Clubs & Organizations Training Advisors

1. Clubs & Organizations TrainingAdvisors

2. Outline of Training • Basic Information & Policies • Planning an Event • Resources for Clubs & Orgs • Is Your Club the Best of the Best! • Being an Advisor

3. Club & Org Information & Policies • Club & Org President’s Council • Utilizing MyQueens • Policies • Updating Information • Posting Policy • Off Campus Events

4. Planning an Event • MyQueens • Student Life • Student Activities • Campus Event Planning • Follow the Steps

5. Step 1: Request Space • Tamara OsborneFacility Rentals • Ad Astra • Remember, students have not officially reserved their space until they get the follow up email CONFIRMING their space request!! • Using Burwell Parlors

6. Step 2: Event Services Request • AFTER their space is CONFIRMED… • When to Use it? ALWAYS!!! • Notifies Student Activities of the Event • Request Services like… • Reserve Tables, Chairs, Stage, Trash Cans, Etc. • Reserve Media Equipment (Small & Large) • Have your Room Unlocked • Campus Police Officer

7. Step 3 – FOOD!!!! • Dee Wood, Catering Director • All food must be ordered through Chartwells • Catertrax • Food orders must be approved by Amber Perrell • Other Catering Services • Tablecloths • Curtain

8. Step 4 – Confirm Event Services Requests • It’s Not Enough to Just Hit Submit/Send. • Make sure your students have received confirmations and are all set to go!

9. Step 5 – Special Event Preparations • All Special Events require 2 weeks notice • Alcohol Events • Officers • Bartenders • Bonfire – Fire Circle Usage Request Form • Fire Wood • Hose • Fire Extinguishers

10. Step 6: Decorations • Check out these great resources: • Oriental Trading • Shindigz • Amazon • Party City • Thrift Stores • M&N International

11. Step 7: Contracting Outside Vendors/ Performers/Services • System for Approval of Contracts • Contracts should include: • Date, Time, Location • Amount to be Paid • Service Provided • Contract Template or Informal Agreements

12. Step 8: Advertise!!!! • Student Life Calendar - MyQueens • Rex Text • Submit with Event Services Request OR • Email rextext@queens.edu • Facebook – Queens Get in the Know • Faculty & Staff - QNews • Bulletin Boards

13. RESOURCES • Clubs & Orgs Suite • Craft Supplies • Balloons & Helium • Tablecloths • Printing • Service Center

14. Club and Organization of the Year • Requirements for Consideration: • Must Register Club or Org by September 2, 2011 • Must Submit Budget Request by October 12, 2011 • Must attend 70% of President’s Council Meetings • Executive Member 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

15. Being an Advisor • Student Development • Empowering Students • Developing Leaders • Sharing Expertise • Holding Accountable

16. How to be the best Advisor you can be! • Be visible & available • Be consistent • Uphold Queens policy & NC laws • Guide, don’t do! • It’s ok for them to fall down • Let Student Activites know if you’re having problems.

17. Tips for Success • Set up a meeting with the clubs leadership to help them establish plans • Discuss expectations between yourself and the club • Assist the group in evaluating their successes and failures. • Challenge the group to grow & develop • Keep a sense of humor! 

18. Here to Help… Amber PerrellDirector of Student Activities704-337-2263704-301-5098perrella@queens.edu

19. QUESTIONS?