Thrive Clubs Organizations Executive Officer Training Thrive Outline

Thrive. Clubs & Organizations Executive Officer Training

Thrive. Outline of Training § Basic Information & Policies § Planning an Event § Break & Catering Samples § Breakout Sessions § Recruiting & Marketing – Sykes 226 § Leading a Meeting & Retaining Your Members -- Sykes 224 § Managing & Requesting a Budget – Sykes 220 § Club & Org Advisory Board

Thrive. Who’s Excited!!!!!

Thrive. Club & Org General Information § Registration § Register by SEP 9!! § Update Information § President’s Council § Sept 7 – 1 st Meeting § Oct 5 § Nov 2 § Nov 30 § Club & Org Fair – THURSDAY, Aug 22 @ 11 am

Thrive. Club and Organization of the Year § Requirements for Consideration: § Must Register Club or Org by September 9, 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

Thrive. RESOURCES § Clubs & Orgs Suite § § § Craft Supplies Balloons & Helium Tablecloths Keep it Clean Let Erin Fox know if supplies are running low! § Printing

Thrive. My. Queens § Home to ALL the info!!

Thrive. Planning an Event § My. Queens § Student Life § Student Activities § Campus Event Planning § Follow the Steps

Thrive. It’s so easy….

Thrive. Step 1 – Request Budget § SGA Funds Usage Policy • Tshirts • Conferences § My. Queens – Budget Request Form § Campbell Corder, SGA Executive Treasurer § campbell. corder@queens. edu § Break Out Session For More Details!! § Sykes 220

Thrive. 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

Thrive. 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

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

Thrive. Having fun yet? ? ?

Thrive. Step 4 – FOOD!!!! § Dee Wood, Catering Director § All food must be ordered through Chartwells § Catertrax § Food orders must be approved by Erin Fox § Other Catering Services § Tablecloths § Curtain (Free in Dining Hall) § Curtain ($50 outside of Dining Hall)

Thrive. 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

Thrive. Now that was fun right? ? ?

Thrive. Step 6 - Transportation § Rose Transportation Services § Pricing available on My. Queens

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

Thrive. Who doesn’t like decorations!? !

Thrive. Step 8: Contracting Outside Vendors/ Performers/Services § All Contracts must be signed by Erin Fox 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

Thrive. Step 9: Payments § Credit Cards (Less than $250) § Reserve with Erin Fox § Mark Receipts • Club Name • Event Name • Account # • Event Code

Thrive. 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 Erin Fox and Vice President, Dr. Ralph • Over $500 - SGA Treasurer must also sign • Pick up checks 2 -3 days in advance

Thrive. Step 10: Advertise!!!! § Posting Policy § Student Life Calendar - My. Queens § Rex Text § Submit with Event Services Request OR § Email rextext@queens. edu § Facebook – Queens Get in the Know § Faculty & Staff - QNews § Bulletin Boards § Break Out Session For More Details!! Sykes 226

Thrive. PRACTICE MAKES PERFECT § What if you were planning…. . CASINO NIGHT

Follow the Steps Thrive. CAS INO § Step 1 – Request Budget (Budget Session) § Step 2 – Space Request & Logistics § Step 3 – Confirm Space Request & Logistics § Step 4 – Food § Step 5 – Special Prep (Alcohol Event Request Form) § Step 6 – Transportation § Step 7 – Decorations & Supplies § Step 8 – Contracting Vendors (Tent) § Step 9 – Payment (PO, Check Request for Tent) § Step 10 - Advertising NIG HT

Thrive. QUESTIONS?

Thrive. Breakout Sessions § Recruiting Members & Marketing Sykes 226 § Leading a Meeting & Retaining Your Members Sykes 224 § Managing & Requesting a Budget Sykes 220

Thrive. Advisory Board § What’s this Advisory Board thing all about? ? ? § Greek Life – Erin Fox (interim) § Spiritual – Diane Mowrey § Civic & Service – Leigh Davis § Cultural & Diversity – Zach Thomas § Social & Recreational – Patrick Motter § Academic & Honor – Erin Fox