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Student Leadership Workshop How to Set up a Successful Event

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... Affairs in the College of Medicine, ALL TRAVEL ARRANGEMENTS ... American College of Sports Medicine. Indianapolis, IN. 6/6/07. 5/31/07. 7:00AM. 6/2/07 ... – PowerPoint PPT presentation

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Title: Student Leadership Workshop How to Set up a Successful Event


1
Student Leadership Workshop How to Set up a
Successful Event
  • April 18th 2007

2
Event Timeline 1
  • Allison Miketa

3
Event Planning/Fundraiser Timeline
  • Step One Determine Event Type, Date, and
    Location
  • Plan a business meeting to discuss the event
  • Decide if this will be an event or a fundraiser
  • Decide if this will be co-sponsored with another
    organization and plan appropriately for paperwork
    know what forms need signatures from both
    organizations

4
Event Planning/Fundraiser Timeline
  • Step One Determine Event Type, Date, and
    Location
  • Check the University Calendar to pick a date (at
    calendar.utoledo.edu)
  • Only one event on the Health Science Campus per
    day
  • Request a location (the Office of Student Life
    (OSL) Health Science Campus (HSC) will handle
    scheduling and availability but you may request a
    specific room)
  • If you choose an off-campus location, you must go
    through the OSL and have a contract Students
    cannot sign the contract themselves

5
Event Planning/Fundraiser Timeline
  • Step Two Obtain Approval from the Office of
    Student Life
  • Complete at least 4 weeks before the desired
    event and at least 5 days prior to the monthly
    officers meeting.
  • All requests must be date/time stamped prior to
    submitting it to the OSL.
  • Must be processed before you can contact speakers
    or plan your event.
  • Do not go forward with the planning of an event
    until it has been approved by the OSL HSC You
    need signed paperwork
  • You will not be reimbursed for any expenses if
    you did not fill out the proper paperwork

6
Event Planning/Fundraiser Timeline
  • Submit the following
  • Risk Assessment Form (014)
  • Pre Event/Program Request Forms (005) if
    planning an event or a Fundraiser Request Form
    (008) if planning a fundraiser
  • If planning a fundraiser, be aware that all
    letters for solicitation must first be approved
    by the OSL HSC.
  • Alcohol Registration Form ( 009) if applicable
  • Publicity Form (017)

7
Speaking of forms
  • Forms are available
  • In the OSL on the wall of forms
  • On the Web at hsc.utoledo.edu/depts/stuaff/stulif/
    orgforms.html
  • Forms must be time-stamped (first-come,
    first-served)

8
Event Timeline 2
  • Alex Farag

9
Event Planning/Fundraiser Timeline
  • Step Three Plan the event
  • Contact speakers or other participants
  • Begin promotion of the event
  • Arrange for food Need an RSVP list to submit a
    food order
  • OSL must approve the food order prior to
    submitting it to the vendor
  • Order the food 3 business days prior to the
    event.

10
Event Planning/Fundraiser Timeline
  • Step Four Day of the Event
  • Confirm food orders
  • Maintain an accurate attendance list
  • Keep all receipts for reimbursement
  • Sales tax is not reimbursable through state
  • Tip is not reimbursable through state

11
Event Planning/Fundraiser Timeline
  • Step Five Reimbursement for the Event
  • Event/Program Reimbursement Form (007)
  • The treasurer must submit the Event/Program
    Reimbursement form no later than 5 business days
    after the event/program.
  • An accurate attendance sheet and itemized receipt
    must be submitted along with the Event/Program
    Reimbursement Form (007).

12
Event Planning/Fundraiser Timeline
  • Step Six Post Event
  • Two weeks after the date of the event/program the
    event chair must submit to the OSL a Post-Event
    Program Form ( 015)
  • Please refer to the Student Organization Handbook
    for more detail and remember to use the online
    resources at the Office of Student Life webpage

13
Forms 1
  • Simas Laniauskas

14
Hints with paperwork
  • Keep copies of everything

15
Fundraiser with Speaker sponsored by Students
for Medical Missions
Name of event Sights and Sounds from Across
the Border
  • Possible Date April 18th 2007 from 5pm 7pm
  • Venues sought Ingram Room (Student Union Hall on
    main campus of UT), Dana Center, Health Science
    Rm 110
  • Best Priced venue Health Science Rm 110
  • Contact Contact Kathy Kaczmarek for booking the
    room and arranging the setup you desire
  • Rental of the venue is free. Scheduled the date
    based on the OSL online calendar.
  • Publicize on HSC with posters and flyers
  • Budget
  • Venue 0
  • Speaker 350 John Smith from Doctors without
    Borders
  • Food 1000
  • Total cost of the event 1350
  • Food purchased from Olive Garden 100
    students/faculty reservations (list of RSVPs
    attached) _at_ 10 per person
  • Donations will be taken at the back of the
    classroom for Iraqi War Victims Medical Relief
    Fund

16
Pre-Event/Program Request Form
  • Fundraiser with Speaker
  • Use the Pre-Event/Program Request Form to guide
    you through the planning process
  • Consult Event Calendar when planning dates
  • Submit form at least 5 days before monthly
    officers meeting with Risk Assessment Form and
    Alcohol form is applicable
  • Publicizing Event Also need to fill out Request
    for Publicity Form

17
Pre-Event/Program Request Form
  • Budget If unsure, overestimate a little
  • Divide funds for event between OSL funds and
    UTCOM Foundation funds (if available)
  • If speaker is UTCOM HSC faculty member cannot
    be given an honorarium from OSL or Foundation
    funds
  • If speaker has fee contract must be established
    through OSL there is a special form if the
    speaker is to receive an honorarium
  • Check must be sent in mail

18
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19
Risk Assessment Form
  • Consider risks not part of daily living
  • Eating, sitting, event setup, etc. dont need to
    be considered (unless youre having an eating
    contest or something unusual)
  • Food poisoning need only be considered if food
    (beyond snack food) is not being provided by
    professionals
  • If program is minimal risk, briefly put your
    reasoning on the form

20
Risk Assessment Form
  • Once the Risk Assessment form is submitted to the
    OSL, it is sent to Risk Management on campus, and
    all of their suggestions will be emailed back to
    the contact student to implement all new changes
    on the form and for the event
  • You also need to consult with either your
    organizations advisor or risk management director
    Tom Claire to determine if the event will be
    adequately managed

21
Risk Assessment Form
  • Some risks require a waiver must be submitted
    to OSL prior to the event
  • Travel
  • Sport-type activities (think MOOSE club)
  • Workshops (especially involving sharps)

22
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23
Fundraiser Request Form
  • Submit Fund Raiser Request, Publicity, Alcohol
    and Risk Assessment Form 2 weeks prior to the
    event.
  • Start-up funds are available from the OSL HSC for
    fund raising purposes.
  • An organization may charge a fee for attendance
    at a fund raising event.
  • The proceeds from the event must be used to
    reimburse the costs that have been borrowed
    from the OSL HSC before any profit can be
    declared.

24
Fundraiser Request Form
  • Extra info for Fundraising events
  • Representative Name, name and address of company
    used to purchase items
  • Is the company going to furnish a luncheon at
    their cost
  • How are auction items to be shipped to who and
    where, verify with the OSL HSC before shipping to
    their office
  • How will the shipment be tracked UPS number, US
    Post office
  • Is there a return policy for damaged goods or
    goods that arent up to quality may need to have
    a contract.
  • The above information must be supplied prior to
    approval by the OSL HSC or Risk Assessment.

25
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26
Forms 2
  • Jason Kodat

27
Publicity Form
  • Get authorization for use of the UT name/logo
  • Include an expiration date on flyers
  • Flyers
  • Send large quantities to OSL
  • Up to 15 color flyers can be printed in Office of
    Student Life
  • E-mails
  • Cannot be used to solicit funds or personal
    advertisement
  • Submit copy of e-mail to OSL for distribution
  • Posters, Brochures, On Campus Intranet Sources,
    Transparencies, PowerPoint, T.V., Newspaper,
    Radio
  • Organization website

28
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29
Day of the Event
  • The Event was a Success!!!!
  • What to do next?

30
Event Reimbursement Form
  • Turned in no later than 5 business days after the
    event signed by treasurer and any co-sponsoring
    treasurers
  • Attached to the form
  • 1.) Accurate Attendance Sheet from the event
  • 2.) All itemized receipts for the event
  • 3.) Name and address of any student being
    reimbursed
  • Once the form is turned in to the OSL, the event
    is closed, and no reimbursements will be made

31
Event Reimbursement Form
  • Account definitions
  • State Account State money from your student
    general fee given to the OSL for student
    Organizations. Each organization receives 400
    for travel and 400 for an educational/social
    event at the beginning of the year
  • Foundation account Certain organizations have a
    foundation account with fundraising money in it
    for any event that the organization sees fit. It
    is up to the treasurer of each organization to
    know how much money their organization has in
    each account

32
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33
Post-Event/ Program Form
  • To assess the event/program, the persons
    responsible for planning the event should fill
    out a post event/program form. This will help
    you know whether this event is one that your club
    wants to continue in the future. It will also
    offer suggestions for future officers on what to
    change to make it better.

34
Post-Event/ Program Form
  • Two weeks after the date of the event/program the
    event chair must submit to the OSL a Post
    Event/Program Form
  • This form should be discussed with all students
    involved in the event and the risk assessment
    coordinator.
  • The form must be completed in its entirety before
    submission to the OSL.

35
The fundraiser was a success because a profit was
made to donate to the Iraqi war victims medical
relief fund.
36
Alcohol Registration Form
  • Policies currently being rewritten
  • Must submit with Risk assessment form, Publicity
    Form and Pre event request form
  • Alcoholic beverages served at any event can only
    be provided at a cash bar
  • Alcoholic beverages can only be provided by
    vendors who have appropriate license to
    distribute alcohol
  • The serving of alcohol must cease 30 minutes
    prior to the end of the event.

37
Alcohol Registration Form
Spring Fling
5/5/07
9 pm
230 am
Trotters Tavern
5131 Heatherdowns Blvd Toledo, OH
UT COM Students
Social Event - Dance
Beer
Trotters Tavern Bartender
Cash Bar
Joe Smith jsmith_at_meduohio.edu (419-3434)
38
Travel
  • Carmen Quatman

39
TRAVEL AND CONFERENCE
  • Travel and Conference Guidelines
  • At least 6 weeks prior to the desired travel,
    submit the following forms
  • Travel Request Form (010) one for each student
    traveling
  • Risk Assessment Form (014)
  • Official documentation of the conference
  • Minutes of the business meeting at which the
    travel was discussed

40
TRAVEL AND CONFERENCE
  • Travel and Conference Guidelines
  • Letter of intent from any student wishing to
    travel, stating why they wish to attend the
    conference and how they will benefit from the
    experience.
  • All students traveling must register and sign a
    waiver with the OSL HSC prior to travel. If they
    did not register or sign a waiver no
    reimbursement will be given. A waiver can be
    e-mailed but must be followed up by a signed
    waiver being sent to the OSL
  • All students must be in good academic standing
    OSL will verify all students academic status and
    notify students if they are not in good standing

41
TRAVEL AND CONFERENCE
  • Making Arrangements for Conference Travel
  • Upon approval from the Associate Dean for Student
    Affairs in the College of Medicine, ALL TRAVEL
    ARRANGEMENTS EXCLUDING LODGING MUST BE MADE
    THROUGH THE OSL HSC.
  • Conference registration fees can be paid through
    OSL HSC. In order to do so, individual
    registration forms must be submitted to the OSL
    HSC at least two weeks prior to registration
    deadline. The OSL HSC will not pay for late
    registration or to have registration priority
    mailed. Any such cost incurred will be the
    responsibility of the traveler.

42
TRAVEL AND CONFERENCE
  • Reimbursement for Travel
  • For all expenses incurred during travel, the
    treasurer of the organization must submit a
    Student Travel Reimbursement Form ( 011), for
    each individual who traveled, ten (10) business
    days after the conference.
  • All original itemized receipts including boarding
    passes and proof of payment must be attached to
    the Student Travel Reimbursement
  • Must submit an agenda or program from the
    conference and proof of attending the conference

43
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44
Mary Taylor
2nd Year
2345 Byrne Road Toledo Oh 43614
419-333-4444
5/31/07 to 6/3/07
American College of Sports Medicine
Indianapolis, IN
6/6/07
5/31/07
700AM
6/2/07
815PM
45
100
5/31/07
6/2/07
Jack Smith, Cody Weiss, Sara Bins
140
140
360
147.60
147.60
46
OSL will soon provide a copy of the student
handbook for each officers individual
responsibilities
  • Now it is YOUR turn
  • Each table will be given all appropriate
    paperwork needed to plan an event
  • Work as a group with your table to create, plan,
    and fill out all the Forms for your event
  • Be CREATIVE! It can be an event you would like
    to see on campus next year!
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