Clubs & Organizations Executive Officer Training

Outline of Training Basic Information & Policies Planning an Event (Steps 1-4) Break & Catering Samples Planning an Event (Steps 5-10) Club & Org Advisory Board

Who’s Excited!!!!!

Club & Org General Information Registration Register by SEPT 7!! Update Information President’s Council Oct 5 Nov 2 Nov 30 Amber

Club and Organization of the Year Requirements for Consideration: Must Register Club or Org by September 7, 2012 Must attend 70% of President’s Council Meetings Executive Officers 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

RESOURCES Clubs & Orgs Suite Printing Craft Supplies Balloons & Helium Tablecloths Keep it Clean Let Amber Perrell know if supplies are running low! Printing

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

It’s so easy….

Step 1 – Request Budget SGA Funds Usage Policy Tshirts Conferences MyQueens – Budget Request Form Joseph Vaughn, SGA Executive Treasurer Joseph.vaughn@rexmail.queens.edu Break Out Session For More Details!! Sykes 220

Step 2: Space Request & Logistics Form Lauren Bowen, Event Logistics When to Use it? ALWAYS!!! Space Ad Astra – See if Space is Available Using Burwell Parlors Student Event

Step 2: Space Request & Event Logistics Request Services like… Space Unlocked/ AC On Campus Services Reserve Tables, Chairs, Stage, Trash Cans, Etc. Media Services Reserve Media Equipment (Small & Large) Campus Police Officer on Duty Parking

Step 3 – Confirm Space Request & Event Logistics You have not reserved your space until you get the follow up email CONFIRMING your space request!!

Having fun yet???

Step 4 – 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 (Free in Dining Hall) Curtain ($50 outside of Dining Hall)

Now that was fun right???

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

Step 6 - Transportation Rose Transportation Services Pricing available on MyQueens

Who doesn’t like decorations!?!

Step 7: Decorations & Supplies Check out these great resources: Oriental Trading Shindigz Amazon Party City Thrift Stores M&N International

Step 8: Contracting Outside Vendors/ Performers/Services All Contracts must be signed by Amber Perrell or Dean Downey Contracts should include: Date, Time, Location Amount to be Paid Service Provided Contract Template or Informal Agreements New Vendors – Need a W-9

Step 9: Payments Credit Cards (Less than $250) Reserve with Amber Perrell Mark Receipts Club Name Event Name Account # Event Code

Step 9: Payments Paying by Invoice Get a Purchase Order (Over $250) Allow 3 business days for a PO to be processed Check Requests (Triplicate) Submit at least 2 weeks prior to date needed Submit the contract/invoice with paperwork Must be signed by Dean Downey or Amber Perrell and Vice President, Dr. Ralph Over $500 - SGA Treasurer must also sign Pick up checks 2-3 days in advance

Step 10: Advertise!!!! Posting Policy 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 Break Out Session For More Details!! Sykes 226

PRACTICE MAKES PERFECT What if you were planning….. CASINO NIGHT

CASINO NIGHT Follow the Steps Step 1 – Request Budget (Budget Session) Step 2 – Space Request & Logistics Step 3 – Confirm Space Request & Logistics Step 4 – Food Step 5 – Special Prep (Alcohol Event Request Form) Step 6 – Transportation Step 7 – Decorations & Supplies Step 8 – Contracting Vendors (Tent) Step 9 – Payment (PO, Check Request for Tent) Step 10 - Advertising

QUESTIONS?

Breakout Sessions Recruiting Members & Marketing Sykes 226 Leading a Meeting & Retaining Your Members Sykes 224 Managing & Requesting a Budget Sykes 220

Advisory Board What’s this Advisory Board thing all about??? Greek Life – Zach Thomas Spiritual – Alice O’Toole Civic & Service – Leigh Davis Cultural & Diversity – Laura Dahlberg Social & Recreational – Patrick Motter Academic & Honor – Amber Perrell