EVENT COORDINATOR TRAINING Recognition 2017 2018 Update Dragon

EVENT COORDINATOR TRAINING Recognition 2017 -2018

Update Dragon. Link Roster to current executive board; corresponding members must go to required trainings It is NOT just the job of the president to ensure all recognition steps are being completed and checked off! Any member can, and should, check the status of your organizations standing in the steps of recognition

Who Oversees What? Offices of Campus Activities and Engagement Event and policy assistance and support Event form management Resources and additional event planning assistance Recognition status The Director of Campus Engagement, Sarah Olsen smo 68@drexel. edu is meant to be a resource for any of your questions and can give guidance prior to moving forward with events, planning for the year, working with other offices etc. SAFAC Contract processing Purchases All specific fiscal aspects; accounts, web finance, and allocations

Who Oversees What? Event and Conference Services & Campus Services Room and space reservations Tables and chairs, room set-ups, building policies, etc. Food and Catering via Chestnut St. Catering (Aramark) Technical support – Audio and Visual Needs Public Safety

The Event Consultants are Here to Help You!! • Student Workers who hold office hours daily • Office hours will be in their email signature and posted in the SORC • They’re the ones going into your form and making the reservations with Event and Conference Services • Best ways to reach them: • If Event Form has already been submitted, through the comments on Dragon. Link • Or via their email studentorgevents@drexel. edu

Steps to Successfully Submitting an Event Form 1. Review Event Form folder in CE’s Document Tab on Dragon. Link • Read through the 101 Guide • Familiarize yourself with the Levels and Timelines *It is never too early to put in an Event Form 2. Make sure your notifications are all on • Go to your profile, where your name is in the upper right corner of Dragon. Link • Settings tab • Notifications • Turn all notifications all the way to the left *All communication with staff about your event will go through comments on the form 3. Submit your event on Dragon. Link • Go to your organization’s page • Events Tab (this is where your event will show up once it is approved) • Create an Event button in the upper left side of the page *Events will NOT be accepted that are not submitted 2 weeks prior to your event

Now it is on us…. Once you have submitted your event our office starts reviewing… • Event Consultants are putting your request to reserve space into the Event Management System o The more details you provide about the setup of your event, the better!! o If you have things you need to edit while event is submitted simply comment on the event, you can do this by…. Ø Going to your profile, click the drop down, go to your Involvement, your Submission tab, the Events tab, and then click on the event & post a comment! Ø We may return the event form if it is a lot of edits, this does NOT mean it is denied

Now it is on us…. • Campus Engagement staff are reviewing all details to ensure policies are being followed and that you are set up to have a successful event o They may reach out to set up a meeting, again make sure to look for those comments! • SAFAC staff are checking to ensure you have the needed funding and that all contract elements are noted appropriately on the form • More offices than just ours are on this form to review it o Rec Athletics o Residential Living o Pearlman Center for Jewish Life o Possibly Catering and Auto Visual coming soon!

A Good Event is NOT Planned in less than 2 weeks…. • That is why we have the Level’s Document o Rome wasn’t built in a day and neither was a quality event! • We want you to plan quality events that reflect your organizations mission and values • The form will help ensure you are not planning events that overlap with other organizations o Always check Dragon. Link continuously so you are aware of what other orgs and offices are putting on o We will also do this for you, the more time you give us the more we can help your orgs colab! • Always feel free to reach out to your Campus Engagement contact to talk through your event pre or post event form submission…we want to help!

HELP US HELP YOU! Become familiar with the policies and processes that effect student organization event planning Most all of these policies will be compiled into 101 guides that we are working on over the summer…stay tuned! Currently all policies are in a power point PDF on Dragon. Link in CE’s documents tab

Bringing someone to Campus for an Event Contracts required of: • • • Lecturers, speakers, presenters, etc. Caterers DJ’s Bands Carnival games and rides Blood and bone marrow drives Government officials Any performer or media group (radio station) Sponsorships Restaurants Service providers SAFAC staff will not reimburse for alcohol as student organization funds are not permitted for this use If your organization will be hosting an event with alcohol, work with SAFAC staff SAFAC will not reimburse for services in which a contract was not executed Local Vendors/Merchants can come on campus as long as they have a W 9 form

Frequently Used Vendors • Benefits to using these Vendors: • They are often in our system and payments can be processed quickly • Contracts can move through the system quicker because their appear work is on file and thus approved by the university • You can inquire about discounts, particularly from those highlighted because they are one of our offices primary provider for those particular services • The Frequently Used Vendor List is available on the CE’s Dragon. Link page in the Documents tab->Resources Folder and in paper form in the SORC

Events with Alcohol • • • Alcohol can only be purchased with the organizations 71 accounts Your event must abide but the Drexel University Events with Alcohol Policy An organizations first step to hosting an event with alcohol is to Submit an Event Form on Dragon. Link 6 WEEKS PRIOR • Via the master Event Form Process • The CE staff fills the needed form out on your behalf, either working with Events Services for on Campus events or General Counsel for Off Campus Events. • Chestnut Street Caterers and Retail Management work to provide the on campus event’s alcohol and bartenders FSL has their own Policies and Procedures

Off Campus Events/Activities • Events can be held off-campus: • (1) if the event cannot physically be held on Drexel’s campus and/or • (2) with approval from CE/SAFAC Office • The SAFAC office must process any/all contracts • Students cannot sign any agreements/contracts • Contracts may be required for space rental and certain services • Student organizations need to work with Campus Engagement when hosting an off campus event with alcohol • Fill out Event form through Dragon. Link 6 weeks in advanced • (17 -account funds) can only be used for off-campus events with CE/SAFAC approval • No off-campus food will be funded out of your 17 -account

Minors on Campus • If you plan on having an event where minors will be in attendance you MUST fill out the Minors Program Registration Form • If you are approved please review the Best Practices site prior to your event • You also might be asked to get certain background checks as well, please be advised

Working with Your Board • Planning • • • Who is a part of the planning process? Does this relate to your mission/vision? How much will this cost, do you have the funds? • Work with your treasurer once you have thought through all aspects, received quotes, etc. • • what account will you be using? Can you use that account based on your allocations Do you need to co sponsor funding purposes or request supplemental funding? Pre-event/purchase request forms? • • • Group such as CAB and USGA use these Internal on your orgs Dragon. Link forms page Allows Presidents, Treasures, etc. to approve and comment

WORKING WITH EVENT AND CONFERENCE SERVICES Remember no students have access to booking space through the Event Management System any longer…all through the Event Form!

Lingo • Events: • All structured activities outside of the normal academic course offerings or a course that requires a service. • • • “Space has been Requested”: event consultants have submitted the request to Event and Conference Services “Space put on Hold”: Event and Conference Services need more details from the planner before the will “confirm” “Space has been Confirmed”: all aspects of the event have been received and scheduled via ECS staff • Services: • University or externally provide resource that is not standard to the room. This may include services that are standard to the room but have been scheduled specifically to support the event. (Example: Custodial support) • Set-up & Custodial Labor �Set-up of equipment or alternations to standard room configuration �Internal/External furniture equipment rental �Audio-Visual setup and/or support �Security �Building management services (Student Centers) �Space Rentals • Co-Sponsored Events: • Events that are planned and executed in partnership with one or more student organization or department. • Externally Co-Sponsored Events: • Events that are planned and executed by recognized student organizations In partnership with an non Drexel University affiliated company, organization, or agency.

How to Read you Email and Attachments • Once your request has been processed by the Event & Conference Services office. . • you will receive an email with a PDF attached. It is the responsibility of the event planner to review both the email and pdf. • If your event is on hold the email will outline any missing information • The pdf will outline any support services either requested or required base on your event needs. • The event planner must review the documents for accuracy • • Look to see if you have day of event support contacts and or other details about the space you should be aware of Review the primary contact information for accuracy Review the Billing Information for accuracy Corrections or adjustments should be replied about immediately

Who Controls What? ! • Event and Conference Services Spaces, listed on the Event Management System (EMS) • Colleges and Departments • • Residential Living Spaces • • Kerri Kloorfain Recreational Athletics Spaces • • Gerri C. Le. Bow Hall (Grand Meeting Room & Rose Terrace) - Cassandra Brown, 215. 895. 26294, CLB 87@drexel. edu Gerri C. Le. Bow Hall (Classrooms) - Cheryl Renz, 215. 895. 6656, CAR 365@drexel. edu http: //www. lebow. drexel. edu/about/campuses/philadelphia/gerri-c-lebow-hall/classroom-request-form Hagerty Library Classrooms- https: //www. library. drexel. edu/reserve-room URBN Center & Annex - Lisa Visco, 215. 895. 1029, LMV 47@drexel. edu Paul Peck Alumni Center (M Cadwalader-Hollenback Board Room and Gallery) – Kate Newton, 215. 895. 2586, KBM 33@drexel. edu College of Engineering Conference Rooms (Bossone Center Room 302 & 303, Hill Conference Room aka Le. Bow Engineering Center Room 240) - College of Engineering Dean's Office, 215. 895. 2210, engineering @coe. drexel. edu. Jill Formanski Perelman Center for Jewish Life • Brantley Taylor

Who Controls What? ! Some spaces you don’t normally think about…. • Dornsife Center • • • Ex. CITe Center • • 215. 571. 4013 Dornsife@drexel. edu 215. 762. 8996 ccrooms@drexel. edu Academy of Natural Sciences • • 215. 299. 1047 events@ansp. org Mandell Theater • • 215. 895. 6635 Center City Classrooms • • • 215. 895. 2528 Mandell@drexel. edu Queen Lane • • 215. 991. 8208 QLCert@drexel. edu

Prices and Services • Student Organization Grant • • This grant allows for all student org bills under $2, 500 to be covered for facilities, custodial, electric, and venue rental when using space for their intended purpose Equipment available to rent � 6’ Rectangle tables � 5’ tables (rectangle) – Creese Complex Only � 30” Pedestal /Cocktail Tables – Fee applies � 60” Round tables � 72” Round tables – Creese Complex Only �Folding chairs �Stack chairs �Stage – Creese Complex Only �Podiums • Public Safety managers will assess events and determine security needs. There is a four hour minimum for all security scheduling.

Prices and Services Facilities Services • Custodial: responsible for maintaining the cleanliness of all corridors, public space, classrooms, labs, offices, restrooms, elevators, and stairwells. • Utility: Responsible for the moving and relocation of office furnishings and laboratory equipment such as desks, filing cabinets, tables, chairs, and boxed items to buildings on campus as requested • Electrician /Maintenance: Manages university electrical and mechanical infrastructure. Provide electrical and maintenance support to events • Grounds Keeping: Responsible for maintaining all campus sidewalks, lawns, stairways, building entrances, and athletic fields including the daily removal of trash, debris, and snow; graffiti removal; and providing support to University Campus events.

Things to be Aware of… • Time lines • • Anything that is reserved via ECS is locked to us after 10 business days out Academic Spaces • • Remember no students have access to reserve through the EMS portal you use the event form! Details • Reservation Details are required before events are listed as confirmed Do not advertise your event before receiving a confirmation of event space. Reoccurring events • • Reserved After 3 rd Week of Each Quart • EMS portal and CE • • You can put up top 10 events in one event form submission, this is preferred! Other than alternative locations all spaces you are assigned will be commented on your event form! Accounts • • Account information is required for ALL reservations, know what acct you are using! Cancelations and editing event detail • Event without services should be canceled (1) business day in advance of event. • Events w/ service should be canceled (1) business day in advance of service rendered. • If an event is not properly canceled with the Event & Conference Services office, service charges may apply.

Requesting Audio/Visual • Request should be submitted at minimum (1) business week in advance of your event. • Late requests are subject to a $50 service fee, if fulfilled. • Requests are accepted on a first-come-first-served basis, as equipment and technicians are available. • Do-It-Yourself (D. I. Y. ) Systems are available for student organization use. �D. I. Y. A and B have no cost �You pick it up, set it up , and return it. �One system per organization/event. �If system is taken out on the weekend it isn’t available again until the following Monday.

All Things Food! There are 5 ways you could have food at your event 1. Less than $100 order will be put through the SAFAC Purchase request system • By Treasurer or Pres 2. Order your catering through Chestnut Street Caters 3. Put in Catering Exemption request o If approved will be put with the approval document into a purchase request 4. Put in a Food Donation Request 5. It is an off campus event being hosted at a restaurant 15 Pies or Fewer you can order through the Purchase Request System

All Things Food! Chestnut Street Catering • Chestnut Street Caterers is the exclusive on-campus caterer • • They have an existing contract and insurance certificate with the University (no additional contracts are needed when working with Chestnut Street Caterers) • They are the sole provider of food on campus, no other food baring the bake sale policy, can be sold on campus How do I obtain Chestnut Street Caterers service at my event? • You must have space reserved prior to contacting catering at Chestnut. Street. Caterers@drexel. edu or 215 -8956934 • A minimum of ten (10) business days prior to the event is required or late fees may be assessed • Please allow at least 48 hours (2 business days) for a response • Tell them what you want (be very specific) • Tell them how many people you are feeding at the event • Requests within 72 hours of the event may have extra charges • Changes to order are due with in 48 hours of the event and 10 days prior for special requests such as Kosher meals • Be sure to utilize their Student Friendly Menu and all student organizations are eligible for student discounts!

All Things Food! Catering Exemption/ Donation Request o Request should be submitted to the Office of Retail Management a minimum of 20 business days prior to the event o “Request for Catering Policy Exception” Form (https: //departments. moss. drexel. edu/dbs/depts/retail/RTM_Public/Site. Pages/CPE_ Default. aspx ) o If the Exception is permitted, work with SAFAC to process contracts and ensure an Insurance Certificate

All Things Food! Don’t give people food poisoning o We don’t know if you know how to cook or if your kitchen is clean! • Bake Sale Rules • Reserve table through the Event Form and note on there you are doing a Bake Sale • Such as cookies, brownies, cupcakes, etc. that are individual wrapped and can be maintained at room • • • temperate Items cannot be baked or made by a business or company other than Chestnut Street Caterers You can charge just have make sure to have a money box or secure location Pot Lucks and BBQs Rules • When putting in an Event Form point out that it is a pot luck • Only for organization members, not the public • Cannot charge money for food • Can not have supplies paid for by SAFAC funds • Groups must clean up & not leave ANY trash at event • If you want to have a BBQ for outside guest you can hire a chief/ catering from Chestnut & a Grill must be reserved and you need to provide charcoal and lighter fluid

Promoting and Advertising See the OCA Marketing Packet, available on OCAs Dragon. Link page in the documents tab or grab a copy in the SORC • Up-to 60 fliers can be approved at the Information Desk or in Ross Commons at one time • The Triangle • Info. Net (LCD Screens) • Posting Policy • Drexel One • Residential Living Office (RLO): Residence Halls • OCA Memos • Poster Maker • Commuter Listserv • Display Case • Sandwich Boards • Fraternity & Sorority Life Listserv • Activities Unlimited • WKDU 91. 7 • Dragon. Link • Welcome Back Weeks • Can approve approximately 125 posters for the residence halls – visit RLO in Towers Hall for approval forms and instructions

Helpful Hints • Check the EMS system BEFORE you put a request in • If you are running into a jam be communicative with our office, the more we know the more we can help • If you are an org with many events create an smaller version of the Event Form and or the Purchase Request Forms on your pages internal forms tab • Become familiar with Dragon. Link • Don’t promote an event until it is approved on Dragon. Link, which will not come until it is confirmed by ECS • Always edit your events in Dragon. LInk if details are updated, if not you are falsely advertising…. not cool!

Hazing Drexel University seeks to foster a safe and healthy environment built on mutual respect and trust. Drexel University will not tolerate hazing activities by any individuals, groups, teams, or registered/unregistered student organizations. Hazing in any form is prohibited. • Additionally, the University supports and will strictly enforce the Commonwealth of Pennsylvania’s Anti. Hazing law (Act 175 of 1986), the NCAA, and inter/national fraternity/sorority policies on hazing. This regulation applies to all members of the University community and behavior that occurs on or off Drexel University property. • Concerns about and incidents of hazing can be confidentially reported to any of the following departments: • • • Public Safety - (215) 895 -2222 Student Conduct & Community Standards - (215) 895 -6074 - sccs@drexel. edu Office of the Dean of Students - (215) 895 -2506 - deanofstudents@drexel. edu

Abuse of Power = Hazing • Regardless of the individual’s willingness to participate, hazing is any action taken or situation created involving new or returning organization/group members as a part of joining, maintaining membership or holding office in that organization that meets any or all of the following: • Violates state or federal law • Humiliates or degrades and individual or group • Intentionally or unintentionally endangers an individual – mentally, physically or emotionally • Some items to note as a part of the Drexel Hazing Prevention Policy: o o o Individuals who have knowledge of a hazing incident, but did not participate and truthfully report the activities, will not be individually charged with a violation An organization that feels it may be participating in questionable activities may seek assistance in changing behaviors. If they self-report to one of the above offices prior to an incident being reported, they will be given the opportunity to change behaviors without immediate threat of the organization being charged by Student Conduct. An organization may report hazing done by individual members. Those students, not the organization, will be held individually responsible through the conduct process.

QUESTIONS, COMMENTS, THOUGHTS? Sarah Olsen, Director of Campus Engagement smo 68@drexel. edu 215 -895 -6238