Fall TrainingSprott Clubs2015 – 2016

What we’ll cover…

• Managing risk

• Working with SBSS & BCMC

• Representing Sprott

• Finances and funding

• Event planning

• Marketing & communication

• Accreditation application

SBSS Structure

Sprott Business Student Society

SASASFSA SISSA SMSA SSCMASIBASSMA Enactus

President: Adam Webb

VP Academic: Kyle Taylor

Club Officer: Arya Abawi

Sprott Clubs

BCMC Structure

BCMC

SASA SFSASISSA SMSASSCMA SIBASSMA

Katie LeBlanc Dotti MacNeilAlanna AllenGilles LeBlanc

Enactus

Being a Sprott Leader• Professionalism

• Timeliness

• On & off campus

• Inclusivity

Budgeting

• Create a budget for each event

• Create a budget for year

• Review budgets pre and post events

• Consider: ticket sales, sponsorship, funding, unexpected costs

• Do not rely on funding to host an event

Sample Budget - Event

• Other costs to consider…

• Printing costs (programs, name tags)

• Thank you cards/gifts

• Deposits (ex. Room rental)

Sample Budget - Year

• Other costs to consider…

• Bank fees

• Cheque fees

• Promotion costs (flyers, swag)

Club Bank Account

• Most Sprott student groups already have a bank account with the Scotiabank on campus in their group’s name

• If you have not already, contact Grace for a letter to have the President & VP Finance names put on the account

• The majority of accounts have money in them! (YAY!). You can’t access these funds until your names are on the account

• Both signing authorities must sign each cheque

Writing Cheques

Funding

From SBSS• Set aside $ each year for funding of Clubs

From CUSA• Conference & Discretionary Funding • http://cusaonline.ca/council/conference-discretionary-fund-application

/ • Apply 4-8 weeks in advance if possible

From Carleton Student Affairs• Student Activities Fund• http://carleton.ca/studentaffairs/student-activities-fund/• Apply 4-8 weeks in advance

All funding is a reimbursement. However, if you have receipts before event takes place you can submit them immediately

upon approval of funding

From Sprott School• Apply sprott.carleton.ca/students/undergraduate/student-experience/student-organizations/club-executive-info/

• ‘Student Club Funding’

Transition – Bank AccountsWhen the 2016/2017 Exec is selected…

• Meet with the new President/VP Finance BEFORE summer

• Give signing authority and cheques at this time

• Give budgets at this time

Event Planning

•Academic•Social•Career•Skill•Wellness

What kind of event?

•Check calendars•Research

Set a date •On-campus•Off campus

Find a venue

•Students•Faculty•Industry•Alumni

Invite guests

Serving Food @ Events

*Depending on the company, catering can be expensive. Be mindful of this when budgeting!

On Campus Event• Must use Aramark unless the event is being hosted at Mike’s Place,

Oliver’s, or Rooster’s• To order Aramark: https://carleton.catertrax.com/

Off Campus Event• Some company’s have contracts with catering companies that you must

use

Transportation to events

• Bus companies: Stock, Campeau, 417 Bus Lines, etc.• Book FAR in advance• Never put just your name on the contract – this makes you liable

• Ensure your group name and Sprott School of Business or Carleton University is also reflected on contract

• Contact Department of University Safety to let them know where and when your buses will be arriving on campus

Booking Space On CampusClassroom

• Request through Grace• Give as much advance notice as possible (2 weeks is ideal)

Event Space• Ex. River Building atrium• Book through Conference Services

http://www.carleton.ca/conferenceservices/ ‘Facilities Booking Request Form’

• These spaces book EARLY

Athletics Space• Ex. Norm Fenn Gym, Ice House, Field House• http://athletics.carleton.ca/facilities/ ‘Rental Information’

Setting Up Chairs, Tables, etc

Facilities Management and Planning (FMP)• http://carleton.ca/fmp/our-services/• Fee involved. See website for rates.• Reserve early! Will need floor plan.• Ex. tables, chairs, stage, high tables, podium

Instructional Media Services (IMS)• http://carleton.ca/ims/carleton-university-event-support/ • Fee involved. See website for rates.• Ex. microphone, speakers, music• If using a classroom that has projector, will need to contact IMS to get

key to cabinet for computer access

Events Off Campus Outdoors• Most outdoor spaces in Ottawa require you to get an event permit

• Application process (these take weeks to months)• Application fees + rental fees

• City of Ottawa manages most but not all outdoor spaces in Ottawa• NCC (National Capital Commission) is responsible for most others

*The rules for outdoor space vary depending on the space and the group that owns it. Some do not permit things such as: serving food, fundraising, noise, etc. Be sure to get a permit and check the rules before planning the rest of an event.

Events Off Campus

• Secure a venue early because some spaces book months in advance• Ex. Banquet location for November was secured in early summer• If you’re not sure of an appropriate venue for an event, Sprott staff can

help

Past venues used:

War Museum Lago Bar & GrillNational Arts Centre The WestinHeart & Crown Clocktower PubTailgator’s Salt

Promotion

To students• Sprott Off The Press http://sprott.carleton.ca/sotp/ submit on Tuesday• Social media • Event calendars on mySprott. Each President has a logon to add events to the

calendar. PLEASE add in all of your events• Club e-newsletter• Posters can post in designated areas around campus & 7th floor Dunton

Do include: Don’t include:

-Date & time-Location-Rain location if applicable-Ticket details-Eye catching pictures-Contact info-Social media accounts

-Alcohol prices or discounts-Pictures of students without having their permission-Pictures of alcohol or alcohol paraphernalia-Logos without having permission

mySprott Calendars

Promotion

• Send an email to all those that you met at Expo• Thank them for talking to you• Update them on what’s next for your group• Give them info they may need/want (FAQs, next meeting, exec

bios, where can they become a member, etc)

Follow Up From Expo

• Great to have if you’re able to maintain it

Club Website

• Twitter & Facebook have most success• Keep social media active! 3-5 posts a week

Social Media

Clubs Room 715 DT

• Keypad with code• Code was emailed beginning of September

• Please keep room clean there are 15 groups using this room• Do not put valuable items in room as many people have access• If you have valuable items, see Grace to arrange safe keeping• Book office hours through Grace

• Every group has a folder in 715 DT• Please check mail a few times a month

Mail

Accreditation Form

• Each Sprott group (except SBSS) submits one every fall• Sent to Presidents in August• Please submit by Friday, Sept 18 latest via email to grace.valentine@carleton.ca or drop off

at 704 DT before 4:30pm on Friday• Reviewed by myself & Adam Webb (SBSS President)

Resources

1. Sprott student exec handbook:http://sprott.carleton.ca/wp-content/files/Sprott-Student-Org-Handbook-2013-14.pdf

2. Sprott website: http://sprott.carleton.ca/students/undergraduate/student-experience/student-organizations/club-executive-info/

3. Sprott staff – Alanna, Dotti, Katie, Gilles, Grace

Questions?