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Student Clubs and Organizations. How To Have A Successful Year With Your Organization. Communication with Campus Life Nick. Membership roster updates/Co-Curricular Record Primary contact (name, phone, email) Creation and (proper) use of listserv – IT Campus Life Office Hours - PowerPoint PPT Presentation
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STUDENT CLUBS AND ORGANIZATIONS
How To Have A Successful Year With Your Organization
Communication with Campus Life Nick
Membership roster updates/Co-Curricular Record Primary contact (name, phone, email) Creation and (proper) use of listserv – IT
Campus Life Office Hours 8am to noon, 1 to 5 pm
Regular “Check-Ins” with RHDs in Campus Life
Understanding Your Budget Nick
Get allocation amounts from Charity Total Allocation vs. Specific Budget Lines- to
avoid debt Keep your own records What you can’t spend money on
Alcohol, Food, Charities, Things Given to Students
Spending your LUCC Budget Campus Life Credit Card Cash Advance Reimbursement
Treasury/Funding Nick
Requesting additional funds or a reallocation from LUCC- Funding Request Form on LUCC website
Fundraising/Dues – Fewer limitations on this money Taxes: If someone receives something in return for a
donation, that money must be taxed Raffle info and donations from businesses – talk
to Financial Services Other Funds- See Handout
Event/Party Registration Rose-Nick
Event/Party Registration Form available from the Campus Life Office
Complete registration forms early (Ideally at least a week ahead) and schedule a meeting
Meet with a member of the Campus Life staff (No later than the morning 3 business days before event) Discuss party plans Risk management plan Party publicity approval
Trip Planning Rose-Nick
Campus Life helps with ALL aspects of a trip (reserve hotels, register for conferences, reserve vehicles, etc.)
Set up a planning meeting EARLY with Campus Life Trip funds – budget for your return trip Trip Planning/Itinerary needed for every planned off-
campus event Forms and waivers needed 3 days prior to trip Parent or guardian needs to sign if student under 18
Trips, Continued…Rose-Nick
Lawrence vans: 50 cents/mile Up to 21 people in vans to one location;
more than 21 you need a bus Use of Vans/Buses
Request transportation with Charity at LEAST 2 weeks in advance – All vehicles must come through Campus Life for trips
Björklunden Free for student groups Applications for Winter and Spring available now,
due Everyone must ride bus
Club Sports and Water Activities Rose-Nick Club sports must meet with Erin
Buenzli Don’t forget your Club Sport
Handbook! A few activities LU insurance
doesn’t allow- Check with Campus Life Swim test requirements
ALL water activity requires a swim test
Why work with the Volunteer and Community
Service Center?
• Get more volunteers through their promotions
• Log your Hours on Voyager to be recognized and ease transition when leadership changes
• Student positions to help service-focused groups interested in 1-time opportunities or a formal “adoption.”
Room Reservations Kate
Online Lawrence Home > Calendar > “Room
Reservation Application”
Find a space that suits your needs, reserve in advance
Not your space until you get confirmation email!
You MUST contact Catering, AV, layout set-up, etc. to reserve - must be organized separately
Equipment Rental Kate
Equipment use is FREE for all Student Organizations across campus
Info Desk has rental forms Reserving equipment is not a guarantee,
must be confirmed with Greg Request early!
Two weeks in advance is a must The earlier the better!
Follow up with appropriate person Most often Greg Griffin
Rooms Commonly Used for Programming Kate
Warch Campus Center Rooms Esch Studio, Hurvis Room, Pusey Room,
Cinema Outdoor spaces
Quad, Main Hall Green, Wriston Amphitheater, Gilboy Fire Ring
Consideration for outdoor events: Bands, tents, extra/security, crowd control, fire
permits, noise variance Noise Variance at least ONE MONTH in
advance, request in consultation with Campus Life
Places you SHOULD use! Kate
Diversity Center International House Hiett Hall Lounges and Kitchens Sage and Big Exec basements Wriston Auditorium 2nd Floor Conference Room in Hurvis
Center
Catering and Food Services Kate How food works in the Warch Campus Center How money works for food Best source of info:
http://lawrence.cafebonappetit.com/catering-at-lawrence-university/
Catering Guide – online Catering/Cook outs/Pack outs Using Card Swipes
Need account number before order (Work with Campus Life Office)
The further in advance, the better (order should be placed minimum 2 weeks in advance of program)
Publicity Kate
Posting in the WCC must be approved by Info Desk Sponsoring Organization must be listed NO Duct Tape. Anywhere. Outdoor postings – No glass, not on buildings
Take down your posters after the event! No posting on doors/buildings – most buildings have
designated areas Lawrence University Parties and Events Facebook
Page Individual buildings may have other policies Digital Displays
LU Website > “Digital Display Request Form” Power Point slide, saved as a Jpeg file WCC, Library, Wellness Center, Plantz Hall, & Trever
Hall
Contracts Kate
You CANNOT sign contracts If YOU sign any sort of contract, you are
personally responsible for cost Very few people on campus can sign
contracts on behalf of the University Contract must come through Campus
Life Office Adequate funds, W-9s, Tax info, etc.
Negotiation help We can help go over contract, help lower
initial cost Student performers need to be on
payroll
Technology Resources Nick
Go to the IT Webpage “For Students” for: Info about group’s website How to change owners on it Help setting up a listserv A group email address
More to know. . . Kate&Nick
Movie spaces – Movie rights Copy Cards
Sign up for one at the Activities Fair Storage
All Student Organization items should be stored with Campus Life
Two people from group can have access to the “Cave”
Student Organization Lockers The CORE Hour
The President’s Cabinet has set aside 9-10 pm on Monday nights for the CORE program. Avoid programming at that time as all freshman will not be available
Request a Resource Form Nick
Career Services Volunteer Center Health and Wellness Diversity Center Center for Teaching and Learning
Working with Communications Nick
New Lawrence logo Identity standards
Questions? Nick
Share this information with group members and
other group leaders!
Campus Life Office 920-832-6600
Rose Wasielewski, Assistant Dean of Students for Campus Life
920.832.7203 or [email protected]
Nick Paulson, Campus Life Student Organizations Coordinator
920.832.6598 or [email protected]
Kate Allison, Campus Life Events Coordinator
920.832.7298 or [email protected]
Check out the resources on the “Student Activities” tab from the Student page of the LU website!
