Club Exec Cheatsheet Marianopolis Student Union

Everything you need to know about becoming and being a club exec. 

1. How to Become a Club Executive 🎬 

● Through Application  ○ Clubs often have interviews for first-year exec positions towards mid-fall session. The people 

who get selected tend to stay exec for their second year and onwards, but interviews may apply . ○ Clubs often have 2nd round interviews near the end of the winter session for 2nd-year positions 

**Tips: Stay active in the club and get to know the current execs! 

● Starting a New Club OR Officially Add Execs to a Club ○ Go to The Hub > Sign In (student ID + permanent code# (like on your ID + # at the end) > My 

Student Forms > Club form > Fill out another club request → Problems? Go see Trudy!  

2. Just Money Things 💸 

● Fundraising ○ Bake Sale 

■ Every club is allowed to have 1 bake sale in the Alcove per semester (booked through The Hub > My Master Calendar > Make a Club Booking > Booking Type: Bake Sale) 

■ Template for sign-ups (Make a copy) ■ Want samosas? 50 samosas for $45 → tell Wayne you want them 2 days in advance.  

○ Other events ■ Come up with a detailed plan and ask Trudy, Adam, or Vero for advice  

● Apply for Grant and Loans from Congress ○ Budget report (income + expenditures) at the start of every semester → your finance exec’s job ○ Expect to hear back from the Financial Policy Committee within 10-15 days. 

● How do I get my money back for a club expense?  ○ Fill out this google form! For questions, you can contact Amanda Morrone (VPF) 

● How do I track my finances? ○ Use this helpful template (Make a copy) ○ Make sure to track whether you are using grant or fundraising money 

3. Helpful Resources 🌱 

● School Services ○ Trudy, Adam, or Vero – student life animators (A-162): help you organize any event  ○ Wayne (A-101): help you with everything else  

● Club Merch (companies we have worked with in the past) ○ Quality Sport: partner, direct contact with zach@qualitysport.ca,  

■ Used by Silver Key, Global Brigades , Honours Science  ○ Etshirt: cheap, fast (5-10 business days), local  

■ Used by MariHacks  

● Collaborate with Other Clubs or Contact Ex-Execs ○ List of execs 2018-2019, List of execs 2019-2020  

Club Exec Cheatsheet Marianopolis Student Union

4. How to Promote Your Club 💻 

● Posters ○ Use Canva to become a graphic designer in 2 seconds  ○ Only allowed 1 large Bristol board and 2 (8x11) posters to advertise in the A-100 wing ○ All posters must be stamped and approved by Wayne (Wayne’s World) 

● Facebook Promo for Activities  ○ Announcement are often more effective with visuals. Let’s face it, people are lazy.  ○ Create an event on the Marianopolis Student Union group > Events > Create Event ○ Add a description: Who? When? What? Where? + cover photo to maximize engagement  

● Turn Your Event Into an Honours Points Event  ○ Honours Sciences →Mio Jeremie Vinet (Science Chair) ○ Honours Commerce → Mio Bruno Delorme (Business teacher)  

● What’s Up & School TV Promo  ○ Submit this form: deadline every week is Wednesday at 2:30pm every week ○ Click “Yes” for “Publish my submission on the campus information screens” (optional)  ○ **JPG format files; the dimensions must be 1920 x 864 pixels to not look distorted on TV 

5. How to Organize an Event 🎉 

● Booking a Room For a Club Activity  ○ Go to The Hub > My Master Calendar > Make a Club Booking > Complete the 1st page and see  

the available rooms OR go see student services to book the student lounge 

● Afterschool Event  ○ Only available after school on Thursday nights (school services are open until 9pm).  

○ For any other day, you might need to pay for a security fee and a cleaning fee 

● How to Have a Successful Event?  ○ Refer to this checklist that student services put together so nicely! 

5. Your Responsibilities as a Club Executive 😍 

● Fall Semester  ○ Club Planning Session (here are the slides if you forgot the content!) ○ General Assembly September 19th during Activity Period in the Auditorium ○ Open House on November 3rd ○ Blitz Day Food Drive Challenge November 21th  

● General Recommendations   ● Keep your club active: Monthly club activities, weekly exec meetings, team bonding, etc.  ● Keep track of everything: use organizational platforms such as Drive, Trello, Slack, and Notion  ● Winter semester: appoint executives for the upcoming year 

Club Exec Cheatsheet Marianopolis Student Union

5. How Congress Can Help You 💃 

○ President: in certain cases, helps fundraise and gets approval for licenses.  

○ Vice-President: acts as a liaison between clubs and Congress .  

○ Vice President of Finance: approves budget/grant requests and answers all questions related to club finances.  

○ Coordinator of Communications: answers all questions about advertising events and help you advertise on the MSU Facebook page.  

○ Coordinator of External Affairs: puts you in touch with other schools (Dawson, Vanier, Abbott, Champlain, etc.). 

 ○ Coordinator of Social Justice: offers help with events focused on social justice issues. 

 ○ Coordinator of Student Advocacy: voices any of your concerns to Congress. 

 ○ Coordinator of Social Activities: offers logistical help with the planning of activities.  

 ○ Coordinator of Internal Affairs: ensures the legality of activities. 

 ○ Coordinator of Cultural Affairs: allows club-Congress collaboration for cultural/religious 

events and can help with the planning and execution of events.   

○ Coordinator of Charities and Volunteering: allows club-Congress collaboration for fundraising events and can offer help advertising events and help with event planning.   

○ Financial Assistant: helps with budgeting if needed and answers all questions related to club finances.  

○ Administrative Assistant : offers organizational help with planning. 

 That wraps it up. If you have any questions, search it up first. If you can’t find the answer, feel free to message me on Facebook (Ying Ge), Mio (Zhi Ying Ge), or via email at yingxge@gmail.com.