Club leaders forum

1. Club leaders forum Responsibilities and procedures for club leaders 2011-2012

2. Agenda • Outgoing Leadership Administrative Items • Ratification of the MBA Council Constitution • Club Leadership Transitions • Overview of Club Leaders Forum • Relationship with Graduate Student Council (GSC) • New website - SMGWorld • 2011-2012 Club Expectations • Club Leader How-To’s: • Programming Events • Marketing Events • Funding Requests • Alumni Requests

3. MBA Council Constitution • MBA Association  Graduate Student Association • Add 1st Year PEMBA representative • MSMF 3-semester term • Remove Club balanced scorecard • Remove Club budget allocations • Mandatory 3-week lead time  Preferred lead time • Various wording and grammatical edits

4. Leadership Transition • Re-registration with YouDo@BU by April 22 • Club room key handoff • Transfer email addresses/passwords • Review documentation of previous events • Take time to do Plus/Delta on the year

5. Club Leaders Forum • Venue for club leaders to collaborate, share best practices • Plan co-sponsored events & review event calendars • Discuss problems, difficulties, challenges • Gather feedback and insight from peers • UP FOR DISCUSSION AT THE END • Meet Monthly – what day/time/venue? • Standing agenda, or different topics every month?

6. Graduate Student Council • Representing SMG graduate programs • Full-time MBA • Part-time MBA • Math-Finance • MSIM • Resource for programming, funding, communication and access to administration • Central repository for historical information on events and programs • Run general events – Boat Cruise, Holiday Party, Spring Gala • Find us in Room 305A

7. Working with VP Governance • Role as liaison between club leaders, MBA Council, BU/SMG administration and BU Community • Coordinate Club Fair • Assist clubs in reaching internal goals • Programming • Funding requests • Sharing best practices • Facilitating collaboration

8. New gsc initiative – SMGWorld • All websites now hosted on http://smgworld.bu.edu/smgmba • Club liaison for all things SMGWorld • VP Marketing, Sabrina Wells • Opportunity to work with IT Department • Gregory Defronzo • Kathy Moore • Introduction to SMGWorld…

9. Club expectations • Ramping up activities for the 2011-2012 academic year • Host one signature event during the year • Co-sponsoring and collaboration encouraged • Host at least one big speaker/panel each semester • Open events up to the larger GSM community • Consider BU/SMG alumni • Hold regular club meetings – at least monthly • Calendar must be set by September 6 • All regularly scheduled meetings on GSC calendar

10. Responsibilities to GSC • Update SMGWorld by May 15 • Provide 2011-2012 preliminary budget by May 15 • Provide Year-In-Review by May 15 • Programs hosted (lunch and learns, alumni events, fundraisers, etc.) • Attendance at each, projected vs. actual • Brief description of the event • How it went, lessons learned

11. Programming Overview • Lauren Salvatiand/or Sarah Keimigat SAO • One University Avenue (just past the GSU) • Paperwork picked-up and turned in at SAO • Must be turned in 3 weeks in advance • http://www.bu.edu/sao/studentgroup/sabo/ • Use SMGWorld as primary resource • Please read through carefully • http://smgworld.bu.edu/smgmba/gsm-council/how-tos-for-club-leaders/ • http://smgworld.bu.edu/smgmba/gsm-council/clubs-support/

12. Planning an event • Reference SMGWorld Calendar & post scheduled events • Booking a room • GSU Handles all SMG booking • gsures@bu.edu, 617-353-5498 • Contact VP Governance or advisor for further support • Handling catering needs • Contact Mary Sforza • msforza@bu.edu, Room 404A

13. Marketing your events • VP Marketing available as a resource • Forum on best practices • SMGWorld Club website • SMGWorld Calendar • Flyers around SMG • GSC Weekly Newsletter • Make an announcement form • Pay careful attention to event marketing timeline…

14. Funding your Events • Clubs expected to seek funding from: • Fundraising • Sponsorship (corporate or private) • Donations • In-kind • MBA Council is “last resort”

15. Procedure for GSC Funding Request • Create budget • Submit funding request to VP Governance • Form is on MBA Council page • NEED LINK TO RESOURCE ON SMGWORLD • Must be done in advance of event • Make revisions as necessary • Present before MBA Council • Summary of event • Reason for event • Q&A • Council decision usually same day

16. Evaluation of Funding Requests • Scope of event • How many students are expected? • Is it open to all MBAs? • Are similar events also happening at the same time? • Other sources of funding • Has fundraising happened? • Are there options for additional funding? • Could other groups partner in the event? • Club/Event Expectations • How successful has this event been in the past? • How good has this group been at hosting events?

17. Alumni Requests • More than 30,000 BU/SMG alumni • For Learn@Lunch, networking events, keynote speakers • VP Alumni Relations is your outreach liaison • Steph Bloch, sbloch@bu.edu • Work with Office of Alumni Relations • Best practices for alumni outreach

18. Getting up to speed • Read the MBA Constitution • Review/update your club by-laws • Scan the SAO Student Group Resources • http://www.bu.edu/sao/studentgroup/index.html • Gather last year’s records, transition responsibilities • Maintain good records for your future successor

19. Take Aways • Deliverables to VP Governance ASAP • List of all officers, including email address • Request for table at club fair • Deliverables to MBA Council by May 15th: • Preliminary budget for 2011-2012 academic year • Wrap up of 2010-2011 activities • Updated SMGWorld website • Key forms for Club Room • Deliverables to SAO • New Officer Paperwork – ASAP • Re-registration online – April 30 • Club Leaders Forum Meetings • Monthly? Day/time/location? • Standing agenda? Different topics?

20. Thank you! Questions? Further discussion?