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Spring 2015 Important Dates January 12th – Involvement Fair, 11am – 2pm, Cohen Center Ballrooms January 15th – Lunch & Lead Series January 15th – RSO Mixer, 5 – 6:30pm January 16th – Last day to submit completed registration by 5pm
Includes: Eagle Link registration, advisor orientation, RSO Orientation & Treasurer Trainings
January 23rd – 25th - Leadership Academy January 26th – TIPs Training, 1 – 4pm, CC 213 February 17th - TIPs Training, 1 – 4pm, CC 213 February 21st – Eagle EXPO March 11th – Lunch & Lead Series March 14th – Dance Marathon March 16th -20th – LEAD Week April 8th – Lunch & Lead Series April 16th – Leadership & Involvement Awards Ceremony
New Organization OrientationDEVELOP YOUR ORGANIZATION AT FGCU!
Agenda
I. Registering Your Organization
II. Campus Policies
III. EagleLink & Event Planning
IV. Campus Resources
Learning Outcomes
Gain knowledge and understanding of student organization resources, policies, and involvement opportunities.
Develop collaborative relationships with student organizations, University departments, and community partners.
Identify all aspects of a successful event/program.
Familiarize oneself with the resources provided by EagleLink.
Liaison to RSOs and OSI
Composed of students from multiple RSOs
Provides programs & services to RSOs
Lunch and Lead Workshop Series
RSO President’s Mixer
Market Mondays
Fall & Spring Involvement Fair
Register Your Organization: Dates, Expectations, EagleLink
When Do I Register?
Organizations are expected to register at least once per school year. For example, if your organization was active in Fall 2013 or Spring 2014 they still need to register in either Fall 2014 or Spring 2015.
Registration occurs twice annually:
July - September for the subsequent fall and spring semesters
December - January for the spring semester (for inactive organizations or new organizations only)
Deadline for SPR 15 is January 16th, 2015 by 5pm
What Do I Need to Register?
1. A minimum of four officers, including a President and Treasurer
2. A Student Organization Advisor (full time Faculty or Professional Staff member) to
attend Advisor Orientation and complete Advisor Agreement Form
3. A current constitution on file - must meet the FGCU Constitution Guidelines
4. Attend Officer Training
5. Complete Electronic Registration through EagleLink
Officer & Member Eligibility
• Membership open any student enrolled at FGCU• Officer Eligibility checks conducted after RSO Registration• President, Officer & Advisor notified of ineligibility by January 29th
Campus Policies: Alcohol, Hazing, Misconduct, Travel
SERVING ALCOHOL? Follow these steps!
1) Attend a TIPS Training
2) Submit an Event Planning Form
3) ON CAMPUS Event: Complete Application for Serving Alcohol form
4) OFF CAMPUS Event: Complete Alcoholic Beverage Request Form
5) Wristbands or stamping to identify those underage & those of legal drinking age
6) Provide 1 Sober Monitor per 25 guests
Hazing
Florida Gulf Coast University, Student Code of Conduct -- H. Hazing
Hazing is:
A violation of the FGCU policy and Florida State Law
Typically in the form of physical risk or mental distress
harmful to individuals, groups, and the university
Found in all types of student organizations
TravelDomestic
Submitted 2 weeks in advance on EagleLink
TP: Keep a copy of all emergency contact information for the duration of the trip
International
Paperwork completed 6 Months in Advance
One officer must meet with Coordinator for Student Org Development
Insurance
FGCU does not provide insurance
Not required for domestic travel
Required for international travel
EagleLink & Event Planning
Getinvolved.fgcu.edu
Online platform to help student orgs on college campuses run more efficiently
EagleLink Tools for Organizations
“Yellow Box”/Corkboard
Manage Your Roster
Officer Elections
Service Hours Tracking
Register your RSO
Submit domestic travel forms
Submit Event Planning Forms
Submit Senate Bills
“The Yellow Box” & The Corkboard
Membership Management
Invite members
Add officers & mange positions
Email & text members
Event Planning Forms:When Do I Need it?
Events… held outdoors
with alcoholin which large crowds are anticipatedthat involve physical activity or in which a waiver is neededinvolving amplified sound (like DJs or bands)involve performers, speakers, or other actsinvolve one or more contracts or rentalsFundraisers or events where money exchanges handsinvolve minors on campusin which controversial and/or emotionally chargedcontent may be involvednational, state, or local appointed or electedofficials or candidates will be present (not SG or RSO officers)media will be on campusRallies/demonstrations held in areas other than designatedfree speech zonesin which a motion picture is being shown
Tabling that includes…
Fundraisers or events where money exchanges handsActivites taking place in conjunction with the table reservationAny singing gram, flower distribution, art displays, animal display, or other type of activity
Submit an EPF
http://studentservices.fgcu.edu/StudentInvolvement/submiteventplanningform.asp
Event Planning 101
Develop a concept for event
Develop a budget
Create realistic timeline
Reserve a room via Campus Reservations or secure off campus location (i.e. Tijuana Flats, The Keys Bar)
Submit an Event Planning Form
Determine event specifics: A/V needs, food, room layout
Enjoy the event!
Evaluate the strengths, weaknesses & opportunities for improvements
Marketing/PR
Promote your program or event in the Leaders Listserv, weekly newsletter to all student leaders. Email [email protected] for more information!
Fliers. Bulletin boards are full of fliers that may compete with your message. Make sure that your flier design is clear, effective, and limits the amount of text.
TV screens are available in the Cohen Center to help advertise your event. You may need to redesign your flier to properly fit the screen. Remember that the slide only shows up for 10 seconds. Email [email protected].
Tabling can be effective for your event but space is extremely limited.
Table tents are also available for your use and catch people at an opportune time - while they're eating! It's a great time to share your message about your event.
Social media
Risky Business: Managing Risks at Your EventsIdentify the following:
PHYSICAL – food poisoning, injuries from physical activity
REPUTATIONAL – negative publicity, unable to host events or be active
EMOTIONAL – event participants feel alienated or negatively impacts members of the community
FINANCIAL – loss of funding, misuse of funds
FACILITY – bad weather, not enough space, lack of equipment/materials
Prepare:
Event or Participant Waivers (optional)
President’s Waiver (mandatory)
Campus Resources: Aramark, OSI, Campus Reservations
Aramark & Food at Events
On campus catering company
(239) 590-7570; [email protected]
Is food at meetings/events allowed?
Yes, BUT it must be prepared and packaged by a licensed food service establishment
OR
Food prepared in a non-commercial kitchen such as a home, outdoor grill, or other cooking arrangement is permissible for small private events that are limited to members of a select group. Restricted access to the event is mandatory, the event is not open to the general public.
Example 1: Pot luck lunches for members of a designated office is allowed.
Example 2: Food provided at a business meeting or RSO member only meeting is allowed.
Example 3: Cookout for private clubs where the area is restricted to members only by a physical barrier is allowed.
Office of Student Involvement
Open 8am – 8pm on Mondays for Spring 2015
Email Address/Password Reset – email Sendi at [email protected]
Speaker Rental
Computer Stations
Free Printing (must have flash drive)
Copying – Black & White (colored paper); 50/day
Poster Machine – Up to 4 per event, (must have flash drive)
Paper and Paint Supplies for Banners Banners must be removed no later than 48 hours following the conclusion of the advertised event
Banners that advertise perpetual meetings or are general advertisement banners may be hung during the semester, but will be removed after two weeks if space is needed for additional banners.
Campus Reservations
Coordinates all events and meetings: Classrooms, Ballrooms, Cohen Center Spaces, Library Lawn, Info Tables
Schedules over 18,000 reservations a year!
Separate reservations must be made for:
1. West Lake, North Lake, or South Lake Village - Housing and Residence Life: (239) 590-1700
Reservations no earlier than October 1 for events on or after October 15.
No reservations for the first 6 weeks of classes in North Lake Village or South Village
Does not approve requests more than one month in advance
2. Recreation Field and/or Outdoor Complex- Campus Recreation: (239) 590-7702
3. Athletic space in Alico- Auxillary Gym, Hospitality Suite, Lobby, Parking Lot, etc.- (239) 590-7306
Procedures & Violations
Rooms/Event details need to be confirmed
14 days in advance
Organization Officers/Members should make reservations (not Advisors and outside organizations)
Clean up after yourselves
Do not move furniture
Do not use facilities without reservations
1st violation: warning and/or cleanup fee
($50/hour, $25/half hour
2nd violation: next reservation within 30 days is
cancelled and/or cleanup fee
3rd violation next reservation within 90 days is
cancelled and/or cleanup fee
