Student Group Leader Training September 8 2018 Who are we Charlotte Pohl Student Union Vice President for Programming Beth Doores Campus Life Associate Director for Student Involvement Pamela Avila ID: 807121
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Slide1
Programming Officer Training
Student Group Leader Training
September 8, 2018
Slide2Who are we?
Charlotte Pohl
Student Union Vice President for Programming
Beth Doores
Campus Life Associate Director for Student Involvement
Pamela Avila
Campus Life Program Coordinator
Slide3Responsibilities, Expectations, Role
Slide4What are the key elements of what you do?
Shout it out!
Many different “position titles”
What is the best thing about being a student group leader?
What is the biggest anticipated challenge about being a group leader?
How do you most need/use Campus Life as a resource?
How do you most need/use Student Union as a resource?
Slide5Campus Life Expectations
Knowledge of campus policies and procedures
Risk management
Fiscal responsibility
Slide6Policies
Slide7What do you need to know?
You need to know they exist.
Where to access them
What applies to you?
What happens if they are violated?
What support do you have in navigating them?
Slide8Student Group Handbook
Campuslife.wustl.edu/group
Group
General Requirements & Expectations
Finances
Advertising & Promotion
Program Planning
Policies & Forms
Events with Alcohol
Student Group Travel
Reservations
Advisors
Resources
&
Leadership
Development
Slide9Event Registration
Marketing!
Easily connect with campus departments and navigate programming policies
Guides
the event planning process
Important
links
to campus departments,
policies, and other forms available at your finger tips during the entire process
Automatically notifies and involves necessary campus partners
Offers centralized discussion board for conversation and coordination
Saves your event details and
campus staff
recommendations or notes for future group leadership
Creates
event packet
for planner to have and share with event staff
Auto saves your event as you work so you can return to it later
Slide10Event Registration
Required for:
Social Events and Events with Alcohol
Student Group Travel
Food Trucks
Inflatables
Youth to Campus
Events with attendance over 100
Non-Washington University attendees
Submit your events 15 business days in advance
*some policies require more time
Slide11How to Register an Event
Log
in to
WUGO
Open your
group’s action center
Click on the
“Events” in the drop down menu
Click “Create Event”
You’re there
!
Slide12Social Event Management
Undergraduate students and student groups are afforded the privilege of serving alcohol at certain events. With this privilege comes expectations regarding ensuring the safety and welfare of those in attendance. Students are expected to know and abide by all applicable state and federal laws and University policies and procedures. Students are responsible for their own behavior; however, if alcohol is a part of an event, student organizers and sponsors must undertake efforts to provide a safe environment for the attendees
.
If you plan to host an event with alcohol you must attend a GPS Training *at least* the month prior to when your event will take place
Slide13Event Security
Some events you host may need or even require the presence of outside event security or staffing.
This will be determined by individual event policies as well as through coordination with WUPD and the event registration process.
Approved
Outside Security Agencies
B&D Security
Debbie
Woosley
debbiewol@aol.com
Hourly rate: $15 per guard, $16 per supervisor, four hours minimum
NPB Security
Gavin
Tichy
gtichy@npbcompanies.com
Hourly rate: $16 per guard, $18.50 per supervisor, four hours minimum
Keystone Staffing Resources
Brian Campbell
bcampbell@keystonestaffing.com
314-878-7200
Hourly rate: $16 per hour, $18 per supervisor
Slide14Food Truck Policy
You can have food trucks at your event!
Food must be free to students and take place in Edison Courtyard
Required to be registered event
i
n WUGO
See full policy on Campus Life website for complete details
Slide15Other Policies to Note
Film Policy
Domestic Animal Policy
5k Policy
Youth Protection
Student Group Travel Policy
All of these policies and more can be found on the CL website and through event registration
Slide16Contracts
When planning a program that will include contracts it is important to plan in advance!
Artist, performer, speaker
Vendor, caterer, rental equipment
Off-campus venue
Dj
, photographer, etc…
Students should never sign a contract; only Campus Life GPS advisors can sign a contract for your group!
Schedule an appointment with a GPS Advisor
Plan time for negotiation with the agent or vendor
It may take multiple GPS appointments
Slide17Contracts
Students should never sign a contract; only Campus Life GPS advisors can sign a contract for your group!
Templates on the Campus Life website
Speaker/Artist Agreement
Service Provider Agreement
Off-Campus Venue Agreement
Event Security Agreement
Addendums to add to vendor/artist/performer contracts
Slide18Key Tools and Resources
Slide19Campus Life
Slide20Trending Topics
What is it?
SU
funded speaker series
$225,000 allocated in general budget
Meant to spark dialogue and discussion surrounding
trending
topics on campus
Slide21Trending Topics
Process
Student groups nominate speakers
Between $15k and $80k
Before February deadline
Treasury discusses and votes on speakers in an appeals session
There is a final ballot and a waitlist
Early April
Campus Life will contact speakers and book them
Over the summer
Student groups and SU co-program events around speaker presentation
During school year
Slide22Past Speakers
Slide23Look Forward To...
...and many others to be announced soon
Slide24New and Improved SU
Website
su.wustl.edu
Slide25Slide26Slide27Where you will find EVERYTHING you need to run your student group
Slide28Where most important documents and link reside
Where you’ll find Treasurer Training Slides
Slide29Slide30Slide31Useful links
Slide32Link to all Campus Life Resources
Advising
Contracts
Training Calendar
Slide33Learn how to use various SU resources (currently expanding)
If you have any suggestions on How tos, email pr@su.wustl.edu
Slide34SUPR Request Form
Slide35Missed the latest President & Treasurer Email?
Check here for the latest news
Slide36Click here to be directed to the WUGO Group Directory
Slide37Find all the latest SU Initiatives here!
Slide38Slide39WUGO
Top 10 Reasons to LOVE WUGO
10. News
9. Elections
8. Messaging/Distribution Lists
7. Roster Management
6. Forms – who needs Google?
5. Group Directory
4. Mobile Check In
3. Transition Officers with Ease!
2. Events – Registration & Calendar
1. Access to Reserve a Space and
SUFinance
Slide40Slide41Slide42Reserve A Space and Event Management
Brittany Panus
Event Coordinator for Student Groups
Your contact and main resource for space reservations and space guidelines
Slide43Group Pathways to Success (GPS)
GPS Training
Monthly schedule
Required for activities: events with alcohol, responsible contact training, travel coordinator training
Encouraged:
programming, transition, WUGO, group dynamics…
Slide44Slide45Group Pathways to Success (GPS)
GPS Advising
Meet with Campus Life staff
Services include:
Contract Review/Signing
Event Planning
Student Group Travel
Starting a New Student Group
Group Dynamics
Group development
How to Get Involved
WUGO Support
CliftonStrengths
Facilitation
Slide46SUPR
(Pronounced “Super” Team)
Group of graphic designers, photographers, and videographers whose job is to help student groups with PR and outreach.
Offer multiple services:
Event photography
Event videography
Headshots
Graphic Design
Pamphlets
Booklets
Flyers
Facebook Banners
Button designs
Slide47SUPR
Each student group gets a certain amount of SUPR hours free:
Cat I: 8 hours
Cat II: 6 hours
Cat III: 4 hours
Slide48Examples of SUPR Work
Spring WILD 2018 Release Video
Slide49Examples of SUPR Work
Slide50How to Submit a SUPR Request
Must submit 3 weeks before event/deadline for guaranteed pickup by SUPR
Give as much description as possible
If necessary, a SUPR member will set up a meeting with you to get a better idea of your request
Slide51Check out these other PR Resources
Slide52Reserve Media Equipment Through HMC
All the information is under “Important Documents and Links”
All equipment is free for all SU Student Groups (disregard prices on Equipment list)
Slide53Slide54Slide55SU Long Term Storage
2 locations – Millbrook Garage and Academy Building
Guidelines about what can be stored
meant for items not regularly used or easily stored
You can read the guidelines and apply
on the SU WUGO page
Slide56Important Dates
Slide57Programming
Fall Last Day to Program – December 14th
Spring Last Day to Program – Sunday April 28th
Slide58Space Reservations
Premier & Standard Spaces
Recurring meetings may be reserved one semester in advance.
On the first business day after
Fall Break
, student organizations, departments and offices can request recurring meetings for the
upcoming Spring Semester
.
On the first business day after
Spring Break
, student organizations, departments and offices can request recurring meetings for the upcoming Fall semester and one time events for the
upcoming calendar year
.
Classrooms
Weekday reservation requests for fall and spring semester events in pooled classrooms
will not be accepted until two weeks after the first day of classes
.
Weekend reservation requests (after 4 p.m. on Friday-Sunday) for meetings or events located in pooled classrooms will be accepted on:
Fall Semester – August 1
Spring Semester – The first business day in January
Weekday and weekend reservation requests for the summer will be accepted on May 1
Slide59Group Dates
Re-registration Deadline – Sunday, September 16th
Slide60Questions?
Slide61Evaluation
https://bit.ly/2x0EvWz
Slide62Next on the Schedule
Lunch – grab a box and head to your first session block!
Block 1 12-12:30pm
Session
Presenter
Room Number
Social Event Management
Peggy Hermes –
Campus
Life
Simon 105
Working with minors: tutoring, mentoring, or one-time events with youth
Cara Johnson and Tim Dugan – Gephardt Institute for Civic and Community Engagement
Simon 103
SUFinance Deep Dive
SU Financial Leadership and Campus Life Business Coordinators
Simon 018
Ask SU!
SU Leadership
Simon 017
Event Greening!
Emma Waltman – President, Student Sustainability Board
Cassie Hage - Sustainability
Simon 113
RSVP Center: What your group can do!
Allie Halbert – RSVP Center
Simon 023