1. Clubs & Organizations Executive Officer Training

2. 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

3. Who’s Excited!!!!!

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

5. 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

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

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

8. It’s so easy….

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

10. 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

11. 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

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

13. Having fun yet???

14. 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)

15. Now that was fun right???

16. 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

17. Step 6 - Transportation Rose Transportation Services
Pricing available on MyQueens

18. Who doesn’t like decorations!?!

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

20. 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

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

22. 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 $ SGA Treasurer must also sign
Pick up checks 2-3 days in advance

23. Step 10: Advertise!!!! Posting Policy Student Life Calendar - MyQueens
Rex Text
Submit with Event Services Request OR
Facebook – Queens Get in the Know
Faculty & Staff - QNews
Bulletin Boards
Break Out Session For More Details!! Sykes 226

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

25. 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

26. QUESTIONS?

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

28. 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