB – join or submit ideas to ucpb@utica.eduBecome a Tutor, e-mail tutoring@utica.edu
OTHER LEADERSHIP OPPORTUNITIES
OFFICE OPERATIONS
Student Organization Board Training Fall 201116
NEW ORGANIZATIONS:Instructions for creating a new org can be found on the “Create an Org” link on the Student Activities webpage.Read the Student Senate Recognition Committee bylaws athttps://pioneerplace.utica.edu/organization/studentsenate/documentlibrary
Restrictions of a newly recognized org:Student Senate Constitution Article 5 Section 9 Line 171 F.
states, “In the event that a newly formed organization is recognized by Student Senate… they shall be eligible to receive funding the semester they are recognized pending they co-sponsor an on-campus event with an already recognized organization as well as perform an on-campus community service project.”
NEW ORGANIZATION RECOGNITION
OFFICE OPERATIONS
Student Organization Board Training Fall 201117
Student Senate fundingReserving roomsPosting fliersOrg mailboxOn-campus fund raisingAssistance in finding resourcesA free website for your org
RECOGNITION PRIVILEGES
OFFICE OPERATIONS
Student Organization Board Training Fall 201118
Online databaseClub websitesCommunication Center- mass messagingPost event fliers onlineConstantly updated club rostersStorage for historical documents, meeting agendas,
minutes, etc.Electronic forms and submissionsBetter marketing to new studentsFaster communication from Senate and Student
Activities
PIONEER PLACE
OFFICE OPERATIONS
Student Organization Board Training Fall 201119
The Club and Organization Manual is continuously updated and posted online. All information needed in its entirety is located in the Club & Organization Club & Organization Manual 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.
RESOURCES
OFFICE OPERATIONS
Student Organization Board Training Fall 201120
Joe Gutowski, Director of Student Activitiesjogutows@utica.edu X 3036105 Strebel Student Center
Individual student travel, conference funding, paperwork, etc.
http://www.utica.edu/student/activities/Club&OrgManual/travelconference.cfm
TRAVELING AND CONFERENCES
OFFICE OPERATIONS
Student Organization Board Training Fall 201121
Student Affairs Officex3100
http://www.utica.edu/student/conduct/index.cfm
College is a fishbowl. As student leaders, people will notice you even more! You are accountable for ALL your actions, ALL the time, in ALL places on and off campus!
CODE OF CONDUCT
OFFICE OPERATIONS
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Posting Policy 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.
Fliers may not exceed 11" x 17" in size (except on wall outside the Dining Hall). All postings will adhere to the College community’s sense of decency and good taste.
Offensive, obscene, or inflammatory postings will not be permitted. 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. Exception: Postings are allowed on residence hall walls.
Only one poster per activity or service is permitted per bulletin board. Postings should not cover or obstruct other notices.
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.
UTICA COLLEGE POSTING POLICY
OFFICE OPERATIONS
Student Organization Board Training Fall 201123
DaysheetFREE! Email: daysheet@utica.edu
TangerineAds cost moneyE-mail tangerine@utica.edu
TablingReserve Table #1 or Table #2 through EMShttp://ems.utica.edu/
WPNR RadioFree 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.docx
OTHER ADVERTISING
OFFICE OPERATIONS
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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.
UTICA COLLEGE SOLICITATION POLICY
OFFICE OPERATIONS
Student Organization Board Training Fall 201125
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 cleogrande@utica.edu
UTICA COLLEGE SOLICITATION POLICY
OFFICE OPERATIONS
Student Organization Board Training Fall 201126
CANNOT show movies without buying the copyright license: http://colleges.swankmp.com/Media/College/PDF/SwankCopyright.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 cleogrande@utica.edu
CANNOT use any UC Moose logos (strictly athletics)
COPYRIGHTS AND LICENSING
RUNNING YOUR ORGANIZATION
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Know and understand your organization purpose and mission. Ask the current members’ input and set goals
how many more people do you want/need? What talents are missing that the organization currently needs? What characteristics, interests should new members have? How are you going to advertise your club? How are you going to accept new members? What type of time commitment should be expected? Are there students from specific majors who will benefit from or add to the organization?
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 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.
ATTRACTING MEMBERS
RUNNING YOUR ORGANIZATION
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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!
ATTRACTING MEMBERS
RUNNING YOUR ORGANIZATION
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Leader should make sure Pioneer Place roster is current with names, 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 membersMake sure leaders are kind, social and approachable.
MANAGING MEMBERS
RUNNING YOUR ORGANIZATION
Student Organization Board Training Fall 201130
Keep contact with members. Hold interest by giving people tasks and trusting them with them.
Most people will 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.
RETAINING MEMBERS
RUNNING YOUR ORGANIZATION
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Define the purpose of the meetingDevelop and stick to the agendaRecord meeting minutes and distribute to all membersGive members a chance to discuss and evaluate goals and
objectivesKeep members updated on current events and ask for
their inputDelegate tasks and trust that members will follow throughIncorporate member appreciation and recognition for hard
work and successes.Pull everyone’s resources and opinions together for
decision making.
RUNNING MEETINGS
RUNNING YOUR ORGANIZATION
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Used for historical and recollection informationShould be outlined by meeting agendaInclude meeting start and end timeDetails about what was discussed, advice for
future, progress of tasks and eventsInclude 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**
MEETING MINUTES
RUNNING YOUR ORGANIZATION
Student Organization Board Training Fall 201133
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!
ELECTIONS
RUNNING YOUR ORGANIZATION
Student Organization Board TrainingFall 201134
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!
OFFICER TRANSITION
RUNNING YOUR ORGANIZATION
Student Organization Board Training Fall 201135
READ the Student Senate Finance Committee Supplement at https://pioneerplace.utica.edu/organization/studentsenate/documentlibrary
All orgs start out with a $0 budgetYou must ask for money and be approvedConstant application process (no deadlines)Runs by student reimbursement (you pay and we pay
you back) or college purchase order for larger totals (through Student Activities).
Senate Comptroller has office hours in 105B StrebelOr ask for a copy at ssenate@utica.edu
MANAGING A BUDGET
RUNNING YOUR ORGANIZATION
Student Organization Board Training Fall 201136
Look presentableWear organization apparel if you have itWear nametags to identify yourself as part of
the organizationWelcome people to your eventBe on time (which means early)Stay after to help clean or tear down
EVENT HOSTING
RUNNING YOUR ORGANIZATION
Student Organization Board Training Fall 201137
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 orgMore people to reach out toBetter 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
COLLABORATION
Student Organization Board Training Fall 201138
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.
RUNNING YOUR ORGANIZATION
ADVISOR EXPECTATIONS
Student Organization Board Training Fall 201139
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
RUNNING YOUR ORGANIZATION
ADVISOR EXPECTATIONS
Student Organization Board Training Fall 201140
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.
RUNNING YOUR ORGANIZATION
TIPS TO SHARE WITH YOUR ADVISOR
PLANNING AN EVENT
Student Organization Board Training Fall 201141
Pace yourself and give offices time to get things done for you instead of rushing.Set deadlines for your planning stagesGive 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
PLANNING DEADLINES
PLANNING AN EVENT
Student Organization Board Training Fall 201142
EVENT CHECKLIST
PLANNING AN EVENT
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EVENT FORMS
PLANNING AN EVENT
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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
EVENT MANAGEMENT MEETINGS
PLANNING AN EVENT
Student Organization Board Training Fall 201145
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*
THEATER/SOUND BOOTH TECHS
Student Organization Board Training Fall 201146
Keep dates in mind as you plan your org events:Welcome Week (UCPB)- first week of Fall semesterRecruitment (IGC)- once per semesterHomecoming (Office)- mid OctoberSnow Daze (UCPB)- first week of Spring semesterGreek Week (IGC)- mid AprilSpring Fling (Office)- end of AprilMoose-A-Palooza (UCPB)- last weekend during Spring
semesterMake sure you get a good turn out by not
programming against other large or popular events.
OFFICE TRADITIONAL EVENTSPLANNING AN EVENT
PLANNING AN EVENT
Student Organization Board Training Fall 201147
All orgs MUST use UticaTickets.com if selling tickets to an event.
NO CASH SALES AT THE DOORTicket 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/ticketproceddures.cfm
TICKETING POLICY AND PROCEDURES
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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.
CONTACTING ARTISTS AND AGENTS
PLANNING AN EVENT
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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.
CONTACTING ARTISTS AND AGENTS
PLANNING AN EVENT
Student Organization Board Training Fall 201150
*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.
CONTRACT PROCESSPLANNING AN EVENT
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DO NOT SIGN ANYTHING!Any contracts you receive need to be approved by Student
Activities 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
bapirain@utica.edu
CONTRACT PROCESSPLANNING AN EVENT
Student Organization Board Training Fall 201152
“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.
PLANNING AN EVENTLARGE EVENT PROCEDURES
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“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 14TH, 2014
PLANNING AN EVENTLARGE EVENT PROCEDURES
Student Organization Board Training Fall 201154
You must have gotten approval from the Director of Student 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 guestYour Organizations advisor must be present at the
event from beginning to endIf you are selling tickets you must use UticaTickets.comTo use UticaTickets.com you must have an Agency
AccountTickets can also be sold by cash in the Student
Activities Office as long as you are registered through UticaTickets.com
PLANNING AN EVENTLARGE EVENT PROCEDURES
Student Organization Board Training Fall 201155
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
PLANNING AN EVENTLARGE EVENT PLANNING
DEADLINES
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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
ASSESSMENTSPLANNING AN EVENT
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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 your event
Student Senate Finance Committee meets every 2 weeksStudent Senate Full Committee meets every other 2 weeksFor your funding to be approved you must attend both
meetingsThis 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.
GENERAL INFOFUNDING YOUR EVENT
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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 genacct@utica.edu
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.
AGENCY ACCOUNTSFUNDING YOUR EVENT
FUNDING YOUR EVENT
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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
CAMPUS THEME FUNDING
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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
FUND - RAISINGFUNDING YOUR EVENT
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Tabling outside the dining hallUse 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.
FUND - RAISINGFUNDING YOUR EVENT
Student Organization Board Training Fall 201162
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