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OFF-CAMPUS PROGRAMMING

OFF-CAMPUS PROGRAMMING. NEW RC OFFICER TRAINING APRIL 12 TH , 2018 JACK ARNOLD | JAKE FIELDS | JEN GUO | SIMONE LASZUK. THINK, PAIR, SHARE A SUCCESSFUL OFF-CAMPUS PROGRAM THIS YEAR. Why was it successful? What needs did it meet? Who were the key players?.

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OFF-CAMPUS PROGRAMMING

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  1. OFF-CAMPUS PROGRAMMING NEW RC OFFICER TRAINING APRIL 12TH, 2018 JACK ARNOLD | JAKE FIELDS | JEN GUO | SIMONE LASZUK

  2. THINK, PAIR, SHAREA SUCCESSFUL OFF-CAMPUS PROGRAM THIS YEAR Why was it successful? What needs did it meet? Who were the key players?

  3. INTEGRATING THE RC MISSION RC MISSION STATEMENT LEARNING OBJECTIVES • Promote interaction with faculty beyond the classroom • Strengthen the residents’ sense of community and connection to Northwestern • Enrich the intellectual, cultural, and social lives of residents by cultivating lifelong habits of learning • Identify major steps associated with the planning and execution of an off-campus program • Obtain a working knowledge of university contract/financial vendor procedures relevant to programs held off-campus

  4. 3 MAJOR COMPONENTS OF SUCCESSFUL EVENT PLANNING GOAL RESOURCES What you can work with for this program? NEEDS Who will attend? What are their interests? BRAINSTORM How might you fulfill programming goals? PLAN TIMELINE Make a schedule for each task needed! BUDGET Be good stewards of funds RSVPS Lock things down (paper and people chase) ASSESS HAVE FUN This is important  EVALUATION Debrief what worked and what didn’t

  5. CASE 1: SMALL OFF-CAMPUS PROGRAM 4. Timeline • T -1 month: Decide on dates, contact FF • T -2 weeks: E-mail sign-ups; RSVPs • T -1 week: E-mail details and reminders • T -1 day: Follow up e-mail reminder 5. Budget • How much are tickets? Food? 6. Reservations • Ticket purchases? Restaurant RSVPs? 7. Paper chase • Tax-exempt forms? • Get all the signatures needed! 8. People chase • Approval from Execs and College Staff • E-mail attendees! 9. Have fun! 10. Evaluation • 1. Resources? • Limited $$$ • 2. Needs? • Cultural trip • Engage faculty • 3. Brainstorm* • Randolph Vintage Market • Sa 4/23 (10a-5p) *Lets say you’ve already gauged interest!

  6. CASE 2: LARGE OFF-CAMPUS PROGRAM 4. Timeline • T -3 month: Dates? Vendors? $$$? • T -2 month: Contact FF, start all paperwork • T -1 month: Email sign-ups; RSVPs • T -2 weeks: Make sure paper work OK • T -1 week: E-mail details and reminders • T -1 day: Follow up e-mail reminder 5. Budget • $$$? Subsidies? Food? Buses? 6. Reservations • Ticket purchases? Vendor RSVPs? 7. Paper chase (get signatures needed ASAP) • Tax-exempt forms? Chartstrings? • Contracts with vendors? 8. People chase • Approval from Execs and College Staff • E-mail attendees! 9. Have fun! 10. Evaluation • 1. Resources? • Target $$$? • 2. Needs? • Cultural trip • Engage faculty • 3. Brainstorm* • Annual large dinner or cultural show off-campus (30 students, 5 faculty/staff) *Lets say you’ve already gauged interest!

  7. CONTRACTS 101 A.K.A. Lets not get sued 101

  8. CONTRACT PROCESS http://www.northwestern.edu/studentorgs/org-officers/policy-index/contracts/index.html Contract Hours in the SOURCE Monday 2-5pm Thursday 3-6pm Contracts over $25,000 or involving alcohol are required to be reviewed by campus partners and signed by the Vice President and may take up to 6 weeks to process Questions? jean.voss@northwestern.edu 1-2350

  9. WHAT IS A CONTRACT?* Any relationship, paid or unpaid, with a provider of services Services • Venues • Entertainment (speakers, bands, performers, etc.) • Catering • Applications, websites, photographers Excursions • Group tickets purchases • Transportation *Terms and conditions may apply

  10. CONTRACT LANGUAGE (BUSINESS) How much are you paying? (if any) Are you paying for travel or is it included? • Hotel rooms (how many)? • Flights (economy or first class?) *university policy • Ground transportation • Do they have extra requests? (Riders, etc.) Length of contract time period • How long are they performing? • How long is the rental term? • How many practices are they coaching? • What are the start and end times of your event?

  11. CONTRACT LANGUAGE (LEGAL) Insurance • Amounts Indemnification • Mutual Indemnification: We both agree to take responsibility for our own negligence Alcohol • Risk Reduction Plan to the VPSA Deposits/Cancellation/Force Majeure Northwestern Rider (fastest and safest!) Location of legality

  12. BREAKOUT ACTIVITYPLANNING WITH INTENT Walk through the 3 major components Goal Plan Assess

  13. GOOD LUCK & HAVE FUN! Jack Arnold <jackarnold2019@u.northwestern.edu> VP for Social Affairs (2017-18) – RCB (and past officer with CCS) Jake Fields <jake.fields@northwestern.edu> Assistant Director– Student Organizations & Activities Jen Guo <jen.guo@u.northwestern.edu> Assistant Chair (ISRC) – Office of Residential Academic Initiatives Simone Laszuk <simonelaszuk2020@u.northwestern.edu> Social Chair (2017-18) – Shepard-SMQ ADDITIONAL RESOURCES Student Orgs & Activities: northwestern.edu/studentorgs Events in Chicago: Choose Chicago, Timeout Chicago, Events12 Chicago, Thrillist Chicago Today’s materials (slides, handouts, spreadsheets): jenguo.com

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