BUSU Club Financials Our - PowerPoint Presentation

Slide1

BUSU

Club

Financials

Slide2

Our

fiscal calendar is May 1st to April 30th Therefore we strongly encourage you to start and complete budgeting during the summer as we have a 3-12 week waiting period for club funding requests.Do not wait till the last minute!

Club

Funding

Slide3

BUSU

provides clubs with funding to purchase t-shirts, host events, cover conference costs, etcIn order to receive a funding presentation clubs must fill out a form on Experience BU (Clubs Portal). Once filled out the form you will receive an email of a presentation date and time.

All

clubs must create a slideshow presentation and budget forCPC.

What

is

club

funding?

Slide4

Clubs

Policy Committee (CPC) is a group of elected students and BUSU staff that discuss on how Club Funding is distributed. CPC also discuss club conflicts in some cases.CPC consist of elected students, student at large applicants, the Clubs Manager, Clubs Coordinator (recording sectary) and the VPSS.If your request is over $1500.00 you

must

also create a presentation for the Brock University Student Administrative Council

(BUSAC).

Clubs

Policy

Committee

Slide5

BUSAC

is a larger group of students and BUSU Staff that vote on Club Funding presentations of $1500.00 or more.Your BUSAC presentation will be arranged after your CPCpresentation.BUSAC presentations occur on a bi-weekly basis.BUSAC

Slide6

Log

into Experience BU and search the Clubs Portal. If you are not already a member, you must click the Join button on the Clubs Portal. Once your request to join has been accepted by a member of the Clubs Team, you will be able to see the Funding Request Form.

How

do I Submit a Funding Request?Once there, scroll down

to

the

bottom

and select

View

All

Forms.

Slide7

From

there, select Club Funding Request Form. A reminder that you will be required to submit your PowerPoint within this form, so please have it prepared ahead of time.How do I Submit a Funding Request?Continued

Slide8

What

Should my Presentation Look Like?The next few slides will serve as a guideline for your CPC/BUSAC presentation.Make note of all the information stated in the next few slides, because all of this information is important to include in your own presentation.

Slide9

Your

Club Name(This is an Introduction Slide)President:Vice President:Treasurer/ Secretary:Make sure that you, as presenters, introduceyourself to the group before presenting

Slide10

Your

Club DescriptionIn the next slide, give us some information about what your club does. What do you stand for? What is important to you and what are your goals moving forward? Keep this simple, but long enough that we can get an idea of what you’re all about!

Slide11

Your

Club’s Year at a GlanceHere, we would like to see what your club is doing over the year.A yearly breakdown of what events you are planning on doing in a chronological order, gives us an idea of what you are planning.This will also give us an agenda for what to expect from the following slides.

Slide12

Your

Club’s Year at a GlanceExample:OctoberMovie NightDecemberCoffee Night in SkybarETC…

Slide13

Event

and Expenses BreakdownHere we would like each event to have their own slide with a breakdown of what you are planning on doing for this event.Make sure to include the event costs, as well as revenue. Also include expected number of attendees, so we know how many students you are planning to reach.

This

can also include expenses your club may have during the month, for example if you are buying t-shirts

in

September,

include a

slide

about

this.

Slide14

Event

Slide ExampleWednesday December 2nd 2017 Coffee Night in Skybar Expected Attendees: 35+Cost: $51 coffee, $38 donuts, $14 decorations Total Event Cost: $103If your event will have food and is on campus it must go through Sodexo or Isaac’s Bar & Grill. If your event is Off- Campus, it must be from

a

licensed kitchen.Make sure to be specific with costs, rather than rounding up

Slide15

September

Buying t-shirts to sell to members throughout the year$10.70 per shirt through Company A Total Cost: 50 shirts x $10.70 = $535.00Expected Revenue: selling shirts for $10 x 50=$500Total Funding Needed: $35

Expenses Slide

Example

Slide16

Whenever possible, please

include quotes or invoices for the items you are looking to purchase so that we know you’ve done your research.Including several quotes, along with explaining why you have chosen a certain company, will help us see that you have taken the time and looked at your

options.Your Quotes

Slide17

A

quote for t-shirts might look like this!Please include up to 3 quotes in your presentation for each item so that we can see what companies you have reached out to, and why you have decided on the final choice.Sample Quote

Slide18

Your

Club’s Budget BreakdownThe next portion of your presentation should include a budget breakdown, with a wrap up of all the funds that your club is requesting.Make sure that the numbers in your final budget match the numbers in your presentation.

Slide19

Budget

BreakdownThis is an example of a budget breakdown that we would like you to include. This should show your clubs expenses and revenue clearly.

Slide20

Final

TipsBe transparent! Give us details, specific costs and revenues to show us that you have done lots of planning.Be prepared to answer questions from CPC after your presentation.

Slide21

Common

Items RequestedClub shirtsNote: club executives must pay if they wish to have the positionon their shirt.SWAGStress balls, pens, note books, water bottles etc.Conference costsTransportation, accommodations, and/or registration.Food for club eventsAlcohol will not be reimbursed

Slide22

Banking

We work on a reimbursement system.If a club is approved for funding they must bring in the itemized receipts, invoice and/or proof of payment to the BUSU clubs department.If the item is costly please email the Hibo Ahmed BUSU Clubs Manager (clubsmgr@brockbusu.ca) and we can set up a time to make the payment on your

behalf.All club funding grants stay within BUSU therefore only the signing officers are able to come

into

BUSU

to make

any/all

transactions.

If

you are

depositing

into

you

BUSU

account

we

only

accept

cash or

cheque

(make

payable Brock University

Students’

Union)

Owned

funds in

BUSU

In

BUSU

clubs

have

2 banking

accounts,

one belongs

to

club

funding grants while

the other

account

is

Owned funds.

These

are

the funds the club has

collected

ie

membership fee,

t-shirt

sales

etc.

Clubs

are

able

to deposit/withdrawal into

their

owned accounts however

for

transparency purposes

you

should

bring in an

receipt,

invoice

and/or proof of

payment.

Slide23

Banking

outside of BUSUClubs may bank outside of BUSU. They are responsible for said bank account.Make sure you have a financial plan and system on how to govern said bank account.Be sure to document all bank activity and collect itemized receipts.

If

your club has an outside bank account and is requesting

club

funding they

must provide

an

updated

bank

statement to

CPC.

Slide24

Partnership

Clubs generate a significant amount of revenue through partnerships. Here are some steps to help you form partners. More details are in your folder.Find common grounds “understand what you have to offer”.Seek potential partners.Contact the right person.Build a relationship with your partner.Know the partner’s marketing objectives.Value? Find it.

Talk

to your partner.Be quick to the point.Get

it in

writing.

Follow-up.

Regardless

of the

outcome

always

be

respectful

as

you represent your

club and

BUSU.

Finish with a

“Thank

you

kindly”

letter

Slide25

Partnership

packageBuilding a partnership package. Some clubs are successful with building a package to offer to potential partners. We suggest building 3 different packages to showcase what your club can offer.Example. Gold LevelCo-organizing an event with a partner, also adding their logo to your social media, posters, banners and the back of club shirts.Silver LevelPartner’s

logo on

poster and bannerBronze LevelAcknowledgment ie This event was Sponsored by..

Slide26

Partnerships

Do’s and Don’tsDoKnow your club and what it has to offer.Know who you are dealing with, do your research. Show excitement and interest in the company you are approaching.Call the company to follow-upTell the BUSU Clubs Manager who you areapproachingPractice your pitch and stay focused

Don’t

Get discourage if someone says noSell yourself shortSend generic

letters

or emails,

make

your self personable

Slide27

Fundraising

Clubs also have the ability to fundraise for themselves!We highly recommend this as another source of revenue so that you can carry out all your desired goalsExamples: bottle drives, food sales, etc. Get creative!

Slide28

Questions

Please email us at clubs@brockbusu.ca