Student Clubs and Organizations

1. Student Clubs and Organizations How To Have A Successful Year With Your Organization

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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.”

10. 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

11. 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

12. Rooms Commonly Used for Programming Kate • Warch Campus Center Rooms • Esch Studio, Hurvis Room, Pusey Room, Cinema • Outdoor spaces • Quad, Main Hall Green, WristonAmphitheater, 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

13. 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

14. 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)

15. 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

16. 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

17. 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

18. 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

19. Request a Resource Form Nick • Career Services • Volunteer Center • Health and Wellness • Diversity Center • Center for Teaching and Learning

20. Working with Communications Nick • New Lawrence logo • Identity standards

21. Questions? Nick Share this information with group members and other group leaders! Campus Life Office 920-832-6600 Campus_life@lawrence.edu Rose Wasielewski, Assistant Dean of Students for Campus Life 920.832.7203 or rose.wasielewski@lawrence.edu Nick Paulson, Campus Life Student Organizations Coordinator 920.832.6598 or paulsonn@lawrence.edu Kate Allison, Campus Life Events Coordinator 920.832.7298 or allisonk@lawrence.edu Check out the resources on the “Student Activities” tab from the Student page of the LU website!