1. Clubs & Organizations Training

2. Welcome! Resources Ian Jamieson, Director for Student Engagement
Maileny Guillen, Graduate Intern for Student Engagement
Kelli Bower & Justin deMattos, Clubs and Orgs Interns
Aryn Fine, Financial questions
Your Club Advisor
SAB and Clubs & Orgs Office (AUC 140)
Clubs and Orgs Handbook
Our Clubs website
This training (and the notes you’ve been given!)
Welcome!
Contact information:
Clubs and Orgs
Ian Jamieson:
Maileny Guillen:
Aryn Fine:

3. Where is the Office? What can you use it for?
We are located in AUC 140, and will share this space with Student Activities Board.
Please be mindful of others while you meet in here, as this space will be used by many different programs and groups.
Swipe access after 5pm
Storage Lockers
Office supplies, butcher paper for posters, meeting space
You may leave posters in the Clubhouse for up to 1 week
Clubs and Orgs Mac computer: Adobe Photoshop, Illustrator, InDesign
Printer/Copier

5. Money and Finances Fundraising Membership Dues
SAB Appropriations Board
Funding must be used for events that are free & open to the PLU community
Student Life Council Funding
Funding for travel expenses
Diversity Justice Sustainability (DJS) Award
Money and Finances

6. What account numbers do you need?
For all INCOME transactions:
For all EXPENSE transactions:
820xxx-6323-xxxx- 61
820xxx
Note:
The first “XXX” is specific to your club
On-campus expenses must be handled with these numbers.

7. Other Finance Procedures
Deposits
For depositing funds to your club’s account, please bring funds to Aryn Fine in the Campus Life Suite (AUC 161).
Checks or cash only.
What form should I use?
Reimbursements
In order to receive a reimbursement, you MUST have an itemized receipt.
You will NOT be reimbursed if you use a gift card to purchase items.
All reimbursements and advances must have a signature before it can be taken to the Business Office. Please allow up to one week to review.
What form should I use? Request Form for Reimbursement (for less than $75)

8. How do I spend club funds on off-campus expenses?
For purchases totaling $75 or less, you should use a Request Form for Reimbursements.
For payment by check, such as when a purchase exceeds $75 and you have an invoice, print out a “Payment Request Form”.
If you are ordering something online, contact Aryn to assist you in purchasing the item(s) using a PLU credit card.
Handling money is very sensitive, so if you ever have any questions/doubts, ask first! us at

9. Need Funds? SAB Appropriations Board
The SAB Appropriations Board will fund events that are on campus, free, and open to the PLU community.
They must not benefit your club in any way financially.
What form should I use? SAB Appropriations Form, found under Clubs and Orgs website>Documents and Forms.
Student Life Council Fund
Will provide funds to help offset club travel expenses.
What form should I use? Student Life Council Funding Request (Clubs Documents and Forms)
Diversity Justice Sustainability (DJS) Award
plu.edu/sustainability

11. Other types of fundraising
Fundraising policy: All fundraising activities MUST be approved by Student Engagement via an Event Planning Form. The EPF must be done 3 weeks in advance.
General policies:
No raffles, lotteries, or sweepstakes may be held.
The club/org must not imply that the university is a sponsor of the event.
No selling of alcohol
External Fundraisers are events sponsored to raise money for a charitable, tax-exempt organization external to the university.
Internal Fundraisers are events meant to raise funds for internal club/organization use (i.e. operating expenses, activities/events)

12. Create a Gift Account for your Club
What is it?
How can I set one up?
To start, a club/org completes the Fundraising and Gift Account Request form. Once completed, the form is submitted along with a current organization budget, solicitation/donor letter (if fundraising), and any other supporting documents.
When using the account for fundraising, an Event Planning Form must be submitted. A meeting will be scheduled between the club/org leadership, Ian, and Aryn.
Student clubs and organizations may now receive support from alumni and private contributors, as well as corporate donations.
Through this account, PLU can now accept tax-deductible contributions from donors on behalf of the student club/organization.

13. Expert on Money and Finances Information

14. Programming How to plan your events Event Planning Form (EPF)
25Live (Campus Calendar)
Clubs and Orgs Handbook
Programming
How to plan your events

15. Before your event takes place...we need 2 things!
Event Planning Form
We will always need an EPF for all club events except tabling, unless you are fundraising while tabling.
If you do not have an EPF, we will not approve your request in 25Live, which reserves you a space on campus.
25Live
25Live reserves a specific space and time on campus, and puts your event on PLU’s website calendar.
You can also reserve multimedia (microphones, projectors, etc) here.
Always, always, ALWAYS complete both of these at least a week before the event!

16. What’s the policy on that?
For all future political activities or events, please read our policies, found in the Clubs and Orgs handbook, very carefully. If you have questions, us at
Working with Minors: Events that include minors must have a submitted EPF 60 days before the event, conduct background checks of all participating students, and must go through training prior to the event. For more information, see our Clubs and Orgs handbook.
Speakers at your event: Must submit an EPF at least 4 weeks prior to the event, and provide a brief description of the topic that will be covered by the speaker.
Can I show a movie at my event? By law, you are not allowed to show a copyrighted movie in a public setting unless you have obtained permission from the movie distributor. Advertising your event or holding it in an open space such as the Cave counts as a public setting. Obtaining copyright permissions can sometimes be expensive. This is a great time to partner with another group!

17. What do I need liability waivers for?
We require liability waivers for any event that presents danger to any student involved. This can include:
Traveling off campus
Strenuous physical activity (dancing, sports tournaments, run/walk events)
Performance on a stage or risers
Specific waivers can be drafted for your event to make the process faster, but you MUST contact the Student Engagement office or the Clubs and Orgs Interns at least 10 days in advance.
Liability waivers are due to the Student Engagement office a week after your event takes place.
Any off campus travel requires submitted waivers two weeks before departure.

18. Club Travel: what you need
Day Trip Planning Form
Transportation options:
No Carpooling
Campus Safety 12-person vans (must be van certified)
$15 per day, $.67 a mile
Cheaper for shorter trips
Enterprise Vans
$108 per day
Better for longer trips
Reimbursement for gas
$0.45 per mile
Bus or Walking
Domestic Travel: Required documentation must be approved by Student Engagement at least 4 weeks prior to departure date.
International Travel: You must work with Student Engagement and the Wang Center, at least 9-12 months prior to departure.
What forms do I need?
Faculty/Staff Statement of Responsibility and Authorization Waiver,
Faculty/Staff Confidential Medical Statement for Travel,
Student Statement of Responsibility and Authorization Waiver,
Student Confidential Medical Statement for Travel

19. Club Mingling
Get together with clubs of your kind (Academic, Honor Society, Service/Volunteer, Athletic/Recreational, Special Interest, Entertainment/Music, Political, Diversity/Social Justice, Religious/Spiritual, or other).
Exchange contact information with at least two other clubs
Come up with a feasible event all can do

20. Advertising Strategies
Posters
Impact
Hand-made (use Club resources)
Social Media
Your club’s website, , facebook page
PLU Media
LASR
Daily Flyer
The Mast
Clubs & Orgs Facebook Page
Clubs & Orgs Newsletter
Clubs & Orgs Website
Advertising Strategies
How to promote your events

21. Advertise Yourself. Posters Social Media
Posters can be made in the Clubhouse. We have:
Butcher paper
Markers, sharpies, crayons
Die-cut machine (letters)
Access to Photoshop, etc.
All posters must be approved by the Student Engagement (AUC 140) before you can hang them in the UC.
Ask an RD before you hang posters in the Residence Halls.
Social Media
Regularly update your Facebook page and your website.
Actively respond to your club account.
Take lots of pictures!
Use LASR and the Mast to help you advertise!
AUC 183
AUC 172

22. Let us advertise you! Like our Clubs and Orgs Facebook page!
Feel free to post or share your club’s events directly to our page.
Advertise your events in our Newsletter
Our biweekly newsletter is ed to over 200 people, and we are always looking for events to spotlight! You can us directly at or write us a blurb/upload a picture of the event on our Event Planning form.

23. Using Impact and the Weekly Flyer
Impact is a student run advertising organization that can help your events garner attention and look great.
Impact has 28 bulletin boards all over campus.
If you already have a poster design, they can print and distribute your poster for a manageable cost.
They can also design posters, logos, UC TV ads, videos, UC table top ads, and arrange for photographic coverage of your event.
You can also place a Weekly Flyer ad request through Impact. The Weekly Flyer is distributed to over 90 spots on campus every Monday.
Office location: AUC 142

24. Poster Distribution Process
Bring all posters (handmade or printed) to AUC 140 (SABCO) to get them stamped by a Student Engagement student.
PRINTED posters should either be 11x17 OR 8.5x11. No exceptions.
The poster MUST have:
Event Name
Sponsoring PLU club, organization, or department
Date/Time/Location
Contact Information
Costs (if there is an admission fee)
Once stamped
The Student Engagement student will bring PRINTED posters to Impact.
All handmade butcher paper posters can be hung by you on the bulletin boards under the UC TVs and on the bulletin board on the stairs.

25. Club Awards Program of the Year Individual Awards
Social Justice Program of the Year
Service Program of the Year
Social Program of the Year
Educational Program of the Year
Individual Awards
Outstanding Advisor of the Year
Outstanding Officer of the Year
Quiet Influence Award
Organization of the Year
Nomination forms open in February!
Club Awards

26. Other things... Have you created your club’s PLU email account yet?
Has your advisor filled out the Advisor Agreement?
Do you have your club’s account number?
Do you know your locker combination?
Does your club plan to use the CAVE on a regular basis?

27. Monthly Timeline August September October November December January
Fall Involvement Fair
Establish meeting times
Officer Elections
Start planning big events
End of semester celebrations
New officers for J-term/Spring, as necessary
January
February
March
April
May
Club Registration for next year
President elections (if needed)
End of year celebrations
Spring Involvement Fair
Establish new meeting times, if needed
Club Awards-nominations open

28. Thank you!