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Programming Officer Training

Join us for the Officer Training & learn about Campus Life expectations, key elements, policies, & event registration. Get equipped to lead your student group effectively.

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Programming Officer Training

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  1. Programming Officer Training Student Group Leader Training September 8, 2018

  2. Who are we? • Charlotte Pohl • Student Union Vice President for Programming • Beth Doores • Campus Life Associate Director for Student Involvement • Pamela Avila • Campus Life Program Coordinator

  3. Responsibilities, Expectations, Role

  4. What are the key elements of what you do? • Shout it out! • Many different “position titles” • What is the best thing about being a student group leader? • What is the biggest anticipated challenge about being a group leader? • How do you most need/use Campus Life as a resource? • How do you most need/use Student Union as a resource?

  5. Campus Life Expectations • Knowledge of campus policies and procedures • Risk management • Fiscal responsibility

  6. Policies

  7. What do you need to know? You need to know they exist. Where to access them What applies to you? What happens if they are violated? What support do you have in navigating them?

  8. Student Group Handbook Campuslife.wustl.edu/group • Group General Requirements & Expectations • Finances • Advertising & Promotion • Program Planning • Policies & Forms • Events with Alcohol • Student Group Travel • Reservations • Advisors • Resources & Leadership Development

  9. Event Registration • Marketing! • Easily connect with campus departments and navigate programming policies • Guides the event planning process • Important links to campus departments, policies, and other forms available at your finger tips during the entire process • Automatically notifies and involves necessary campus partners • Offers centralized discussion board for conversation and coordination • Saves your event details and campus staff recommendations or notes for future group leadership • Creates event packet for planner to have and share with event staff • Auto saves your event as you work so you can return to it later

  10. Event Registration • Required for: • Social Events and Events with Alcohol • Student Group Travel • Food Trucks • Inflatables • Youth to Campus • Events with attendance over 100 • Non-Washington University attendees • Submit your events 15 business days in advance *some policies require more time

  11. How to Register an Event • Log in to WUGO • Open your group’s action center • Click on the “Events” in the drop down menu • Click “Create Event” • You’re there!

  12. Social Event Management Undergraduate students and student groups are afforded the privilege of serving alcohol at certain events. With this privilege comes expectations regarding ensuring the safety and welfare of those in attendance. Students are expected to know and abide by all applicable state and federal laws and University policies and procedures. Students are responsible for their own behavior; however, if alcohol is a part of an event, student organizers and sponsors must undertake efforts to provide a safe environment for the attendees. If you plan to host an event with alcohol you must attend a GPS Training *at least* the month prior to when your event will take place

  13. Event Security Some events you host may need or even require the presence of outside event security or staffing. This will be determined by individual event policies as well as through coordination with WUPD and the event registration process. Approved Outside Security Agencies • B&D SecurityDebbie Woosleydebbiewol@aol.comHourly rate: $15 per guard, $16 per supervisor, four hours minimum • NPB SecurityGavin Tichygtichy@npbcompanies.comHourly rate: $16 per guard, $18.50 per supervisor, four hours minimum • Keystone Staffing ResourcesBrian Campbellbcampbell@keystonestaffing.com314-878-7200Hourly rate: $16 per hour, $18 per supervisor

  14. Food Truck Policy • You can have food trucks at your event! • Food must be free to students and take place in Edison Courtyard • Required to be registered event in WUGO • See full policy on Campus Life website for complete details

  15. Other Policies to Note • Film Policy • Domestic Animal Policy • 5k Policy • Youth Protection • Student Group Travel Policy All of these policies and more can be found on the CL website and through event registration

  16. Contracts • When planning a program that will include contracts it is important to plan in advance! • Artist, performer, speaker • Vendor, caterer, rental equipment • Off-campus venue • Dj, photographer, etc… • Students should never sign a contract; only Campus Life GPS advisors can sign a contract for your group! • Schedule an appointment with a GPS Advisor • Plan time for negotiation with the agent or vendor • It may take multiple GPS appointments

  17. Contracts • Students should never sign a contract; only Campus Life GPS advisors can sign a contract for your group! • Templates on the Campus Life website • Speaker/Artist Agreement • Service Provider Agreement • Off-Campus Venue Agreement • Event Security Agreement • Addendums to add to vendor/artist/performer contracts

  18. Key Tools and Resources

  19. Campus Life

  20. Trending Topics What is it? • SU funded speaker series • $225,000 allocated in general budget • Meant to spark dialogue and discussion surrounding trending topics on campus

  21. Trending Topics Process • Student groups nominate speakers • Between $15k and $80k • Before February deadline • Treasury discusses and votes on speakers in an appeals session • There is a final ballot and a waitlist • Early April • Campus Life will contact speakers and book them • Over the summer • Student groups and SU co-program events around speaker presentation • During school year

  22. Past Speakers

  23. Look Forward To... ...and many others to be announced soon

  24. New and Improved SU Website su.wustl.edu

  25. Where you will find EVERYTHING you need to run your student group

  26. Where most important documents and link reside • Where you’ll find Treasurer Training Slides

  27. Useful links

  28. Link to all Campus Life Resources • Advising • Contracts • Training Calendar

  29. Learn how to use various SU resources (currently expanding) • If you have any suggestions on How tos, email pr@su.wustl.edu

  30. SUPR Request Form

  31. Missed the latest President & Treasurer Email? • Check here for the latest news

  32. Click here to be directed to the WUGO Group Directory

  33. Find all the latest SU Initiatives here!

  34. WUGO Top 10 Reasons to LOVE WUGO 10. News 9. Elections 8. Messaging/Distribution Lists 7. Roster Management 6. Forms – who needs Google? 5. Group Directory 4. Mobile Check In 3. Transition Officers with Ease! 2. Events – Registration & Calendar 1. Access to Reserve a Space and SUFinance

  35. Reserve A Space and Event Management • Brittany Panus • Event Coordinator for Student Groups • Your contact and main resource for space reservations and space guidelines

  36. Group Pathways to Success (GPS) GPS Training • Monthly schedule • Required for activities: events with alcohol, responsible contact training, travel coordinator training • Encouraged: programming, transition, WUGO, group dynamics…

  37. Group Pathways to Success (GPS) GPS Advising • Meet with Campus Life staff • Services include: • Contract Review/Signing • Event Planning • Student Group Travel • Starting a New Student Group • Group Dynamics • Group development • How to Get Involved • WUGO Support • CliftonStrengths Facilitation

  38. SUPR(Pronounced “Super” Team) • Group of graphic designers, photographers, and videographers whose job is to help student groups with PR and outreach. • Offer multiple services: • Event photography • Event videography • Headshots • Graphic Design • Pamphlets • Booklets • Flyers • Facebook Banners • Button designs

  39. SUPR • Each student group gets a certain amount of SUPR hours free: • Cat I: 8 hours • Cat II: 6 hours • Cat III: 4 hours

  40. Examples of SUPR Work • Spring WILD 2018 Release Video

  41. Examples of SUPR Work

  42. How to Submit a SUPR Request • Must submit 3 weeks before event/deadline for guaranteed pickup by SUPR • Give as much description as possible • If necessary, a SUPR member will set up a meeting with you to get a better idea of your request

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