Clubs & Organizations Training Advisors

Outline of Training Basic Information & Policies Planning an Event Resources for Clubs & Orgs Is Your Club the Best of the Best! Being an Advisor

Club & Org Information & Policies Club & Org President’s Council Utilizing MyQueens Policies Updating Information Posting Policy Off Campus Events Amber

Planning an Event MyQueens Student Life Student Activities Campus Event Planning Follow the Steps

Step 1: Request Space Tamara Osborne Facility Rentals Ad Astra Remember, students have not officially reserved their space until they get the follow up email CONFIRMING their space request!! Using Burwell Parlors Owen Intramurals Board Seasonal Sports Fall: Flag Football, Floor Hockey, Volleyball Spring: Basketball, Ultimate Frisbee, Soccer Pick-ups/Tournaments Where do I find out more? Where do I sign-up?! I have suggestions for sports?

Step 2: Event Services Request AFTER their space is CONFIRMED… When to Use it? ALWAYS!!! Notifies Student Activities of the Event Request Services like… Reserve Tables, Chairs, Stage, Trash Cans, Etc. Reserve Media Equipment (Small & Large) Have your Room Unlocked Campus Police Officer

Step 3 – FOOD!!!! Other Catering Services Dee Wood, Catering Director All food must be ordered through Chartwells Catertrax Food orders must be approved by Amber Perrell Other Catering Services Tablecloths Curtain

Step 4 – Confirm Event Services Requests It’s Not Enough to Just Hit Submit/Send. Make sure your students have received confirmations and are all set to go!

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

Step 6: Decorations Check out these great resources: Oriental Trading Shindigz Amazon Party City Thrift Stores M&N International

Step 7: Contracting Outside Vendors/ Performers/Services System for Approval of Contracts Contracts should include: Date, Time, Location Amount to be Paid Service Provided Contract Template or Informal Agreements

Step 8: Advertise!!!! 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

RESOURCES Clubs & Orgs Suite Printing Craft Supplies Balloons & Helium Tablecloths Printing Service Center

Club and Organization of the Year Requirements for Consideration: Must Register Club or Org by September 2, 2011 Must Submit Budget Request by October 12, 2011 Must attend 70% of President’s Council Meetings Executive Member 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

Being an Advisor Student Development Empowering Students Developing Leaders Sharing Expertise Holding Accountable

How to be the best Advisor you can be! Be visible & available Be consistent Uphold Queens policy & NC laws Guide, don’t do! It’s ok for them to fall down Let Student Activites know if you’re having problems.

Tips for Success Set up a meeting with the clubs leadership to help them establish plans Discuss expectations between yourself and the club Assist the group in evaluating their successes and failures. Challenge the group to grow & develop Keep a sense of humor! 

Here to Help… Amber Perrell Director of Student Activities 704-337-2263 704-301-5098 perrella@queens.edu

QUESTIONS?