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Clubs & Organizations Advisor Training

Clubs & Organizations Advisor Training. Being an Advisor. Student Development Empowering Students Developing Leaders Sharing Expertise Holding Accountable. How to be the best Advisor you can be!. Be visible & available Be consistent Uphold Queens policy & NC laws Guide, don’t do!

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Clubs & Organizations Advisor Training

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  1. Clubs & Organizations Advisor Training

  2. Being an Advisor • Student Development • Empowering Students • Developing Leaders • Sharing Expertise • Holding Accountable

  3. How to be the best Advisor you can be! • Be visible & available • Be consistent • Uphold Queens policy & NC laws • Guide, don’t do! • It’s ok for them to fall down • Let Student Activites know if you’re having problems.

  4. Tips for Success • Set up a meeting with the clubs leadership to help them establish plans • Discuss expectations between yourself and the club • Assist the group in evaluating their successes and failures. • Challenge the group to grow & develop • Keep a sense of humor! 

  5. Who’s Excited!!!!!

  6. Club & Org General Information • Registration • Register by SEPT 7!! • Update Information • President’s Council • Sept 7 – 1st Meeting • Oct 5 • Nov 2 • Nov 30

  7. Club and Organization of the Year • Requirements for Consideration: • Must Register Club or Org by September 7, 2012 • Must attend 70% of President’s Council Meetings • Executive Officers must attend at least 1 Leadership, Lunch & Learn • Group must host at least 1 social or educational event per semester that is open to the campus • Group must host at least 1 service project/trip

  8. RESOURCES • Clubs & Orgs Suite • Craft Supplies • Balloons & Helium • Tablecloths • Keep it Clean • Let Amber Perrell know if supplies are running low! • Printing

  9. MyQueens • Home to ALL the info!!

  10. Planning an Event • MyQueens • Student Life • Student Activities • Campus Event Planning • Follow the Steps

  11. MyQueens • Campus Event Planning

  12. It’s so easy….

  13. Step 1 – Request Budget • SGA Funds Usage Policy • Tshirts • Conferences • MyQueens – Budget Request Form • Joseph Vaughn, SGA Executive Treasurer • Joseph.vaughn@rexmail.queens.edu

  14. Step 2: Space Request & Logistics Form • Lauren Bowen, Event Logistics • When to Use it? ALWAYS!!! • Space • Ad Astra – See if Space is Available • Using Burwell Parlors • Student Event

  15. Step 2: Space Request & Event Logistics • Request Services like… • Space Unlocked/ AC On • Campus Services • Reserve Tables, Chairs, Stage, Trash Cans, Etc. • Media Services • Reserve Media Equipment (Small & Large) • Campus Police • Officer on Duty • Parking

  16. Step 3 – Confirm Space Request & Event Logistics • You have not reserved your space until you get the follow up email CONFIRMING your space request!!

  17. Having fun yet???

  18. Step 4 – FOOD!!!! • Dee Wood, Catering Director • All food must be ordered through Chartwells • Catertrax • Food orders must be approved by Amber Perrell • Other Catering Services • Tablecloths • Curtain (Free in Dining Hall) • Curtain ($50 outside of Dining Hall)

  19. Step 5 – Special Event Preparations • All Special Events require 2 weeks notice • Alcohol Events • Officers • Bartenders • Fire Circle Usage Request Form • Fire Wood • Hose • Fire Extinguishers

  20. Now that was fun right???

  21. Step 6 - Transportation • Rose Transportation Services • Pricing available on MyQueens

  22. Step 7: Decorations & Supplies • Check out these great resources: • Oriental Trading • Shindigz • Amazon • Party City • Thrift Stores • M&N International

  23. Who doesn’t like decorations!?!

  24. Step 8: Contracting Outside Vendors/ Performers/Services • All Contracts must be signed by Amber Perrell or Dean Downey • Contracts should include: • Date, Time, Location • Amount to be Paid • Service Provided • Contract Template or Informal Agreements • New Vendors – Need a W-9

  25. Step 9: Payments • Credit Cards (Less than $250) • Reserve with Amber Perrell • Mark Receipts • Club Name • Event Name • Account # • Event Code

  26. Step 9: Payments • Paying by Invoice • Get a Purchase Order (Over $250) • Allow 3 business days for a PO to be processed • Check Requests (Triplicate) • Submit at least 2 weeks prior to date needed • Submit the contract/invoice with paperwork • Must be signed by Dean Downey or Amber Perrell and Vice President, Dr. Ralph • Over $500 - SGA Treasurer must also sign • Pick up checks 2-3 days in advance

  27. Step 10: Advertise!!!! • Posting Policy • Student Life Calendar - MyQueens • Rex Text • Submit with Event Services Request OR • Email rextext@queens.edu • Facebook – Queens Get in the Know • Faculty & Staff - QNews • Bulletin Boards

  28. Here to Help… Amber PerrellDirector of Student Activities704-337-2263704-301-5098perrella@queens.edu

  29. Advisory Board • What’s this Advisory Board thing all about??? • Greek Life – Zach Thomas • Spiritual – Alice O’Toole • Civic & Service – Leigh Davis • Cultural & Diversity – Laura Dahlberg • Social & Recreational – Patrick Motter • Academic & Honor – Amber Perrell

  30. QUESTIONS?

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