MBAA Week In Cities WIC Guide 2017 2018

MBAA Week In Cities (WIC) Guide 2017 -2018

What is the purpose of the WIC Guide? BLUF: This guide outlines the Who, What and When in planning a WIC trip. It also provides tips and best practices for planning and executing the trip. Developed by the Fuqua Career Management Center, Corporate and Alumni Relations, the Office of Student Life as well as the MBAA, this guide will: • Maximize students’ experience and networking while planning and partaking in a WIC trip • Connect student coordinators with the appropriate administrative leads to ensure – Fuqua protocols are adhered to; – external relationships; i. e. , alumni and companies, are stewarded properly, and – synergistic opportunities are identified and maximized • Make the planning process as easy as possible for student coordinators thereby minimizing efforts and confusion, and maximizing returns

Agenda WIC Administrative leads Tips for planning WIC trips Career Accountability Standard and Fuqua Norms WIC action items and guidelines Key contact information

Key WIC contacts 1. MBAA WIC Coordinator: Angela Tenney 2. Career Management Center – students planners should connect with the Sector Director that oversees the industry your WIC is focused on. If you are unsure of who your Sector Director is or have not connected with one, please contact Teri de Leon. 3. Alumni Relations – Denise Done can provide alumni contacts as well as facilitate the planning of an alumni happy hour. We will appoint one FY to coordinate in cities with multiple trips. 4. Student Life Office – Sara Wakefield will provide you with the required liability waiver and will be able to answer any other risk questions. 5. Admissions – Ashley Nagy and Stacey Tate assist with coordinating networking receptions for Early Action admits, Round One applicants, and prospective Round Two applicants. WIC student planners can connect with all of the above administrators by sending one email to Week-In-Cities@fuqua. duke. edu

Agenda WIC Administrative leads Tips for planning WIC trips Career Accountability Standard and Fuqua Norms WIC action items and guidelines Key contact information

Tips: Planning the trip üGetting started: – Debrief with SYs who ran their trips last year – Hold a required trip info session to discuss rules, schedules, and logistics – Use a bidding system when trips to one firm/city are reaching capacity üPlanning transportation: – Develop a transportation plan and communicate to manage expectations about cost and timing – Leave time for transportation in between firm meetings; Think through traffic, check in times, and other potential delays

Tips: Planning the trip üCommunication with attendees: – Collect cell phone numbers of attendees; start a Group. Me or What’s. App for the whole group – Assign individuals/teams to do research on each company and provide a short summary – Email final itinerary with firm addresses and directions – Get everyone to sign the online liability form (Will be posted in Org. Sync) üTravel/Hotels: – Use a google doc to coordinate carpools, flights, and hotels – Negotiate a hotel block/discount close to the firm(s) üThank you gifts: – Fuqua thank you gifts can be purchased at the accounting office with your club cost code

What to communicate to firms before your visit? üFinal headcount and resume book of attendees üCell phone numbers of trip leaders and any CMC representatives attending üGet the firm’s point-of-contact info üCheck with firms about their security requirements for entering the building. Many may require photo IDs from each student, etc. which will add time to your check-in üConfirm whether the firm is providing food, if not alert attendees to eat before/after the presentation üCommunicate any food allergies if a firm is providing food

Tips: During the trip üIdentify meeting points in the mornings or after free time before entering the firm visit üEmail/call firm contacts if there any unexpected delays üBring a list of all attendees to do roll calls before entering firms (important for large groups) üPost photos on social media with #fuquatravels and #weekincities

Tips: After the trip üSend thank you emails/notes to firm contacts within 1 -2 days of visiting üSend out a feedback survey after WIC üCommunicate any no-shows to the CMC

Agenda WIC Administrative leads Tips for planning WIC trips Career Accountability Standard and Fuqua Norms WIC action items and guidelines Key contact information

Fuqua Norms and the Career Accountability Standard apply in WIC! • Attend every company event you are signed up for • Be on time • Stay engaged and ask thoughtful questions • No cell phones or side conversations during presentations • Dress appropriately (business formal unless otherwise stated); remember your name tag! • Same accountability as on-campus info sessions

Agenda WIC Administrative leads Tips for planning WIC trips Career Accountability Standard and Fuqua Norms WIC action items and guidelines Key contact information

WIC Action Items Action Item WIC Fall Break Deadline WIC Winter Break Deadline Confirm these WIC trip details with the MBAA WIC coordinator, Angela Tenney. 1. Confirm information in Contact Information, Trip Dates 2. For clubs still doing outreach: check Companies tab before reaching out to any new companies; if another club has already connected, coordinate outreach with them 3. Update Alumni/Admissions Events tabs if you schedule events are want to attend another club’s Use this google doc Oct 13 th Dec 8 th Club leaders host an info session for FYs during which trip expectations and potential consequences will be clearly outlined and communicated Oct 18 th Dec 13 th

WIC Action Items Action Item WIC Fall Break Deadline WIC Winter Break Deadline ALL WIC trip liability waivers for each fall break trip Oct 18 th must be signed and by all travelers before trip. Can be completed online via Org. Sync Dec 13 th Contact Admissions to schedule an event: Admissions handles all logistics and covers all food & drink (beer and wine), FY hosts assist with selecting date that works with schedule, recruits other students to join, and acts as on-site liaison. Dec 13 th Oct 13 th

WIC MBAA Guidelines • Travel reimbursement guidelines: – Check with individual club leadership on reimbursement policies • Exchange students: – It is up to the club leadership to decide whether it is appropriate for exchange students to attend WIC trips • International students: – Ask which firms recruit international students. Manage expectations and make them aware of which firms they may not need to attend.

Agenda WIC Administrative leads Tips for planning WIC trips Career Accountability Standard and Fuqua Norms WIC action items and guidelines Key contact information

Administrative Contacts • Career Management Center – Molly Scerra, Sector Director: Marketing and Sports, Entertainment & Media; molly. scerra@duke. edu – Meg Flournoy, Sector Director: Health Care; margaret. flournoy@duke. edu – Susan Mc. Clanahan, Sector D: Energy, Strategy & General Management; susan. mcclanahan@duke. edu – Malcom Riley, Sector Director: Technology; malcom. riley@fuqua. duke. edu – Dawn Shah, Sector Director: Finance; dawn. shaw@duke. edu – Mac. Kenzie Sullivan, Sector Director: Social Impact & Sustainability; mackenzie. sullivan@duke. edu – Mary Beck White-Sutton, Sector Director: Consulting; marybeck. sutton@duke. edu – Teri de Leon, Director of Employer Engagement & Operations; teri. deleon@duke. edu • MBAA WIC Liaison: – Angela Tenney, angela. tenney@duke. edu • Alumni Relations – Denise Done, Assistant Director; denise. done@duke. edu • Student Life – Ruth Tolman, Director; ruth. tolman@fuqua. duke. edu – Sara Wakefield, Assistant Director; sara. wakefield@duke. edu • Admissions – Ashley Nagy, Assistant Director, ashley. nagy@duke. edu – Stacey Tate, Off-Site Events Coordinator, stacey. tate@duke. edu