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Club & Org Executive Officer Training Outline

This training outline provides basic information, policies, and step-by-step guidance on planning an event, including break and catering samples. It also covers the Club and Org Advisory Board and information on the Club and Organization of the Year award. Additional resources, such as budgeting, space request, logistics, food, transportation, decorations, and advertising are included. Breakout sessions are available on recruiting members and marketing, leading a meeting, and managing budgets. Advisory board information is also provided.

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Club & Org Executive Officer Training Outline

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  1. Clubs & Organizations Executive Officer Training

  2. Outline of Training • Basic Information & Policies • Planning an Event (Steps 1-4) • Break & Catering Samples • Planning an Event (Steps 5-10) • Club & Org Advisory Board

  3. Who’s Excited!!!!!

  4. Club & Org General Information • Registration • Register by SEPT 7!! • Update Information • President’s Council • Oct 5 • Nov 2 • Nov 30

  5. Club and Organization of the Year • Requirements for Consideration: • Must Register Club or Org by September 7, 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

  6. RESOURCES • Clubs & Orgs Suite • Craft Supplies • Balloons & Helium • Tablecloths • Keep it Clean • Let Amber Perrell know if supplies are running low! • Printing

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

  8. It’s so easy….

  9. Step 1 – Request Budget • SGA Funds Usage Policy • Tshirts • Conferences • MyQueens – Budget Request Form • Joseph Vaughn, SGA Executive Treasurer • Joseph.vaughn@rexmail.queens.edu • Break Out Session For More Details!! • Sykes 220

  10. 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

  11. 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

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

  13. Having fun yet???

  14. Step 4 – 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 (Free in Dining Hall) • Curtain ($50 outside of Dining Hall)

  15. Now that was fun right???

  16. 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

  17. Step 6 - Transportation • Rose Transportation Services • Pricing available on MyQueens

  18. Who doesn’t like decorations!?!

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

  20. Step 8: Contracting Outside Vendors/ Performers/Services • All Contracts must be signed by Amber Perrell 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

  21. Step 9: Payments • Credit Cards (Less than $250) • Reserve with Amber Perrell • Mark Receipts • Club Name • Event Name • Account # • Event Code

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

  23. Step 10: Advertise!!!! • Posting Policy • 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 • Break Out Session For More Details!! Sykes 226

  24. PRACTICE MAKES PERFECT • What if you were planning….. CASINO NIGHT

  25. CASINO NIGHT Follow the Steps • 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

  26. QUESTIONS?

  27. Breakout Sessions • Recruiting Members & MarketingSykes 226 • Leading a Meeting & Retaining Your Members Sykes 224 • Managing & Requesting a Budget Sykes 220

  28. Advisory Board • What’s this Advisory Board thing all about??? • Greek Life – Zach Thomas • Spiritual – Alice O’Toole • Civic & Service – Leigh Davis • Cultural & Diversity – Laura Dahlberg • Social & Recreational – Patrick Motter • Academic & Honor – Amber Perrell

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