clubs & organizations training first “xxx” is specific to your club ... we will always need...
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Clubs & Organizations TrainingOfficer Training Fall 2016
Welcome!
● Resources
○ Kat Slaby, Assistant Director
○ Jenny Kimura & Justin deMattos,
Clubs and Orgs Interns
○ Your Club Advisor
○ SAB-CO (AUC 140)
○ Clubs and Orgs Handbook
○ Our Clubs website
○ This training (and the notes you’ve
been given!)
Introductions: Have one person
introduce your club, and a little about
what you do.
Contact information:
● Clubs and Orgs email: [email protected]
● Kat Slaby: [email protected]
What can you use the Clubhouse for?
● Swipe access after 5pm
● Storage Lockers
● Office supplies, butcher paper
for posters, meeting space
● You may leave posters in the
Clubhouse for up to 1 week
● Clubs and Orgs office- Adobe
Photoshop, Illustrator,
InDesign
● Printer/Copier ( $0.025 for
B&W, $0.12 Color)
Where is the new Clubhouse?
● Over the summer, the
Clubhouse and ASPLU
switched offices. We are now
located in AUC 140, and will
share this space with Student
Activities Board.
● Please be mindful of others
while you meet in here, as
this space will be used by
many different programs.
Money and Finances
● Fundraising
● Membership Dues
● SAB Appropriations Board
○ Funding must be used for events
that are free & open to the PLU
community
● Student Life Council Funding
○ Funding for travel expenses
What account numbers do you need?For all INCOME transactions: For all EXPENSE transactions:
820xxx-6323-5706-00 820xxx-6323-xxxx-61
Note:
● The first “XXX” is specific to your club
● On-campus expenses can be handled with these
numbers.
● When buying anything from PLU, always use your
account number.
Common 4-Digit transaction types• 7102 – Office/General Supplies
• 7132 – Dues and Memberships
• 7133 – On Campus Meeting/Event
• 7141 – Photocopying
• 7142 - Printing
• 7143 – Advertising and PR (IMPACT)
• 7144 – Postage/Mailing
Other Finance ProceduresDeposits
● For depositing funds to your club’s account, you need to complete the deposit
form and hand funds over to the Business Office (Admin 110).
● Checks or cash only.
● You do NOT need Kat’s signature!
● What form should I use? Business Office Deposit Slip
Reimbursements
● In order to receive a reimbursement, you MUST have an itemized receipt.
● You will NOT be reimbursed if you use a gift card to purchase items.
● All reimbursements and advances must have Kat’s signature before it can be taken
to the Business Office.
● What form should I use? Cash Reimbursement Form (for less than $75)
How do I spend club funds on off-campus expenses?● For purchases totaling $75 or less, print out an “Expense Advance Authorization
Form”, available on the Clubs website under Documents and
Forms/Reimbursement + Funding Request Forms.
● For payment by check, such as when a purchase exceeds $75 and you have an
invoice, print out a “Payment Request Form”.
● If you are ordering something online, contact Kat to assist you in purchasing the
item(s) using a PLU credit card.
Handling money is very sensitive, so if you ever
have any questions/doubts, ask first! Email us at
Need Funds?SAB Appropriations Board
● The SAB Appropriations Board
(formerly ASPLU) will fund events
that are on campus, free, and open to
the PLU community.
● They must not benefit your club in
any way financially.
● What form should I use? SAB
Appropriations Form, found under
Clubs and Orgs Documents and
Forms. (Will be live soon!)
Student Life Council Fund
● Will provide funds to help offset club travel
expenses.
● What form should I use? Student Life
Council Funding Request (Clubs
Documents and Forms)
Other types of fundraising● Fundraising policy: All fundraising
activities MUST be approved by SIL
via an Event Planning Form. The EPF
must be done 3 weeks in advance.
● General policies:
○ No raffles, lotteries, or
sweepstakes may be held.
○ The club/org must not imply that
the university is a sponsor of the
event.
○ No selling of alcohol
● External Fundraisers are events
sponsored to raise money for a
charitable, tax-exempt organization
external to the university.
● Internal Fundraisers are events meant
to raise funds for internal
club/organization use (i.e. operating
expenses, activities/events)
What’s New: Create a Gift Account for your Club
● Student clubs and organizations may
now receive support from alumni and
private contributors, as well as
corporate donations.
● Through this account, PLU can now
accept tax-deductible contributions
from donors on behalf of the student
club/organization.
● To start, a club/org completes the
Fundraising and Gift Account Request
form. Once completed, the form is
submitted along with a current
organization budget, solicitation/donor
letter (if fundraising), and any other
supporting documents.
● When using the account for
fundraising, an Event Planning Form
must be submitted. A meeting will be
scheduled between the club/org
leadership and Kat.
What is it? How can I set one up?
What’s the policy on that?● Speakers at your event: Must submit an EPF at
least 4 weeks prior to the event, and provide a
brief description of the topic that will be
covered by the speaker.
● Can I show a movie at my event? By law, you are
not allowed to show a copyrighted movie in a
public setting unless you have obtained
permission from the movie distributor.
Advertising your event or holding it in an open
space such as the Cave counts as a public
setting. Obtaining copyright permissions can
sometimes be expensive. This is a great time to
partner with another group!
● For all future political activities or events,
please read our policies, found in the
Clubs and Orgs handbook, very carefully.
If you have questions, email us at
● Working with Minors: Events that
include minors must have a submitted
EPF 60 days before the event, conduct
background checks of all participating
students, and must go through training
prior to the event. For more information,
see our Clubs and Orgs handbook.
Programming ● Event Planning Form (EPF)
● 25Live (Campus Calendar)
● Clubs and Orgs Handbook
How to plan your events
Before your event takes place...we need 2 things!Event Planning Form
● We will always need an EPF for all
club events except tabling, unless
you are fundraising while tabling.
● If you do not have an EPF, we will
not approve your request in
25Live, which reserves you a space
on campus.
25Live
● 25Live reserves a specific space
and time on campus, and puts
your event on PLU’s website
calendar.
● You can also reserve multimedia
(microphones, projectors, etc)
here.
Always, always, ALWAYS complete both of these at least a week before the event!
What do I need liability waivers for?● We require liability waivers for any event that presents danger to any student
involved. This can include:
○ Traveling off campus
○ Strenuous physical activity (dancing, sports tournaments, run/walk events)
○ Performance on a stage or risers
● Specific waivers can be drafted for your event to make the process faster, but you
MUST contact the SIL office or the Clubs and Orgs Interns at least 10 days in
advance.
● Liability waivers are due to the SIL office a week after your event takes place.
● Any off campus travel requires submitted waivers two weeks before departure.
Club Travel: what you needDomestic Travel: Required documentation
must be approved by SIL at least 2 weeks
prior to departure date.
International Travel: You must work with
SIL and the Wang Center, at least 9-12
months prior to departure.
Day Trip Planning Form
Transportation options:
● No Carpooling
● Campus Safety 12-person vans &
5-person cars (must be van certified)
○ $15 per day, $.67 a mile
○ Cheaper for shorter trips
● Enterprise Vans
○ $108 per day
○ Better for longer trips
● Reimbursement for gas
○ $0.45 per mile
● Bus or Walking
What forms do I need?
● Faculty/Staff Statement of Responsibility and
Authorization Waiver,
● Faculty/Staff Confidential Medical Statement for
Travel,
● Student Statement of Responsibility and
Authorization Waiver,
● Student Confidential Medical Statement for Travel
Advertising Strategies
● Posters
○ Impact
○ Hand-made (use Clubhouse
resources)
● Social Media
○ Your club’s website, email, facebook
page
● PLU Media
○ LASR
○ Daily Flyer
○ The Mast
○ Clubs & Orgs Facebook Page
○ Clubs & Orgs Newsletter
○ Clubs & Orgs Website
How to promote your events
Advertise Yourself. Posters
● Posters can be made in the
Clubhouse. We have:
○ Butcher paper
○ Markers, sharpies, crayons
○ Die-cut machine (letters)
○ Access to Photoshop, etc.
● All posters must be approved by
Campus Life office before you can
hang them in the UC/Admin.
● Ask an RD before you hang
posters in the Residence Halls.
Social Media
● Regularly update your Facebook
page and your website.
● Actively respond to your club
email account.
● Take lots of pictures!
● Use LASR and the Mast to help
you advertise!
[email protected], AUC 183
[email protected], AUC 172
Let us advertise you!Like our Clubs and Orgs Facebook page!
● Feel free to post or share your club’s events
directly to our page.
Advertise your events in our Newsletter
● Our biweekly newsletter is emailed to over 200
people, and we are always looking for events to
spotlight! You can email us directly at
[email protected] or write us a blurb/upload a
picture of the event on our Event Planning
form.
Using Impact and the Daily Flyer● Impact is a student run
advertising business that can
help your events garner
attention and look great.
● Impact has 28 bulletin boards
all over campus.
● If you already have a poster
design, they can print and
distribute your poster for a
manageable cost.
● They can also design posters, logos,
UC TV ads, videos, UC table top
ads, and arrange for photographic
coverage of your event.
● You can also place a Daily Flyer ad
request through Impact. The Daily
Flyer is distributed to over 90 spots
on campus, daily.
Email: [email protected]
Office location: AUC 142
Club Awards● Program of the Year
○ Social Justice Program of the Year
○ Service Program of the Year
○ Social Program of the Year
○ Educational Program of the Year
● Individual Awards
○ Outstanding Advisor of the Year
○ Outstanding Officer of the Year
○ Quiet Influence Award
● Organization of the Year
Nomination forms open in February!
This year, Club Awards will be separate from
the Celebration of Leadership!
Other things...● Have you created your club’s PLU email account yet?
● Has your advisor filled out the 2016-17 Advisor Agreement?
● Do you have your club’s account number?
● Do you know your locker combination?
Monthly TimelineSeptemberAugust October November December
January February March April May
● Fall Involvement Fair● Establish meeting times● Officer Elections● Start planning big events
● End of semester celebrations● New officers for J-term/Spring, as
necessary
● Spring Involvement Fair● Establish new meeting
times, if needed
● Club Awards-nominations open ● Club Registration for next year
● President elections (if needed)
● End of year celebrations
Thank you!