STUDENT ORGANIZATION LEADERSHIP SYMPOSIUM

WELCOME REMARKS Dean Walton

TODAY’S AGENDA WELCOME PROGRAM PLANNING BASICS FINANCIAL POLICIES FAQ’S SPRING REMINDERS Charnette

PROGRAM PLANNING BASICS

PROGRAM PLANNING: BRAINSTORMING Start EARLY!! Keep in mind the mission of your organization Involve the entire executive board in brainstorming process Assess the needs and interests of the RU-N population Program Planning Meeting Survey (online, tabling) Evaluations Charnette

PROGRAM PLANNING: BRAINSTORMING Look at program information from previous years. Set overall program goals for the types of programs you would like to execute: Social, Educational, Community Service, Diversity. Talk to your student life advisor. Charnette

PROGRAM PLANNING: PREPARATION Pre-event checklists Meet with your Grad/Advisor Submitting a budget Overall timeline Jamaal

PROGRAM PLANNING: CO-SPONSORSHIPS Benefits of Collaborating Networking Opportunities Delegating Responsibilities Splitting Costs Reaching a larger and/or new audience Who is available for co-sponsorships? Co-sponsorship Agreement Form Maren

PROGRAM PLANNING: MARKETING CREATE A TIMELINE FOR PROMOTION. At least 6 weeks before an event, pick a graphic designer to make your event flyer. Have a discussion describing your ideas for the imagery/ layout and ensure you BOTH write this information down. Make sure to provide the designer with the following text that needs to be on ALL flyers: DATE, TIME, LOCATION DESCRIPTION OF EVENT (if necessary) LIST OF SPONSORING ORGANIZATIONS, ANY TICKET COST TO ATTENDEE OR ITEMS FOR PURCHASE ORG CONTACT ALL STUDENT ORGANIZATION LOGOS RELIABLE CONTACT INFORMATION (FOR QUESTIONS, REQUESTS FOR ACCOMODATION, INQUIRIES ABOUT FOOD ALLERGIES/NEEDS Set a deadline to have this poster completed at least 4 WEEKS before your event. This gives you a week-long buffer to make any changes and talk to cosponsoring orgs, to make sure they are comfortable with the design as well. Maren

PROGRAM PLANNING: MARKETING 3 WEEKS before your event, submit your flyer for approval to your graduate advisor in the Office of Student Life. Approval takes 5 BUSINESS DAYS to receive back with approval. When you receive back, make copies and bring them to the Office of Student Life to be STAMPED. Remember, posters can be no larger than 11” X 22” You can PRINT flyers through the PRCC Accounting Office. Each recognized student organization can print up to 50 B/W copies or 10 copies in color and 2 11x17 posters. Be creative with these copies- 4 quarter sheets fit on 1 page! Once you’ve printed, you’ll be ready to begin flyering around campus and using a digital flyer for online media!! Maren

PROGRAM PLANNING: MARKETING SO, NOW YOU HAVE YOUR FLYER! WHAT NEXT? FLYER around Campus Hard copy flyers can only be posted in designated areas for up to 2 weeks Digital copies can be displayed on the Flat Screen TVs in the PRCC through by sending a JPEG to your Advisor or the Dean of Students office. Digital copies can be displayed on the Flat Screen TVs in Housing by contacting Shigeo Iwamiya at shigeo@rutgers.edu. TABLE in Robeson. Have quarter sheet flyers available and maybe your org’s contact info and meeting times on the back. Find a creative way to get people’s attention – snacks, games, etc. TABLE TENTS- created quarter sheet table tents close to the date of your event and put them on the tables in Stonsby, Robeson and RBS dining areas. CO-SPONSOR with other Student Organizations and leverage their social networks! The more groups promoting, the more reach you’ll have! Ask if you can promote your collaborations at their events leading up to the event. USE CAMPUS/SOCIALMEDIA: Scarlet Magazine, The Observer, Collegiatelink, Facebook, Twitter, Instagram, Snapchat (and LIVE TWEET/SNAP/POST at your event!) And be sure to use the disclaimer in the Student Handbook Maren

PROGRAM PLANNING: DAY OF YOUR EVENT MAKE SURE YOU … Confirm members who will be working the event Set-up AND breakdown & clean up Arrive AT LEAST a half hour early Check-in with your advisor (if needed) KELLY

PROGRAM PLANNING: DAY OF YOUR EVENT MAKE SURE YOU … Have final agenda / timeline of program Check room set-up Check on FOOD set-up Water Extra promo!- SOCIAL MEDIA [tweet, insta, FB…] KELLY WHAT ELSE IS IMPORTANT?

PROGRAM PLANNING: EXECUTION & EVALUTION WHY EVALUATE A PROGRAM or EVENT? Learn from successes & mistakes Supporting evidence when requesting money from SGA Track organization’s growth/strength Execution & Evaluation

PROGRAM PLANNING: EXECUTION & EVALUTION HOW TO EVAULATE PROGRAM or EVENT [free] Google Forms: KELLY

Other [free] options: HOW TO EVAULATE PROGRAM or EVENT RUConnected! PROGRAM PLANNING: EXECUTION & EVALUTION HOW TO EVAULATE PROGRAM or EVENT Other [free] options: RUConnected! Survey Monkey Kwik Survey And much, much more!

FINANCIAL POLICIES Jamaal & Accounting Office

Forms Transfer Deposits Check Request Vendor List Invoices FINANCIAL POLICIES Forms Transfer Deposits Check Request Vendor List Invoices Tax Exempt Letter Petty Cash F.A.Q. Questions KELLY

FREQUENTLY ASKED QUESTIONS Grads

Petty cash is meant to be used for last-minute purchases You should NOT plan to use petty cash, it is ONLY to be used for last minute purchases with your advisor’s approval $100 MAX per event Jenn How does petty cash work? Can I request petty cash in advance of my event?

When do I need security for my organization’s events? 1 security guard per 100 people for your events Police Officer when money is being collected Book all security through Reservations for a minimum of 4 hours, including a half hour before and after your event Jenn When do I need security for my organization’s events?

Can I use vendors other than Aramark for catering for my events? Yes you can! You will be charged an outside caterer fee of $1/person you have set the room up for AMBER! Can I use vendors other than Aramark for catering for my events?

How far in advance can I reserve a room for my organization’s event? It depends….TALK TO YOUR ADVISOR Large events need your advisor’s approval for the event REMEMBER: The last day of classes, and the last day of programming, for the Spring 2016 semester is May 2. Amber How far in advance can I reserve a room for my organization’s event?

How do I reserve space outside PRCC? Samesies How do I reserve space outside PRCC?

How do I see existing reservations? Check-out robeson.rutgers.edu How do I see existing reservations?

Can I charge Rutgers students for my organization’s events? You can NOT charge Rutgers University students for events at which student fees are used You CAN charge non-Rutgers University students for your events If you are fundraising for a cause, you are able to ask for a suggested donation at the door Mel Can I charge Rutgers students for my organization’s events?

Inform your advisor Remember: You need to maintain a min. 2.5 GPA to hold an Executive Board position, and a 3.0 to hold an Executive Board position on a Governing Council (SGA, Program Board, IFSC) Refer to your org. constitution for process Mel My organization just transitioned Executive Board members. What do we do?

How to start a new student organization on campus? Must attend ONE New Student Organization Workshop this semester all Executive Board members MUST attend a MANDATORY training in May For more information, contact Melissa Gazal, Graduate Coordinator for ADA Services & Academic Support at melissa.gazal@rutgers.edu Mel How to start a new student organization on campus?

SPRING REMINDERS Charnette

SPRING SEMESTER REMINDERS Monday, January 25th @11:30am: Student Organization Showcase Wednesday January 27th and Monday, Feb. 8th: OL Info Session Wednesday, January 27th @8pm: Winter Carnival Monday, February 8th @11:30am: #WeSpeak Launch Event February 15th: Student Involvement Awards nominations open Info Sessions Wednesday, February 17th @2:30pm, PRCC 226 Monday, February 29th @11:30am, 1WP Room 403 Wednesday, April 27th: World’s Fair 2016 Monday, May 2nd @11:30am: New Leader Meeting *Elections must be completed by April 21st Monday, May 2nd @7pm: Student Involvement Awards Charnette