1. Clubs & Organizations Advisor Training

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

3. 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.

4. 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! 

5. Who’s Excited!!!!!

6. Club & Org General Information
Registration
Register by SEPT 7!!
Update Information
President’s Council
Sept 7 – 1st Meeting
Oct 5
Nov 2
Nov 30
Amber

7. 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

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

9. MyQueens
Home to ALL the info!!

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

11. MyQueens
Campus Event Planning

12. It’s so easy….

13. Step 1 – Request Budget SGA Funds Usage Policy
Tshirts
Conferences
MyQueens – Budget Request Form
Joseph Vaughn, SGA Executive Treasurer

14. 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

15. 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

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

17. Having fun yet???

18. 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)

19. 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

20. Now that was fun right???

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

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

23. Who doesn’t like decorations!?!

24. 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

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

26. 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

27. 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

28. Here to Help…
Amber Perrell Director of Student Activities

29. 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

30. QUESTIONS?