KSA Club Leader Kick-Off

May 12, 2008

Objectives

• Introduce you to a subset of the people you’ll rely on over the year

• Review policies and guidelines • Learn what needs to be done before end of

quarter!

All the material presented will be posted on the KSA website under

‘Clubs’

Agenda

• Welcome• Club Funds• Corporate Relations• Thank-a-Thons• Budget Process• Planning Events• Key Dates• Q&A

Welcome and Thank You!

• Office of the Deans– Dean David Besanko

• Office of Student Affairs– Fran Langewisch– Wendy Metter

• KSA– Fritz Buerger

Expectations For Next Year

From KSA• Support to help you

– Lead your organizations as effectively as possible

– Interact with administration and the greater Kellogg and NU communities

• Regular communication regarding club events and effective practices

• Real time feedback on club funding and activities

From Clubs• Club collaboration and

ongoing improvement– Co-sponsorship of events– Best practices sharing– Continued effective events

open to all Kellogg students

– Handbooks to improve knowledge transfer

• Communication– With the administration– With the KSA– With the club members– With other clubs/

organizations

Club Funds

Fritz Buerger

Club Comparison

• Number of Clubs– Kellogg: 90 Clubs– B-School Average: ~70 Clubs

• Club Dues– Kellogg: No specific club dues – all part of quarterly

student activity fee

• Other B-Schools – Some have free 2 club cap, then must pay dues for each

additional club membership– Some are entirely dues-based; range from $5 -$50/yr

KSA versus SOFO fundsKSA Funds SOFO Funds

Come from Student dues ($56 per quarter/student) each quarter and allocated by the KSA through annual budget process

Revenues generated by clubs through club events / activities

Rules Specific NU and Kellogg rules govern the use of these funds

Up to club co-chair discretion and SOFO regulations

Management Club Treasurer and signed off by KSA VP of Finance and SOFO rep (Deborah Garcia)

Club Treasurer and signed off by SOFO rep (Deborah Garcia)

Carry-over Any unused funds are taken back into the common KSA fund and reallocated each year

Carried over from year to year as in a traditional bank account

Held … by KSA VP of Finance and paid out on request

… in club account and managed by Club Treasurer

Keeping track Accounts balanced by KSA VP of Finance

Monthly account balance sent out by SOFO rep (Deborah Garcia)

KSA Funding Guidelines

• Must be used for activities that benefit the student body. All activities must be made available to the whole student body.

• Speakers: Tangible or physical gift of reasonable value. No fees, accommodations, meals or transportation (NU rule).

• Events: Entry fees for tournaments and case competitions. No transportation or lodging.

• Mailbox Stuffing: Once per quarter with cost under $100

• Clear all expenses under $400 for remainder of the quarter through VP of Finance

• When in doubt, apply the “in front of the class” rule

KSA Reimbursement Guidelines

• Budget and reimbursement process maintained by club treasurer / finance co-chair

• Must provide correctly completed voucher signed by club treasurer and receipts/proof of payment

• Receipt requirements – original, itemized, proof of payment in under 90 days

• No reimbursement for Illinois Sales Tax (use NU tax-exempt letter located on club web site)

Reimbursement Process

• SOFO reimbursements – Give to directly to Deborah Garcia (located in office 250A)

• KSA reimbursements – Put in Fritz’s mailbox

• It takes approximately 10 – 12 business days for the checks to be cut and delivered after Deborah processes them

• This also depends on when she gets the invoice from Fritz, and a student worker to help her process all the checks (so please be patient before emailing me that you haven’t gotten a reimbursement check)

Treasurer’s Responsibilities

• Serve as the main financial contact between club/club members and KSA VP Finance (Fritz) and Kellogg SOFO rep (Deborah)

• Sign transfer forms• Sign off on all club expenses – vouchers must have

your signature• Apply for KSA funds by June 1st• Final Day for Reimbursements June 4th• Treasurers MUST maintain financial records

for KSA and SOFO budgets

Key Contacts

• Fritz Buerger – KSA VP Finance & Business Development – Email: fbuerger2009@kellogg.northwestern.edu

• Deborah Garcia – Kellogg SOFO Rep – Email: d-garcia2@kellogg.northwestern.edu– Office: 250A– Phone: 467-3525

Corporate Relations

Elizabeth Orr Jennifer Johnson

Role of Corporate Relations

• Central contact for all club and conference activities – 40 professional clubs– ~14 student-run conferences– Other activities through professors & classes, centers,

executive education, Part-Time Program

• Liaison between students, administration (Dean’s Office) and companies– Knowledgeable on Kellogg’s complex relationships and

history with corporate partners

• Support clubs and conferences -- coordinate sponsors and speaker solicitation– Our objective is to make sure that the school has

knowledge of events, all parties are satisfied and that expectations are properly managed

Company Presence Task Force

• In February of 2007, due to the increasing amount of feedback that we received from students, employers, faculty and administration, Dean Jain commissioned a Company Presence Task force to address the increasing need to re-balance the blend of academics, career exploration and employer contact in the Kellogg MBA experience

• Task Force consisted of Students, Employers, Deans and Faculty, CMC and Corporate Relations

• Through student focus groups and surveys as well as employer roundtables, we developed policies to combat the issues and strive for fewer conflicts and greater collaboration between students, administration and our corporate partners.

• One outcome is that Corporate Relations will facilitate Company contact with Club leaders. We will go into further detail about these policies at the club training later this month

Sponsorship Budgets

• Your sponsorship budget should include:• Estimated costs of each event that you are

interested in soliciting sponsorship – $7 - $10 per person is appropriate for an on campus event – $15 - $20 per person is appropriate for an off campus

event

• To find out your recent CUFS/SOFO account balance contact Deborah Garcia

Overview of Sponsorship Process

• Corporate sponsorship is appropriate for educational and cultural events – This includes academic events, conferences, speaker events

and school wide events

• Submit a proposed club calendar, event budget, list of potential companies and solicitation plan and letters for approval to your corporate relations contact.

• Sponsorship monies should be solicited more than two months before the event

• The Sponsorship structure is $1,000 for one event, $2,000 for two events and $2,500 for three events

• Meet with your corporate relations contact to review and discuss sponsorship plan

• Solicitations can be sent to potential companies after June 16th

Approval Process

• Corporate Relations reviews the submission, checking:– Items in budget are reasonable– Companies targeted are an appropriate fit for your Club or

activity. – We will also provide you with company names and

contacts that have reached out to us interested in sponsoring

– The benefits are clearly presented and adhere to 501c(3) guidelines.

Other Things to Remember

• Career Fairs – Career Fairs should be approved by the Career Management Center (CMC) before moving forward

• Case Competitions – A corporation can host, not sponsor, a case competition. This means that no money exchanges hands between the Kellogg School and the hosting corporation. All monies paid by the corporation for hosting the competition (prize money, food, room rental fees, etc.), should be paid directly to the vendor from the corporation. Additionally, because Case Competitions benefit very few students, sponsorship money cannot be raised to support a team’s entrance fee, traveling expenses, etc, to another school or company’s case competition. Also, If a company requests to host a case competition, please funnel those requests through the CMC.

Other Things to Remember

• TG’s - Companies that give money to help fund a TG are considered corporate hosts. A TG corporate host does not receive any recognition by the Kellogg School. The money given by a corporate host for a TG is not considered a donation to the school, is not tax deductible and does not count toward their Kellogg Corporate Affiliate Status. As money given by companies for TG’s directly affects money given for sponsorship of academic events, anyone interested in soliciting for a TG must work directly with the KSA social chair, and an Assistant Director of Corporate Relations.

Other Things to Remember

• Company sponsorship is event based. A Club cannot be sponsored generally

• BWAH is the only Club able to fundraise for other charities

• Giving away cash prizes is not a responsible use of sponsorship dollars and benefits very few parties

Sponsorship Resources Available

• Corporate Involvement Website– http://www.kellogg.northwestern.edu/student/ksa/

leadership/corporatesponsres.htm

• It contains:– Corporate Sponsorship Guidelines– Kellogg Invoice Template - Information companies need to

write a sponsorship check to Kellogg.– Conference Sponsorship Handbook - Guidelines for

conference sponsorship committees to follow. The handbook includes action plans to obtain corporate support for a large event at Kellogg.

– Corporate In-kind Gifts Information – FAQ’s - Frequently Asked Sponsorship Questions

Sponsorship Checks

• All sponsorship checks should be sent to:

• Jennifer Johnson/Elizabeth OrrOffice of Development and Alumni RelationsKellogg School of Management2001 Sheridan RdEvanston, IL 60208-2008

Soliciting a Speaker• Please receive approval by the Corporate Relations Office if you

are interested in bringing a high-level speaker or alum to the Kellogg School

• Start early, securing a speaker takes time. Begin Solicitations four to five months before the event.

• It is important to be aware and respectful of potential speakers relationships with the Kellogg School, past, present and future.

• In an effort to be respectful of a persons time, we discourage inviting the same individuals to the Kellogg School year after year. Please check the speakers database, the most comprehensive list of Kellogg speakers from 2000 to present.

• Be aware of speakers expectations. It is important to have a large audience for a high level speaker. We encourage partnering with another Kellogg club.

• Calendar conflicts will affect your event’s attendance. Please plan a date and time wisely. With all of the events happening at Kellogg every quarter, be conscious of possible content overlap. Please think quality over quantity.

• Would this person be a better fit for a conference? Conferences are a good venue for high-level speakers, as the additional programming and marketing/promotion efforts involved in a Kellogg conference ensures strong attendance numbers.

Speaker Resources Available

• Corporate Involvement Website– http://www.kellogg.northwestern.edu/student/ksa/

leadership/corpspeakerres.htm

• This contains:– Potential Speaker List - a list of individuals who have

indicated interest in speaking opportunities at Kellogg or who have been funneled through different channels (Dean's Office, Development, Faculty) as potential strong speakers.

– Speaker Database - The largest and most comprehensive list of past speakers at Kellogg from the year 2000 and on.

– Crain’s List of Who’s Who in Chicago Business - Kellogg always suggests utilizing the local Chicago business community for speakers.

– Speaker Logistics Guidelines - Important steps to follow when inviting a speaker to Kellogg.

– Conference Speaker Handbook – A guide and suggested timeline for conference speaker committees to help them to obtain a corporate speaker for a large event at Kellogg.

Key Contacts

• Jennifer Johnson– Email: jennifer-johnson@kellogg.northwestern.edu – Office: Jacobs Center - office 219– Phone: 847-467-1301

• Elizabeth Orr– Email: e-orr@kellogg.northwestern.edu – Office: Jacobs Center - office 215– Phone: 847-491-3548

Thank-A-Thons

Natalie Harris

Phone-a-thons = Thank-a-thons

• Simple way to raise vital club funds • Connect with Kellogg alumni & thank them for their

financial support• Work especially well for clubs that cannot solicit for

corporate support

What are Thank-a-thons?

• Call Kellogg alumni for two reasons:– Inform about the latest campus news – Thank them for their support to the Kellogg Annual Fund

• A Kellogg development staff member is present at all thank-a-thons

Who Can Participate?

• Any club at Kellogg can participate • Minimum of 6 students required• Maximum of 7 students• Clubs must participate for 3 hours – shifts for

callers are acceptable• Bonuses available

When do Thank-a-thons happen?

• Typically take place in November & February• Arrange on any weekday during these months• Call on weekday evenings: 6:00-9:00 pm

Where do Thank-a-Thons happen?

• Take place in Jacobs Center room #2201• Complimentary dinner and beverages are served

for callers

Fundraising Amounts

• Can earn between $450-$700, depending on the number of callers

• Paid $25 per caller per hour• Funds will be deposited directly into your SOFO

account 4-6 weeks after the event

Key Contact

• Natalie Harris– Email: n-harris@kellogg.northwestern.edu – Office: Jacobs Center - office 220– Phone: 847-467-6386

Technology

KIS (Anne Kaduk)

Club Technology Today

• Club and Group Directory– Please make sure this is updated with accurate

information– Being a moderator for a club’s entry in the club and group

directory is what lets you post events for that club on the Serial calendar

• Serial Posting– Rules – request a posting link

• Class List Communications– Guidelines – Serial > Student Organizations > Student

Group Listservs

• Audio / Visual– kis-fastcats@kellogg.northwestern.edu (located in Jacobs

158, across from Jacobs 157)

Club Technology Today

• Request forms for transition and creation of all Kellogg technology tools can be found here: http://www.kellogg.northwestern.edu/kis/clubtools(Serial > Computing > Club Tech Tools)

• Please email Anne Kaduk at kis-techtools@kellogg.northwestern.edu with comments or questions.

• A club technology tools training session will be announced at a later date.

Club Technology Tomorrow

• KIS has created a Unified Club Services task force that is working with the KSA and others to improve club technology tools for the future.

• If you are using external resources successfully for club technology needs, please let me and/or Fritz know so that we can integrate that into our planning.

Budget Process

Fritz Buerger

Process Timing

• Club funding document emailed to leaders– May 12th

• Funding request due via email– June 1st

• Final day for submitting receipts– June 4th

• Assessment and allocation– June and July

• 2008-2009 club budget communicated– August 8th

Where Does the Money Come From?

Unspent club funds

Student activity fees

Dean’s contribution

General KSA funding pool

for 2008 - 2009

(Approximately$125K)

Club 1 allocation

Club 2 allocation

Club 3 allocation

Club 4 allocation

Club 5 allocation

Club … allocation

Club 90 allocation

Elements of the Funding Request

List of co-chairs

Membership numbers current and expected

Transition checklist

2007 - 2008 reviewPlan of events and requested funding

Leadership plan for 1Ys and first years

Budget Request

Transition Checklist Elements

• Role assignment– Technology representative– CMC representative (certain clubs only)– Treasurer/Finance representative

• Meeting attendance– Treasurer training (May 20th and in the Fall)– Club leader kick-off (Today)– CMC orientation (as required) (May 19th)– Bi-Quarterly roundtables

• Additional items– Updated website– Funding guidelines– Communication guidelines– Club Handbooks and Sharepoint (as required)

Club Handbooks

• Maintained as a soft-copy document to allow for effective knowledge transfer between leadership and among club members

• Contents:– Mission– List of expected events, including leadership transition– List of key club/industry specific resources– Club member’s guide to different roles within industry– List of industry specific recruiting tips– Link to alumni database

Club Funding

• A few notes…– Attendance at events such as roundtable meetings is

MANDATORY! Please email if you will not be able to attend an event

– Funding will be WITHHELD if the criteria are not met. School funds are a privilege, not a right

– We want to work with you to make Kellogg better – this requires effort from all parties

Club Participation

• Some upcoming events that the KSA needs your help in undertaking:– Club Discussion focused on class offerings and the bidding

system– Volunteers for the Kellogg Centennial celebration– Participation in a school-wide handbook for incoming

students– International recruiting efforts– Working to establish a comprehensive listing of leadership

opportunities available for first year students

• Please help your fellow classmates (these are their suggestions and initiatives) out and volunteer for these activities when emailed out

Planning Events

Andrea Hanson

Overview

• The Social Committee’s role at Kellogg– What we plan and what we don’t plan

• Hosting of TGs– Scheduling– Funding– Corporate Hosts– Other TG Rules

KSA Social Events

• Events we plan– Glo-Ball– TGs– Ferris Bueller’s Day Off– Taste of Kellogg– Running with the Bulls– Purple Rain– Some NU Tailgates

• Events we don’t plan– CIM Ball– Charity Auction Ball– Casino Night

TGs at Kellogg

• Part of Kellogg tradition• Opportunity to socialize and learn from the clubs at

our school• Showcases Kellogg’s diverse backgrounds and

interests• Held every Friday during the academic year• We need to protect TGs at Kellogg by following a

few simple rules…

Hosting TG - Scheduling

• Scheduling for TGs takes place at the beginning of the quarter prior to the quarter you wish to schedule in – Example: For TGs in winter quarter, scheduling will begin at

the beginning of fall quarter– An e-mail will go out shortly asking for Fall quarter hosting

requests

• How the dates are chosen:– You will have a week to submit a request for a TG (no

exceptions)– Please submit your top three date choices with the rationale

for your #1 choice (i.e. prior to a conference or event hosted by your organization)

– We reserve the right to move your date if there is a VERY good reason

– Clubs that collaborate on TGs are given special consideration

Hosting TG - Funding

• TG hosted by a club– KSA will pay for the cost of TG– The sponsoring club is expected to:

• Provide a unique atmosphere for the TG• Promote the TG to the student body• Work with KSA Social reps to place appropriate orders

• TG hosted by a conference– Conference must pay for entire cost of TG– Multiple conferences may co-sponsor a TG

Hosting TG - Corporate

• Companies can not officially sponsor a TG, but they can be offered an option to host

• All company contact must be approved by Jennifer Johnson– Do not solicit a company less than a month before your

event (just a common courtesy)– Please inform KSA (Andrea) ahead of time if you plan to

seek corporate funding for your TG

Hosting TG - Advertising

• The club, conference, or company hosting may advertise in any way they wish (within reason) at the TG. This includes, but is not limited to:– Banners and flyers in the atrium– Announcements by the DJ– Any additional activities or decorations in the atrium

• Clubs and Conferences not sponsoring the TG may reserve one of four tables under the atrium overhang with approval from the sponsoring body. Advertising for these bodies is limited to:– Banners/flyers on the front of the table and on the wall

directly behind the table– Any decorations, food, or activities which can fit on the

table– NOTE: No announcements may be made by the DJ for

clubs/conferences that do not sponsor the TG

Hosting TG – Other Information

• What is included in the standard TG package?– Up to 10 kegs of beer– Snacks & soda, setup & cleanup (Kafe Kellogg)– EMMC DJ

• Clubs are responsible for checking the ages of people attending TG

• Beer and wine only – NO hard alcohol is allowed at on-campus events

• Fines/Penalties– Conference or Company advertising outside the guidelines

described in this presentation – full cost of TG– Club advertising without permission/approval - $100– Canceling a scheduled TG less than 2 weeks before the

actual date – your club will not be given first choice dates for TG the next year

Key Dates

Process Timing Recap

• Club funding document emailed to leaders– May 12th

• Funding request due via email– June 1st

• Final day for submitting receipts– June 4th

• Assessment and allocation– June and July

• 2008-2009 club budget communicated– August 8th

Final Thoughts

• You determine the direction your club goes in the next year

• The KSA will do what it can to assist your forward progress

• We want every club to strive to be the best of its kind among our peer schools

• Collaboration and communication between clubs will improve the effectiveness of your events over the coming year

• Please don’t hesitate to let us know your comments, questions, and concerns

Questions?