1. STUDENT
ORGANIZATION
LEADERSHIP
SYMPOSIUM

2. WELCOME
REMARKS
Dean Walton

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

4. PROGRAM
PLANNING
BASICS

5. 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

6. 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

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

8. 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

9. 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

10. 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

11. 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
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

12. 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

13. 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?

14. 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

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

16. 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!

17. FINANCIAL POLICIES
Jamaal & Accounting Office

18. 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

19. FREQUENTLY ASKED QUESTIONS
Grads

20. 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?

21. 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?

22. 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?

23. 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?

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

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

26. 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?

27. 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?

28. 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
Mel
How to start a new student organization on campus?

29. SPRING REMINDERS
Charnette

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