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Student Organization OFFICERS MEETING

Student Organization OFFICERS MEETING. Monday, September 8, 2008. AGENDA. Financial Management Fund Allocations Access Funds Vendor Payment Additional Funding Reports. Steps to Plan an Event Book a Room Arrange AV Publicize your Event Informational Sessions ITS

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Student Organization OFFICERS MEETING

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  1. Student OrganizationOFFICERS MEETING Monday, September 8, 2008

  2. AGENDA Financial Management • Fund Allocations • Access Funds • Vendor Payment • Additional Funding • Reports Steps to Plan an Event • Book a Room • Arrange AV • Publicize your Event • Informational Sessions • ITS • Other Publicity Options • Cater the event • The Pub/Hark Policies • Alcohol Policy • Police Detail • High Profile Speakers • Hazing DOSO Resources Student Activities Fair

  3. NEED TO:Book a Room, Request AV, Publicize the Event DO IT ALL ONLINE AT: https://internal.law.harvard.edu/events/

  4. Contact Information Events Office Pound Hall, Room 208Phone: 617-495-3129Fax: 617-496-2869 E-mail: events@law.harvard.edu Media Services Pound Hall, Room 205Phone: 617.495.4840Fax: 617.496.6645E-mail: av@law.harvard.edu

  5. Events and Media ServicesInformational Sessions Tuesday, September 16th 11:00-12:00pm Pound Hall, Room 108 Wednesday, September 17th 3:00-4:00pm Pound Hall, Room 202

  6. Technology Servicesways to keep in touch with your community Need to: • create an e-mail account for your org • access online storage • create and/or manage a listserv • create and/or maintain an org webpage ONE STOP Information Technology Services (ITS) online at: www.law.harvard.edu/about/administration/its/students/studorg.html

  7. Need assistance with your org website: Jeff Dunn - Web Coordinator Phone: 617-495-3738 E-mail: jedunn@law.harvard.edu

  8. Other Publicity Options Tabling in the Hark • contact Dean of Students Office to reserve space Stuff Hark Boxes • now located in the tunnels below Pound Hall Post on campus bulletin boards Need help making a poster/flyer: Ethan Thomas Publications Office Phone: 617-384-9522 E-Mail: ethomas@law.harvard.edu

  9. Cater the Event Food Service Policies at HLS: • All events held in the Hark or areas adjacent such as the Hark Patio and Kumble Plaza must be catered by Restaurant Associates • External food service providers may be used for all other areas on campus

  10. HLS Alcohol Policy • Alcohol for any on-campus event must be purchased from Restaurant Associates (Beer and Wine only) • A bar tender is required for any event where alcohol is being served (to be provided by RA) • Food and non-alcoholic beverages must be provided at all events where alcohol is being served (chips, pretzels, soda, water, etc.) • Student Organizations may not use HLS funds to purchase alcohol for off-campus events Complete Alcohol Policy may be found online at: www.law.harvard.edu/current/orgs/info/alcohol.html

  11. Contact Information Restaurant Associates Harkness CommonsPhone: 617-495-5538E-mail: catering@law.harvard.edu Website: http://go.compass-usa.com/hls/content/home.asp

  12. Police DetailHarvard University Police Department Request an HUPD Police Detail online at: www.hupd.harvard.edu/detail Police details are required: • at any event where alcohol is being served and expected attendance is over 100 • at an event that features a high profile speaker

  13. Contact Information Harvard University Police Department (HUPD) 1033 Massachusetts Avenue, 6th FloorPhone: 617-495-1215Website: www.hupd.harvard.edu URGENT: 617-495-1212

  14. Invite a High Profile Speaker University Marshals Office Wadsworth House Phone:617-495-5727 E-mail:marshal@harvard.edu Website:www.marshal.harvard.edu Dean of Students Office Pound Hall, Room 310 Phone:617-495-1880 E-mail:dos@harvard.edu Website: www.law.harvard.edu/current/student-services/doso/index.html

  15. Hazing Compliance

  16. Financial Information Fund Allocations • Valid during Fiscal Year: July 1st-June 31 • This year is FY09, Fiscal Year 2009. • Determined each spring by the Student Funding Board • Funds may be used towards any expense related to the mission of the org as determined by org leadership (except alcohol consumed off campus)

  17. Access Funds • Reimbursement • 33-digit Billing Code • 265 22130 XXXX 000001 552100 XXXX 00000 • DOSO Credit Cards

  18. Vendor Payment • Do not pay with personal funds • Provide invoice to Dean of Students Office • Invoice must include Fed ID Tax# or SS# • Payments greater than $600 require a contract • This includes multiple payments during the same fiscal year that total more than $600 • Contact William Howell to obtain contract • Payment will be processed in 3-4 weeks • Plan ahead

  19. Additional Funding Gifts from outside sources Please contact the Dean of Students Office Misc Income May be deposited into org accounts at HLS Turn it to William Howell in the Dean of Students Office Co-sponsorship plan events with other orgs and/or HLS departments Milbank Tweed Conference Fund

  20. Reports Mid-Year Activity Reports • Due on Friday, February 6th • Include Spring Projections • Required to qualify for funding • E-mail to William Howell (wihowell@law.harvard.edu) Expense Reports • E-mailed by William Howell to org financial officer • Will be sent at the end of October and February

  21. DOS Resources DVD Movies available in the HLS Library Board Games available in the Dean of Students Office Wii available in the Dean of Students Office

  22. Student Activities Fair • Wednesday, September 17th from 5:30-7:30 pm Ropes Gray Room, 2nd Floor of Pound Hall. • Please arrive no later than 5:00 pm to set up • E-mail William Howell (wihowell@law.harvard.edu) to reserve a space at the event

  23. Contact Information Meg Demarco Assistant Director for Student Activities Pound Hall, Room 310 Phone: 617-496-2436 E-mail: mdemarco@law.harvard.edu William Howell Student Activities Coodinator Pound Hall, Room 310 Phone: 617-496-2471 E-mail: wihowell@law.harvard.edu

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