campus clubs & faculty associations presidents handbook

TABLE OF CONTENTS WELCOME FROM THE TEAM ……………………………………………………………………………….…………………………………………2

ABOUT THE STUDENTS’ UNION …………………………………….………………………………………………………………….…………….3

CONTACT INFORMATION ………………………………………………………………….……………………………………..….…………………4

BOOKING SPACE ON CAMPUS & SELLING FOOD ON CAMPUS ………………….…………………………………………………….5

RISK MANAGEMENT ………………………………………………………………………………….…………………………………………………..7

ACTIVITY FORM ………………………………………………………………………………………….………………………………………………….8

MARKETING INFORMATION ………………………………………………………………………….………………………….……………………9

CONTRACTS, SPONSORSHIP & DONATIONS …………………………………………………..………………………………..……………10

CLUBS AND ASSOCIATIONS RESOURCE CENTRE…………………………………………………………….………………………………11

FINANCES ……………………………………………………….………………………………………………………………………….…………...12-‐13

EXPENSE FORM ………………………………………………………………………………………………………………………………………..…..14

VISA AUTHORIZATION FORM ……………………………………………………………………………………………………………………….15

DEPOSIT FORM ………………………………………………………………………………………………………………………………………….…16

FLOAT REQUEST FORM ………………....………………………………………………………………………………………………………….…17

KEEPING TRACK OF FINANCES …………………………………….………………………………………………………………………………..18

BUDGETING………………………………………….…………………………………………………………………………………………………….…19

LEAVE YOUR MARK ……………………………………………………………………………………………………………………………………...20

RESOURCES – SLC ………………………………………………………………………………………………………………………………………...21

RESOURCES – CAREER CENTRE ……………………………………………………………………………………………………………………..22

RESOURCES – LCCSL ……………………………………………………………………………………………………………………………………..23

SPECIAL EVENT FUNDING ……………………………………………………………………………………………………………………………..24

POSTERS …………………………………………………………………………………………………………………………………………………….…25

TICKETING POLICY ………………………………………………………………………………………………………………………………………..26

FREQUENTLY ASKED QUESTIONS ………………………………………………………………………………………….……………………...27

CLUBS AND ASSOCIATIONS POLICY ………………………………………………………………………………………………………..28 -‐ 42

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WELCOME!

Rob Horvath: Branding and Promotions Coordinator Hey guys! I am extremely excited to work with every single one of you and can't wait to see all the great things we can accomplish together. I am also super pumped to be working with the most amazing coordinator team anyone could wish for. During the year if you need anything (marketing strategy / promo ideas, etc.) please come talk to me! Let's have an amazing year and make this the best yet for C&A!

Maggie Schaefer: Vice President of Clubs and Associations

Hello and welcome to the 2012-‐2013 Clubs and Associations department! I could not be more excited for this year to get started and to see all of the amazing things you and all the members of each club or association are going to accomplish. As the Vice President of the Clubs and Associations department I am here to support you all year and help you accomplish all of the awesome goals you have set out for the year. I am a full time Student Executive and my desk is located in the Students’ Union offices. Please feel more than welcome come to me with any questions or concerns you have throughout the year!

Brigitte Guglietti: Special Events Coordinator

My name is Brigitte Guglietti and I am a third year sociology student! I am the Special Events Coordinator 2012-‐2013 and am most looking forward to working with all of you and seeing

what awesome events and activities your clubs plan for the upcoming year!

Kevin Mullally: Liaison Coordinator

Hey everyone, My name is Kevin Mullally and I am a third year Honours Psychology student and one of this years Liasion Coordinators. I’m beyond stoked to meet everyone and to work with all of you. The Clubs and Associations team this year is unreal and has a lot of different strengths so remember that you can always give me a shout and ill do my best to help you out with anything. Much Love: Kevin

Erin Neal: Liaison Coordinator

Hello Presidents! My name is Erin Neal and I am one of your Liaison Coordinators! I am SUPER pumped to being working with all of you and trying to make your clubs as successful as possible. My job is to act as a liaison between YOUR Club and YOUR Student's Union. I am here to help! Please feel free to contact me at anytime with any questions or concerns regarding anything! I look forward to getting to know all of you! :D

Jeff Lei: Liaison Coordinator

Hello Presidents! As a liaison, I am here to help your club become bigger and better by providing you with answers to all your questions. Aside from being on Clubs & Associations I enjoy playing intramural basketball, watching Suits and staying involved. I am super stoked and nervous to meet you all this coming year, but I am sure it will be a great year! If you have any concerns or questions please ask me or if you see me on campus say hi, hello, hey, yo, whatever it may be!

Tori Mathieson: Liaison Coordinator

I chose Laurier three years ago because of its emphasis on participation and extra curricular activities and student involvement. Since I came here, I have been involved in a variety of clubs and activities on campus, and I understand the value of participation. I look forward to helping to facilitate these

clubs and meeting the variety of students involved in these clubs!

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DATES FOR THE 2012-2013 YEAR

FALL 2012

Fall Club Registration Deadline: September 21st

Fall Returning Presidents Meeting: September 16th

• For clubs approved before the September 21st deadline

Fall New Presidents Meeting: September 30th

Fall Clubs Week: October 9th, 10th, 11th

Marketing Workshop: November 2nd

Food Drive: November 5th-‐23rd

Fall Club Appreciation: November 23rd

WINTER 2013

Winter Club Registration Deadline: January 18th

Winter Returning Presidents Meeting: January 13th

• For clubs approved before the January 18th deadline

Winter New Presidents Meeting: January 27th

Winter Clubs Week: January 29th, 30th, 31st

Year End Banquet: March 23rd

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ABOUT THE STUDENTS’ UNION

WHAT IS IT?

As an undergraduate student at Laurier, your student fees help to fund your Students' Union. All undergraduate students are automatically members of the Students' Union and are encouraged to engage in the services, representation and programming that we provide.

OUR MISSION

To enhance the holistic student experience at Wilfrid Laurier University by providing innovative resources and effective representation within a safe and empowering campus community.

OUR VISION

To be the leader in support and advocacy for all students.

OUR VALUES

• Diversity • Community • Safety • Sustainability • Representation • Access

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CONTACT INFORMATION

FULL TIME STAFF TEAM: Vice President of Clubs & Associations Maggie Schaefer [email protected] (519)-‐884-‐0710 ext. 4466 2nd Floor FNCC Wilfrid Laurier University Students’ Union Director, Student Experience Catherine Mulvihill [email protected] (519)-‐884-‐0710 ext. 2605 2nd Floor FNCC Wilfrid Laurier University Students’ Union Clubs & Associations Administrator Pat Miller [email protected] (519)-‐884-‐0710 ext. 2137 2nd Floor FNCC Wilfrid Laurier University Students’ Union

COORDINATOR TEAM: Branding & Promotions Coordinator Rob Horvath [email protected] Special Events Coordinator Brigitte Guglietti [email protected] Liaison Coordinator Erin Neal [email protected] Liaison Coordinator Jeff Lei [email protected] Liaison Coordinator Tori Mathieson [email protected] Liaison Coordinator Kevin Mullally [email protected]

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BOOKING SPACE ON CAMPUS & SELLING FOOD ON CAMPUS

CLASSROOMS

To book a regular classroom, please use the online booking form through the Examinations, Scheduling &

Bookings office. Please review the booking rules prior to submitting a booking request.

Due to the high volume of requests received on a daily basis, please submit your request at least 2 business days in advance or 5 business days during busier periods (e.g. beginning of each term).

LARGER ON CAMPUS VENUES

For larger events, clubs or associations can book out non-‐classroom space including: Wilf’s, the Turret, Theatre Auditorium, Maureen Forrester Recital Hall, Paul Martin Centre or Senate and Board Chambers. These bookings need to be done through Pat Miller, Clubs and Associations Administrator.

Paul Martin Centre or Senate and Board Chambers are only to be booked for one-‐time special events and

cannot be used for regular bookings throughout the year. There is no guarantee the rooms will be available, and the Office of the President reserves the right to bump your booking if required. There is no charge for booking either room; however, fees may be incurred for other expenses related to your booking, such as

Media & Technology, Food Services, and Physical Resources set-‐up or tear-‐down.

Due to staffing and other expenses, charges will apply for the Turret, Wilf’s, and the Theatre Auditorium.

CONCOURSE BOOKINGS

All bookings for the concourse are handled directly through The One Card Office (located in the lower

concourse).

ATHLETIC BOOKINGS

Clubs or associations interested in booking space in the Athletic Complex, the Stadium, or Alumni Field should check the Facility Schedules page on the Athletics and Recreation website. Depending on the activity and facility required, charges may be incurred for usage.

SELLING FOOD ON CAMPUS

With the exception of BBQ’s adhering to the WLU Food Services BBQ policy, clubs cannot sell any food required to be kept hot or cold as per the University policy. For example, the sale of pizza slices is not permitted. Baked goods that can be kept at a room temperature is an example of an acceptable item for sale.

It is encouraged to have a list of ingredients or common allergens for goods on sale.

***INFORMATION ABOUT MEDIA AND PROJECTORS IS AVAILABLE ON CLUBS.YOURSTUDENTSUNION.CA***

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RISK MANAGEMENT

OFF CAMPUS EVENTS

If your club or association is planning to hold an off campus event you must notify the Clubs & Associations department three weeks prior to the event by completing the off campus event form on the Students’ Union website (www.wlusu.com). We will work with you to ensure the off campus event is safe and all the proper steps have been taken. If an off campus event is held without approval, the club will face disciplinary action in accordance with the Clubs and Associations Policy.

INTERNATIONAL TRAVEL

If your club or association is planning to travel internationally, you must notify the Clubs & Associations department at least 90 days prior to the intended leave date. This is critical as there are required forms for risk management and insurance purposes that need to be completed prior to trip departure. You can do this by submitting the off campus event form online at the Students’ Union website (www.wlusu.com). Failure to report international travel will result in disciplinary action and possible club suspension.

OFF CAMPUS EVENTS/INTERNATIONAL TRAVEL THAT IS REPORTED ON THE ACTIVITY FORM MUST ALSO BE REPORTED TO THE OFF CAMPUS EVENT FORM

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ACTIVITY FORM

As clubs and associations fall within the Students’ Union and are covered by the Union’s insurance policy, it is critical that the organization is aware of all club activities and events. The activity form is to be filled out on a term-‐by-‐term basis (for active terms). This is a mandatory form that must be filled out by the set date each term. Failure to complete the document and submit it on time may result in the freezing of a club or associations account.

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MARKETING INFORMATION

MARKETING GUIDE This online guide will be updated throughout the year with marketing resources for club members. Visit the ʻMarketingʼ link at clubs.yourstudentsunion.ca for basics, best practices, templates and tips on graphic design, social media, story telling, sponsorship, how to use campus resources, and more.

MARKETING WORKSHOPS Small group workshops on marketing topics will be offered throughout the year. Any interested club members are invited to attend. To view available sessions and dates, or to suggest a session topic, visit the ʻMarketingʼ link at clubs.yourstudentsunion.ca

MARKETING DROP – IN SESSIONS Club members looking for additional resources may sign up for a one (1) hour session with one of our marketing staff. These sessions can be used to ask questions, brainstorm ideas, revise existing marketing materials, or design poster or ad templates. A limited number of sessions are available on both campuses each week, on a first come, first serve basis. To view availability and sign up for a session, visit the ʻMarketingʼ link at clubs.yourstudentsunion.ca

TECH SHARE PROGRAM All club members have access to laptops, projectors, iPads, cameras and more from the U-Desk, through our Tech Share Program. Items are available free of charge for up to 48 hours. For more information, visit the U-Desk or the ʻServicesʼ link on yourstudentsunion.ca

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CONTRACTS, SPONSORSHIP & DONATIONS

CONTRACTS

All contracts must be signed by a Full-‐Time staff member of the Students’ Union. If you are entertaining into an agreement with another company, you must notify the Clubs & Associations department so we can sign the contact on your behalf.

This is for liability and risk management purposes. We do not want clubs to be targeted in lawsuits or legal disputes should anything go wrong.

As a club or association student leader, you cannot sign any contracts.

SPONSORSHIP & DONATIONS

If a club or association is receiving sponsorship or donations from an outside organization, you must notify the Clubs & Associations department.

For risk management purposes we have a sponsorship and donations contract that will be signed by the club president, a representative from the organization, and VP: Clubs & Associations. This is to ensure clarity and understanding between the club and the organization providing the sponsorship or donation regarding the money’s intended purpose and over what time period. This form can be found on clubs.yourstudentsunion.ca.

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RESOURCE CENTRE

The Clubs & Associations Resource Centre is located on the 3rd floor of the FNCC building (next to the Turret). This space is designed and facilitated for club use. From computers and printing, two large flat screen televisions, storage space, boardroom style table, soft seating, coordinator office hours and bookable meeting space, there are many things the resource centre offers that are beneficial to each club or association.

HOW DOES IT BENEFIT YOU?

• Bookable meeting space after hours and on weekends o Can also use the space during coordinator office hour times

• Coordinator office hours during the fall and winter terms • Storage space for club belongings (e.g. poster boards, small items) on a

first come first serve basis, and with the approval of the VP: Clubs and Associations

• Space for you to come and work on projects during the day o Computer use available o Printer use available (for club operational use only)

• Comfortable meeting area in addition to boardroom table

HOW DO YOU BOOK IT OUT?

Email the VP: Clubs & Associations to book out the resource centre

Maggie Schaefer: [email protected]

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FINANCES All registered clubs and associations are eligible to receive funding to operate the club. In order to receive

funds, each club must complete a budget proposal by the designated date. Budget money is a privilege and not a right.

Budgets will be monitored throughout the year to ensure each club is using their allocated budget money. If the Clubs & Associations department notices little-‐to-‐no funds have been spent in the fall term, the amount

allocated to that club may be reconsidered for the following term if an appropriate plan of spending cannot be provided to the VP: Clubs and Associations.

The Students’ Union oversees club finances using two accounts. The first account is budget money (5000 account) and is strictly budget money allocated by the Students’ Union or Faculty Association. Unspent

budget money does NOT rollover at the end of the year and deposits cannot be made into the budget account. The second account is club generated money (6000 account) and is for all of the money a club

brings in (example: ticket sales, sponsorship or clothing sales). Expenses not covered by budget, such as donations to charity or clothing purchases, can be paid using this account. Unspent club generated money will rollover but must be spent during the following year unless specifically noted (e.g. sponsorship from an

organization to be spread out over 3 years for club operations).

All clubs are required to submit any collected funds directly to the Students’ Union finance office as soon as possible. This is for risk management and safety purposes. Keeping club funds and not depositing the money is grounds for club probation and possibly de-‐ratification.

There are four methods to cover club expenses:

1. Reimbursement: an individual club member spends their own money for a club expense is

reimbursed personally (itemized receipts are required to verify the expense), using the expense form 2. Invoice: submitting the invoice to the Students’ Union directly for payment by cheque, expense form 3. Internal transfer: submit the invoice from a campus department or service (e.g. Wilf’s catering,

Physical Resources, etc) to be paid by the Students’ Union via internal transfer, expense form 4. Visa expense: for large expenses (e.g. train tickets) or payments that require a credit card, the Visa

Authorization ensures payment directly by the Students’ Union so individual club members are not

required to use their own credit card, using the visa authorization form Expense forms must be completed on the computer; if they are not completed on the computer they will not

be processed. Deposit Forms and Float Requests can be completed by hand. Expenses are due Tuesday by 10:00am and cheques (or petty cash letters) will be ready for pickup at the U-‐Desk by Friday morning of the same week.

Faculty Association clubs will work in the timeline set out by the respective faculty so there is time for the faculty advisor and president to sign the forms before they are submitted to the Students’ Union on Tuesday

morning. If there are problems with the expense form, you will be contacted and asked to pick up the expense to fix the error. If this occurs you may have to wait another week for the cheque to be ready.

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FINANCES, CONTINUED

BUDGETING

Creating a budget is necessary in order to receive funding. When creating a budget for the year, it is important to think about the year ahead and make a plan for the events and activities the club will be holding and/or participating in. The amount requested is not guaranteed to be approved.

FLOAT REQUESTS

If you require a float, you need to fill out the float request form with Pat Miller, the Clubs and Associations Administrator. At least one day’s notice is necessary in order to receive a float. The float MUST be returned the following day. Floats are generally $75. These forms are available online and outside Pat Miller’s office and do not need to be completed online.

DEPOSITS

Collected money must be deposited with the Students’ Union as soon as possible. It is to be deposited with Pat Miller, the Clubs and Associations Administrator. If Pat is not available, there is a drop shoot next to her office door and you can return to count it the next day with Pat. After hours, there is a drop shoot outside of the back door of the Students’ Union offices that can be accessed with a signed out key.

Deposits must be accompanied with a deposit form, which is available online and outside Pat Miller’s office and can be completed by hand.

FINANCE FORMS

The next pages display how to properly complete all the finance forms in the department. It is important to note that these completed forms do not display the necessary attached information to each form. For reimbursements you must include proper itemized proof of purchase, while for invoices you must include the invoice itself.

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17

17

FLOAT REQUEST FORM

18

18

KEEPING TRACK OF FINANCES

It is important for each club president to keep track of club finances. Even if the treasurer is keeping track, it is important for the president to be aware of what is going on. If you are always aware of what financial

activity is occurring then you are ensuring you are keeping within your allocated budget and generated club funds.

As a club you will not be given extra budget or generated money if you spend more than you have so it is critical that as the president of the club you are aware of where the club stands financially at all times. If the

Students’ Union receives an expense form and the club does not have money, the form will not be processed.

Below is a sample of how you could keep track of your finances. Do what works best for your club, considering the amount of financial activity you have.

5000 ACCOUNT (Budget Account)

Approved budget amount: _______

DATE COST (with and without HST) Description Who (who paid for the expense)

6000 ACCOUNT (Generated Club Funds)

2011-‐2012 club rollover amount: ________

DATE COST (with and without HST) Description Who (who paid for the expense)

19

19

BUDGETING

After you have completed your budget with the expected revenues and expenses for the year the VP: Clubs

and Associations will approve your budget and insert the rollover amount from the 2011-‐2012 year (if any).

The white column represents the amounts that you have completed as expected revenues and expenses for the year.

The first grey column (approved budget 5000) represents what the VP: Clubs and Associations has approved for the budget. On the below sample budget you can see that this club has been approved for $450 with the

breakdown of how that budget money can be spent below in the expenses section.

The middle grey column (actual budget 5000) represents how budget money is being spent. As you spend funds over the year, from the budget funds, the expenses section of this column will be updated to reflect that spending.

The final grey column (actual club generated 6000) represents any and all funds the club has generated

themselves. As the year progresses this will be updated to reflect any money that is deposited and any money spent from the club generated funds. This also represents any rollover from the 2011-‐2012 year.

Date Submitted:Reviewed By:

Date Approved:Last Updated:

Budget Approved Budget (5000)

Actual Budget (5000)

Actual Club Generated

(6000)

REVENUE $450.00 $450.00

$95.00$200.00$100.00

$600.00$100.00

$1,000.00 $450.00 $450.00 $95.00

EXPENSES$200.00

$50.00 $50.00$150.00$150.00 $150.00

$50.00 $50.00

$750.00 $150.00$50.00$50.00 $50.00

$1,450.00 $450.00 $0.00 $0.00

-$450.00 $0.00 $450.00 $95.00

Complete Club/President Information & Budget line (Column G); Shaded areas to be completed by C&A DepartmentDescriptions are guidelines and can be edited to allow for more detailed information or cost breakdown*Approved Operating Budget and Club Generated Roll-Over to be completed by C&A Department**Clubs & Associations operate using a zero-based budget; revenues should equal expenses

Total Revenue

Total Expenses

REVENUE LESS EXPENSES**

Media, Technology, WebsiteClothing - $25 x 30 peopleOther Expenses - coffee house ticket printingOther Expenses - decorations

Donations to CharitySupplies, Printing, Postage, ShippingRentals, Equiment, Facilities, Physical Resources - coffee houseFood, CateringMeetings, Training, Conferences, Speaker GiftsTravel, Accommodations

M. Schaefer20-May-12

Approved Operating Budget*Club Generated Roll-Over 2011-2012*Coffe House Ticket Sales $2.00 x 100 peopleDonations, Fundraising - popcorn sales at coffee houseSponsorshipOther Revenue - clothing sales $20 x 30 peopleOther Revenue - bake sale (donation)

Club Name:President Name:President Email:

President Phone:

Clubs & Associations Budget 2012-2013Student Union ClubJoe [email protected]

15-May-12

20

20

LEAVE YOUR MARK

Planning is the first step to success. Early planning will ensure events run smoothly and clubs are portrayed with a desired outcome to its members and the community. The following steps will provide an outline of how to go about planning for the year:

1. Establish goals you want your club to accomplish • SMART: specific, measurable, attainable, realistic and timely • What is the purpose of your club?

o Always keep in mind what you wrote in the constitution • What would you like to see happen in the new year?

2. Assign clear and decisive roles to the members of the club • It is vital that each member fully understands their responsibility and authority within

the club • Prevention of conflict and confusion • Creation of more effective club executive team

3. Plan, plan, plan! • Reflect on club goals and define ways to achieve them • Think of the whole year from the start – layout what you want to do with this year • Are the ideas feasible? How will you accomplish them? When will they happen? Do

you need to get sponsorship? Apply for special events funding? • Consider joining up with other clubs to plan events

o You can combine resources in terms of finances, club member support and creative thinking

• The more effective the planning stages are, the more successful the club will be 4. Budget your funds

• Prepare quotes of the club expenditures during the budgeting process • Consider other ways of raising funds if you have limited financial resources available • Ask for help!

5. Keep track • Keeping track of all club finances is critical to the success of a club • In keeping track of finances, you will be able to successfully run all club events

throughout the year and not be limited by overspending in certain periods 6. Transition

• Transition is very important so that when you are no longer the president of the club the new president has been set up for success

• With all of the hard work, time and effort you have put into this club, it is important that you help facilitate the incoming team to do the same

21

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RESOURCES – SLC

The Student Leadership Centre supports all aspects of student leader development, student involvement, and student leadership experiences on campus. The SLC is guided by the

philosophy that leadership is about action, not position, and that all students have the capacity to make meaningful contributions during their University careers and beyond!

Drew Piticco Manager, SLC [email protected] x. 4404

The SLC offers free, student driven and student facilitated workshops to the Laurier community. Workshops cover a wide-range of topics under the themes of Personal Leadership; Team Leadership; and Community Leadership; and Capstone Projects. One of the more popular workshops is our TEAM BUILDING ADVENTURES - an experiential workshop that uses low elements and initiative equipment.

Laurier’s Co-Curricular Record (CCR) is an institutionally recognized chronicle of student engagement and student leadership involvement. Students reflect meaningfully while keeping track of all their involvements on campus using this document. Over 1500 unique activities can be recognized!

@LaurierSLC

Student Leadership Centre at Wilfrid Laurier University

www.mylaurier.ca/LEADERSHIP

22

22

RESOURCES – CAREER CENTRE

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$$

23

23

RESOURCES – LCCSL

!!!!"#!$%$&%'#!()!*!+*,'-%'!./,0%1/!23,&4!5(,!$*5!&%!3((6-17!)('!$%*1-17),3!*10!%89-/-17!:*5#!/(!9(1/'-&,/%!5(,'!#6-33#!*10!;*##-(1#!/<'(,7<!9($$,1-/5!=(3,1/%%'!;'(>%9/#?!@<%'%!-#!*!:('30!()!(;;('/,1-/-%#!(,/!/<%'%!*10!:%!*'%!<%'%!/(!<%3;!5(,!$*6-17!/<%!'-7</!9(11%9/-(1#?!!!!"#$%&'$"()$%*(+$%"'',%-$#.-/$%"00('.-1$")2&'.3&-."'45$

A%!*'%!'%9',-/-17!BCD!#/,0%1/!*$&*##*0('#!:<(!:-33!*9/!*#!*!3-*-#(1!&%/:%%1!9($$,1-/5!('7*1-E*/-(1!*10!-1/%'%#/%0!=(3,1/%%'#!*/!+*,'-%'?!!@<%5!9*1!<%3;!5(,!:('6!(,/!/<%!3(7-#/-9#!()!5(,'!=(3,1/%%'!;'(>%9/4!)-10!/<%!'-7</!9($$,1-/5!;*'/1%'!*10!7%1%'*/%!-0%*#!(1!<(:!5(,'!93,&!9*1!;'($(/%!9-=-9!%17*7%$%1/!*10!#/,0%1/!;%'#(1*3!0%=%3(;$%1/?!!6/&-$/,*7$8",4$-/,$9,'-),$"::,)5$

F(,!$*5!*3'%*05!<*=%!*!;'(>%9/!-1!$-10!*10!>,#/!1%%0!#($%!<%3;!-1!)-10-17!/<%!'-7</!9($$,1-/5!;*'/1%'?!"/!(/<%'!/-$%#4!9($$,1-/5!('7*1-E*/-(1#!$*5!*;;'(*9<!(,'!9%1/'%!*10!:%!:(,30!9(11%9/!/<%$!:-/<!5(,'!93,&?!!!A%!*'%!*&3%!/(!<%3;!#,;;('/!5(,'!93,&#!$%1/('-17!1%%0#!*10!-1/%'%#/#!-1!=(3,1/%%'-17!/<'(,7<!9(1#,3/*/-(1!*10!9(11%9/-(1!:-/<!=(3,1/*'5!#,;;('/#4!'%#(,'9%#!*10!9(1/*9/#!-1!/<%!&'(*0%'!9($$,1-/5!!

.%10!,#!*1!%$*-34!7-=%!,#!*!9*33!('!0'(;!-1!*/!/<%!2%1/'%?!%8;3('%!<(:!5(,'!93,&!9*1!;3*5!*1!*9/-=%!

'(3%!-1!&,-30-17!*!#/'(17!9($$,1-/5!(1!9*$;,#!*10!*'(,10!+*,'-%'?!!!F(,!9*1!'%*9<!,#!&5!%$*-3!*/!!""#!$%!&'"(4!&5!;<(1%!*/!)*+',,-'./*.0123'0-.4+!('!=-#-/!(,'!:%&#-/%!*/!!%%%'%!&'"(5"#!?!A%!*'%!3(9*/%0!-1!/<%!2*'%%'!.%'=-9%#!&,-30-17!(1!GHB!I-17!./'%%/!J('/<?!

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Laurier Centre for Community Service-L earning (L C CSL)

192 King Street N. Waterloo Career Services Building

[email protected] www.wlu.ca/csl 519.884.0710 ext. 3799!

6778"(9:<!&=311>?=@0A=@(@?=@0B<&>0C!&D0(=E0A=@(@?=@0F0

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24

24

SPECIAL EVENT FUNDING

Purpose: To ensure the needs of clubs are represented throughout the Students’ Union. The fund is to ensure that clubs with the passion and drive to provide an event or activity to Laurier students are able to do so with minimal monetary limitations.

* Note: This document is subject to change without notice*

Procedural Overview (For Applicant Use)

Guidelines: The Clubs and Associations Special Event Funding is available to all approved clubs at Laurier. It is created to allow any club to program events for the Laurier community without limitations. The program will function as either a grant resource or a repayable loan. Clubs applying for Special Event Fund must present a clear and concise plan for the event, including revenues designated for repayment. Repayment can range from event sponsorship, fundraising and ticket sales to a cover charge. Individuals applying for the special event funding are expected to abide by all Special Event Funding policies and procedures. Any revenue strategies must be communicated to the Clubs and Associations department.

Note: not all requests will be granted.

Note: Volunteers on the Clubs & Associations Coordinator team, students at large, and other WLUSU committee volunteers are not eligible to submit proposals for this fund, it accessible to approved clubs only.

Note: Grants will not be given to charitable events (Loans can be applied in these cases)

Note: Priority will be given to events that are open and accessible to all Laurier students

Application Process: The application process consists of two components: an online application form (submitted to the VP: Clubs & Associations) and a very brief presentation including a general discussion of the event with the VP: Clubs & Associations and representatives from the C&A Coordinator Team.

Presentation: The purpose of the presentation is to offer a better understanding of the proposed event, where the applicant clearly outlines the financial costs associated and has an opportunity to ask and answer any additional questions related to the event.

Presentation Particulars:

• Approximately 5-10 minutes followed by a 5 minute question and answer/discussion period afterwards.

• Casual attire is permitted. • The presentation must include:

1. Basic Details of the Event (who, where, what, when, why, how?) 2. Overview of the financials of the event 3. Justification for event and its impact on Laurier students 4. Identification of Risks at the event for any person in attendance. (This would be considered the applicants Risk Management Assessment.) 5. State how you will be contributing to the Laurier Community through your event.

25

25

POSTERS

Posters must be approved through the Clubs and Associations department.

Following Clubs and Associations approval, the posters can be stamped at the Dean of Students Office and/or Faculty (for buildings requiring faculty approval). There is a limit of 25 posters. Please refer to the WLU

Campus Poster Policy for acceptable use.

26

26

TICKETING POLICY The U Desk will not only sell tickets to your events for a small administrative fee, but they also provide the ticket stock for you, as well as the ability for students to purchase tickets online in our e-commerce site (http:// tickets.yourstudentsunion.ca). Our system is designed to print tickets as they are sold, to prevent large stocks of tickets being wasted. You must complete the form at http://udesk.yourstudentsunion.ca at least 48 hours prior to when you would like your tickets to go on sale. Tickets will only be sold through the U Desk Ticket System mentioned above. No tickets will be sold that do not go through this system. The U Desk will not accept physical ʻticket stockʼ and sell those tickets for your club or group. The U Desk will display information on a large screen TV located directly beside the U Desk, for all events that tickets are being sold to. Images must be provided to [email protected] in .jpeg format (1080x1920 pixels, Portrait orientation). These posters must be approved by the Clubs and Associations department and the Dean of Students prior to posting.

Ticket/Merchandise Sales Information regarding the anticipated ticket sales, including ticket and event information, should be provided as far in advance as possible prior to the requested start date of ticket sales to ensure that the cash register can be programmed for the sale of your event tickets, that our staff is properly informed of event details, and to ensure adequate advertising for successful sales. The online form mentioned above will require the following information:

• Number of tickets being sold and any conditions that must be met (ie public vs student tickets, early bird tickets, 19+ etc.)

• Requested start and end date of your ticket sales • Event location (including address and directions if applicable) • Description of the event • Method of remittance of sales revenue (Account # or Cheque)

NOTE: the Studentsʼ Union can only remit payment at the end of each fiscal period, every 28 days. For specific remittance dates in relation to your event, contact [email protected] The Studentsʼ Union will provide the event organizer a block of physical tickets upon request for their own sale, or to sell tickets at the door of the event. These tickets will be provided at a cost of .10 cents per ticket. All tickets sold will have a 10% discount at Wilfʼs Restaurant & Bar located on the back of the ticket stub, therefore we encourage event organizers to not collect tickets, but check tickets or mark tickets. Administrative Fee: We do incur costs by our Charge Card provider. We also pay a license to the provider of the ticket system, as well as purchase the ticket stock on an as needed basis. Finally, we are required to subsidize our labour costs with a vision of our service remaining revenue neutral. We do charge administrative fees as a percentage of ticket revenue. • Studentsʼ Union / Graduate Students Association Committees, Clubs or Faculty Associations - 3%* • University Departments - 5%* • External Organizations - 10% NOTE: any events for Studentsʼ Union, Graduate Students Association, or University affiliated groups with sales of less than $250 will not be charged any commission

27

27

FREQUENTLY ASKED QUESTIONS

1. Where can I find the expense form?

• Expense forms can be found on the Students’ Union website under the CLUBS tab 2. Where can I hold my meetings?

• As a registered club or association you can book spaces in the university (e.g. classrooms). You

can also book out the Clubs and Associations Resource Centre by emailing the VP: Clubs and Associations

3. Can I get updated budgets?

• You can email Pat Miller, the Clubs and Association Administrator ([email protected]), to get an updated budget. As you should also be tracking finances, you will be able to compare and update your finances accordingly.

4. How do I complete the expense form? • The president’s handbook has a sample completed expense form along with other sample

completed financial documents. Use this as a guide, keeping in mind you must always attach

itemized proof of purchase when submitting expenses. You can also always ask a Coordinator to assist you complete the forms during Resource Centre office hours.

5. I am holding an off campus event, what do I need to do?

• Any time you are holding an off campus event, you must complete the off campus form on the Students’ Union website. This must be done at least three weeks prior to the event.

International travel needs to be reported 90 days in advance. This is in addition to the event/travel being recorded on the club or association activity form.

6. I am having trouble with one of my executive members, what can I do?

• The Clubs and Associations department is available to help if Human Resource problems arise within the club. Feel free to come to the VP: Clubs and Associations or your Liaison representative and we can help provide a solution and resources.

7. Who is my liaison coordinator? • Each club or association has a liaison coordinator who is there to help throughout the year with

whatever they might need. If you do not know who your coordinator is, please contact the VP:

Clubs and Associations. 8. Why do I have to fill out all these forms and attend the presidents meeting?

• Active club or association status is a privilege and, as the president, there are certain

requirements to ensure the success of a club or association for the year. It is important that the Clubs and Association department is aware of all club activity (including all finances) as active clubs and associations fall under Students’ Union insurance. We want each president to have the

correct information and know what needs to be done so each club or association can be successful and safe.

9. Why can’t our club hold an off campus bar night?

• Well, you can, if the entire venue is rented out and ONLY Laurier students and their guest’s students are allowed in. This is for safety purposes in terms of risk management. If found out

that an off campus bar night is held by a club without the whole venue booked out and/or the department is not informed, the club or association risks de-‐ratification.

28

28

CLUBS & ASSOCIATIONS POLICY

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29

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