MBAA Week In Cities (WIC) Guide 2017-2018

1. MBAA Week In Cities (WIC) Guide 2017-2018

2. 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

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

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

5. Key WIC contacts • MBAA WIC Coordinator: Angela Tenney • 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. • 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. • Student Life Office – Sara Wakefield will provide you with the required liability waiver and will be able to answer any other risk questions. • 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

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

7. Tips: Planning the trip • Getting 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 • Planning 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

8. Tips: Planning the trip • Communication with attendees: • Collect cell phone numbers of attendees; start a GroupMe or What’sApp 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 OrgSync) • Travel/Hotels: • Use a google doc to coordinate carpools, flights, and hotels • Negotiate a hotel block/discount close to the firm(s) • Thank you gifts: • Fuqua thank you gifts can be purchased at the accounting office with your club cost code

9. What to communicate to firms before your visit? • Final headcount and resume book of attendees • Cell phone numbers of trip leaders and any CMC representatives attending • Get the firm’s point-of-contact info • Check 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 • Confirm whether the firm is providing food, if not alert attendees to eat before/after the presentation • Communicate any food allergies if a firm is providing food

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

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

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

13. 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

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

15. WIC Action Items

16. WIC Action Items

17. 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.

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

19. 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 McClanahan, 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 • MacKenzie 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