student organization officer success workshop

1: Student Organization Officer Success Workshop Center for Student Activities and Involvement 2008-2009

3: SOOSW Annual training mandatory for student organization Presidents and Treasurers Key to informing primary officers on updated policies and procedures Varied times and days to accommodate YOUR schedule 09-10 will be offered in April, May, and June

4: CENTER FOR STUDENT ACTIVITIES AND INVOLVEMENT Rooms 300 and 330 in the J. Wayne Reitz Union ( FRONT DESK IN 300) 352-392-1671 www.union.ufl.edu/csai Hours: Monday to Thursday 8am -8pm Friday 8am -5pm Sunday 3pm-8pm

5: Icebreaker Please take two minutes and introduce yourself to a fellow student organization officer in the room that you don�t know. Please share the name of your organization, it�s purpose, and the role you play in the organization!

6: REGISTRATION Annual June 30-July 1 Registration for 09-10 will begin in April 09 and be open through June 30,2009 Steps to registration Registration Form Constitution: Constitution Guidelines Online submission for Officer Information

7: PRIVILEGES Staff in the Center �We are here to Help! SOOSW Grove Website Access-Circle Lab CSAI Website and Search Capabilities Involvement Education Workshops Offered monthly Open to all student organization members Topics are student driven

8: MORE PRIVILEGES Involvement Portfolio http://www.union.ufl.edu/involvement/login.asp Ability to apply for funding for your organization through Student Government Opportunity to apply for space for your organization to have a mailbox, cubicle, filing cabinet or office in the Center through the Reitz Union Board of Mangers Applications Available in November

9: EVEN MORE PRIVILEGES Access to apply for Catering scholarships from Classic Fair Catering, to assist in covering the costs for food for your events ( apply during permit process!) Access to all of IDEAL (Involvement Ambassadors) resources and services

10: IDEAL: 300 J. Wayne Reitz Union IDEAL can do a workshop for your organization or just the officers. They are experts in retreat planning and will attend your event and facilitate icebreakers or workshops for you Hosts the Annual Involvement Awards in the Spring Hosts the Student Organization Fair in Fall, Spring & Summer Hosts the Student Organization President�s listserv which sends weekly newsletters; submissions should be sent to ideal@union.ufl.edu www.union.ufl.edu/ideal

11: RESPONSIBILITIES Annual registration and training Updating Officer Information Form and online updating Constitution Update Process Hard copy of new constitution Checking your email for vital information

12: RESPONSIBILITIES CONTINUED Canceling room reservations across campus You will be charged in the Reitz Union for rooms you don�t cancel, so save your money! Following all policies regarding use of space Reading through CSAI Handbook and ensuring your organization�s leadership is familiar with the handbooks

13: OFFICER ELIGIBILITY All of the organization�s officers must meet the University of Florida regulations on officer eligibility; please read thoroughly http://regulations.ufl.edu/chapter4/4003.pdf This process is run through the Dean of Students Office in conjunction with the Center for Student Activities and Involvement

14: OFFICER ELIGIBILITY CONTINUED Due to your right to privacy through FERPA, the reason as to why an officer is ineligible cannot be shared with anyone except the officer Please make sure to resolve officer situations in a timely fashion to avoid suspension, which entails: Cancellation of permits for upcoming events Loss of room reservations If your organization receives Student Government funding, the funds will be frozen

15: QUESTIONS ? NEXT: Risk Management

16: RISK MANAGEMENT Does risk management relate to me? What risks am I exposed to? How do I mitigate risks?

17: RISKS Risks are inherent in what we do because few things are completely in our control: Other people�s behavior Weather Road Conditions

18: RISKS However, there are many things we can control to prevent incidents, maximize success, and respond appropriately: Plan ahead, anticipate issues Educate members about protocols and rules Familiarize yourself with any documents or contracts your organization is working with

19: REGISTERED STUDENT ORGANIZATIONS Being a registered student organization at the University of Florida does not make you a part of the University. Your organization is taxable; the organization does not apply for being tax exempt Your organization is not covered by the University�s Insurance

20: WHAT IS RISK MANAGEMENT? Risk Management is consistently doing things in a way that does not endanger people, property, reputations, and/or finances. It is more than following the rules, it is an approach to ensure safety and success!

21: TYPES OF RISK Physical Reputational Ask yourself �is this something I would be proud sharing with my parents or grandparents?� Emotional Financial

22: EVENT: Cultural Extravaganza The cultural extravaganza will be a day long festival 10am-5pm on Flavet Field with live performance, various cultural foods, a few games, inflatables and a fashion show. It is free and open to the public. What risks may be associated with this event?

23: RISKS Crowd Open to the public so anyone can show up: notifying UPD Environment Weather: rain location, rain call Location: sound, lighting, tech needs, tables, chairs, etc Games Physical activities and inflatables Do you need to have the participants sign waivers for the inflatables? Food Who is making the food and are they licensed? Fashion Show Where are the clothes coming from? Is there insurance on the clothing?

24: EVENT: UF vs Tennessee Watch Party UF vs Tennessee Watch Party, at Social Club 911 co-sponsored by Registered Student Organization on Saturday, September 20th from 5pm-midnight. Discount with College ID. Free give-aways for every time out and penalty. Local radio station WUFXY will be broadcasting from the event live. What risks may be associated with the event?

25: RISKS Patrons Students and non-students Security Who will ensure proper security throughout the evening Insurance Does CLUB 911 have insurance and are you listed as insured under their policy? Liabilities If something happens at the event you may be liable

26: STRATEGIES TO USE Have an officer focus on risk management Utilize the staff in the Center for Student Activities and Involvement and your organization�s advisor Refer to the CSAI Handbook - it has great tips for planning safe and successful events Submit your event permit EARLY The permit is a helpful event planning tool The staff will assist by pointing you in the right direction with waivers, contracts, equipment rental, security, etc.

27: QUESTIONS ? NEXT: Program Planning & Permitting

28: What is the purpose of program planning forms? to help student organizations run their event smoothly and to assist organizations in identifying what areas of campus need to be notified about an event

29: Required for any on-campus event other than a regularly-scheduled meeting. Complete program planning form online at www.union.ufl.edu/involvement/StudentOrgs (There is a tutorial to practice first.)

30: Where do I find the form?www.union.ufl.edu/involvement

36: Reserve your space directly with the office responsible for that area. Submitting a program planning from DOES NOT reserve your space. Reitz Union Event Services Office: Union meeting rooms, Auditorium/cinema, Orange & Brew, Ballrooms, Colonnade, North Lawn, South Terrace, Amphitheatre (duck pond) Office of the Registrar: classrooms Center for Student Activities & Involvement: Plaza of the Americas, Turlington Plaza, and banner space How Do I Reserve Space?

39: Commercial Activity � What does that mean? Many businesses and commercial groups want access to UF. These marketing programs give students maximum exposure to businesses and have little (if any) educational substance or entertainment. In an attempt to ensure students are provided the best programs possible and to preserve the educational environment of the campus, the Center for Student Activities & Involvement works with student organizations to allow sponsorship of commercial programs in limited situations. Student organizations may not sponsor any alcohol or tobacco products or companies!

40: Student organizations sponsoring a for-profit company will be required to complete a Program Planning Form with the CSAI. Completing the form is the initial step in the approval process. All advertisements or publicity must reflect the student organization�s ownership of the program. Commercial vendors cannot take primary sponsorship or responsibility for any student organization event. (Vendor logos are permissible but must be approved by CSAI). If this is violated the vendor will be refused campus access.

42: What can we do to raise money? Student organizations may hold fundraisers on campus, with certain restrictions: You may not sell commercial items on campus (only items that have your name or logo). You may not sponsor a commercial vendor to have access to campus. You may not sell food on campus. See �Fundraisers� handout online at www.union.ufl.edu/involvement/studentOrgs/resources/

44: Don�t forget about the Americans with Disabilities Act Organizations must provide reasonable accommodations for persons with disabilities. Most public areas of the UF campus are fully accessible. For large programs you can work with the venue manager to ensure all areas are accessible. SG can also provide alternative language and hearing assistance for SG-funded groups. The following blurb should be included in all publicity�

45: For SG-funded groups: For persons with disabilities requiring special accommodations, please contact 392-1665 x 302 or 392-2567 (TDD), e-mail accommodat@sg.ufl.edu or contact the Florida Relay System at 1-800-955-8771 at least 72 hours prior to the event.Upon request, this publication is available in alternative formats to persons with print-oriented disabilities. For more information, please contact Student Government at 392-1665 or the Florida Relay System at (800) 955-8771 (TDD). For non SG-funded groups: For persons with disabilities requiring special accommodations, please contact (insert phone number) or (insert email address), or contact the Florida Relay System at 1-800-955-8771 at least 72 hours prior to the event.

47: Can I Have Amplified Sound? Must be cleared through staff in the Center for Student Activities & Involvement Not allowed during class time outdoors on campus Voice amplification equipment may not be used during the day on the North Lawn and outside area around Turlington. Limited amplification is allowed on the Reitz Union Colonnade, Plaza of the Americas, and the Reitz Union Amphitheatre.

49: Food Contracts for Campus Classic Fare Catering provides up to $5,000 per semester in catering support for student organizations. Applications are available at www.union.ufl.edu/involvement/StudentOrgs/resources.asp. The sale of ANY food by student organizations is PROHIBITED. Any food given away must be prepared in kitchens inspected by the Health Department (i.e., restaurants or caterers).

50: Request to Provide Food Form must be filled out with the CSAI staff. The UF Food Contract states the Reitz Union and surrounding areas is restricted to food from Aramark/Classic Fare Catering. Off-campus vendors may only give away food at Turlington Plaza, Plaza of Americas, Norman Field, Hume Field, Maguire Field, & the North Lawn (after 6 pm only).

52: How Do I Book a Speaker? The Campus Programs staff in CSAI must be involved in all contact with agents for speakers, negotiations and offers. A verbal offer on the phone is considered binding. STUDENTS MAY NOT MAKE OFFERS! UF has an open press access clause that means the speaker may not limit print or video/taping by press. Agents and speakers should be made aware of this.

53: How About Booking a Band? Reitz Union Board Entertainment (RUB) or SGP must be involved, for safety reasons. All bands must have a �moshing� check to verify crowd control issues prior to an offer being made. The CSAI staff or UPD will determine the need for security when you use the Program Planning Form. No event may disrupt the operation of classes.

59: How Can I Advertise on Campus? Materials (including flyers, handouts, posters, banners, etc.) making reference to the use, sale, consumption or distribution of alcohol or illegal drugs are prohibited, including, but not limited to advertising of 2-4-1 specials, beat-the-clock deals, happy hours, lady�s night, or illustrations/photos depicting these activities. Posters or flyers may be placed on public bulletin boards around campus. Post on outside official university bulletin boards only (No trees, walls, doors, cars, etc.)

60: Chalking is limited to the Reitz Union South Terrace. No leaving stacks of materials unattended on university grounds No distribution/posting of materials inside university buildings. Posting materials in on-campus housing facilities may occur with permission from Housing. Materials may not be forced on individuals or thrown on ground as litter.

61: What if I Want to Show a Movie? Any student or student organization�showing movies on campus (outside of residence hall residential rooms)�is subject to federal copyright law.� Any film showing must be approved in advance by the Center for Student Activities & Involvement to confirm that appropriate licenses have been obtained.� Renting a movie�without public distribution licensing�or bringing in a personal copy to show your membership or the general public�IS ILLEGAL and subjects the parties involved (students,�your organization and possibly the University)�to fines of up to $250,000.

62: Co-Sponsorship Forms Very helpful when co-sponsoring with other groups Download the form from the CSAI website in the �Resources� section

63: Do I Need INSURANCE? Special events insurance is designed to provide financial protection should there be injury to attendees or spectators or damage to UF property during an event held on the UF campus. Most events are insurable by the University carrier and the insurance application will be processed by your venue. However, many proposed events include activities that the University�s carrier specifically excludes from coverage, so the University carrier cannot insure them. These include concerts, mechanical amusement devices (inflatable novelties), motorized sporting events and boxing, wrestling or karate events, to name a few.

64: When the UF carrier cannot provide insurance coverage, alternate insurance must be purchased. The venue manager will determine if insurance is needed. If you misrepresent any aspect of the program on the event permit request to avoid requiring insurance or to decrease liability exposure, it may void the coverage, including UF coverage. For example, events limited to UF students will in most cases not need insurance. Stating it is limited to UF students in the permit request but advertising to or admitting non-students would possibly have your event NOT covered by the UF policy, leaving your organization possibly liable.

65: Can We Serve Alcohol? Alcoholic beverages may be served or sold at an on-campus function sponsored by a student organization only in very limited situations. Prior written approval from the Dean of Students Office and an event permit from the Center for Student Activities & Involvement are required. www.union.ufl.edu/involvement www.ufsa.ufl.edu/ovp/alcohol For off-campus events where alcohol may be served, please review Best Practices for Off-Campus Events information at www.union.ufl.edu/involvement/studentorgs/ handbook/contents. Your organization is responsible for following the law and being safe!

66: QUESTIONS? Remember, all of this information is online in the CSAI Handbook at www.union.ufl.edu/involvement