Clubs Training 2014

Outline of Training• Introduction• Club Training

– Club Space (Lockers, Offices, Mail Boxes)– Club Logistics (Email, – Event Planning (EOHSS, Booking Space, Advertising)– Club Offices, Lockers and Mailboxes– Budgets, Funding and Fundraising– McMaster Email Accounts and EOHSS PIN Codes– Club Executive Council– Serious stuff...

Club AdministrationJessica Irvine

Clubs AdministratorClubs@msu.mcmaster.ca

Sudeshna DharAssistant Clubs Administratorclubsasst@msu.mcmaster.ca

OfficeMUSC Room 215

905-525-9140 x24113Office Hours 9:00am – 5:00pm

The Clubs Administrator

Hi! I’m Jessica Irvine. A few things about me:

• From a small town outside of Ottawa (Go Sens!!!)

• Graduated from McMaster University

• Worked for the MSU for over 5 years

• Majored in Classical Studies and History

• I love horses, cars, and country music

The Assistant Clubs Administrator

• Hi, I’m Sudesha Dhar. A few things about me:

• From Suva, Fiji • IRC Hall representative• Studying Molecular

Biology and Genetics

Ratification Congratulations on receiving MSU Club

Status!

Applications for 2014-2015 will be due on Friday March 14, 2014.

- As per the Club Operating Policy, make sure your Club holds Executive elections before then.

About ClubsThe MSU recognizes over 360 clubs in 5 distinct categories:

- Academic- Recreational- Social Issues- Religious - Cultural

What does it mean to be a recognized MSU club?

According to the Clubs Operating Policy 1.9.9

Recognition as an “MSU Club” is a privilege based upon observance of certain procedures and acceptance of

certain responsibilities. It follows that this privilege can be withdrawn if these procedures are neglected or

responsibilities abrogated by the organization or group.

Responsibilities of an MSU club

- To maintain a positive image of not only your club but the MSU as well. Follow the Student Code of Conduct!

- To maintain your club and run it to the best of your ability. Be aware of all policies that apply.

- As an exec, you are setting an example for all the general members of your club. Please be informed and responsible!!

- Always check the clubs website www.msumcmaster.ca/clubs

- Always check mailboxes, emails, and keep lockers/offices clean

Privileges of being an MSU club Room Bookings Use of MSU bulletin boards Use of the MSU name Funding from the MSU and the Student Services

Committee Use of Compass Information to sell your tickets (at a

reasonable rate of 3%)*, or advertise your event free of charge Have a mailbox/office/locker in ClubSpace Have risk management liability for events (as per policy)

Advertise events on the MSU Event Calendar, in The Silhouette, and Public Service Announcements on CFMU-FM 93.3 free of charge

Do billing and credit at the Underground*3% covers cost of staff labour, organization and administration re: ticket handling, counting and processing.

Who can be a club member?• Membership in clubs shall be open to all MSU members.

◦ [Except where it jeopardizes the integrity of the club’s purpose, as determined by the Clubs Administrator in consultation with said club’s executive.]

• Non-MSU members (part-time or grad students, staff, community members)

◦ May hold club membership upon invitation of the club◦ May not hold executive office, or any position which gives them the

authority to expend MSU Club funds.

MSU membership = Full time (18 units+) Undergraduate student

Clubspace• Clubspace is an open concept space designed for MSU

clubs located on the 2nd floor of the Student Centre (Room 215). It is where the Club Administrator and Assistant Club Administrator offices are, as well as the club boardroom (215b), club offices and lockers, and the CEC office.

• To book Clubspace, contact the Clubs Administrator: clubs@msu.mcmaster.ca

• You do NOT need an EOHSS form to book Clubspace• Daily bookings are posted in the Clubs Admin office

window• NOTE- PLEASE DO NOT REMOVE FURNITURE OR BRING

FURNITURE INTO CLUBSPACE

ClubSpace can be used for…

• Brief Club related meetings• Preparations for events• Special events and meetings (book with Clubs Admin) • A meeting spot to gather before moving to a

room or event• Studying• Friendly chit-chat• OR anything that adds to the inclusion of all

students using the space

Club Lockers• ClubSpace is equipped with 168 lockers ranging in size

from small, medium and large. The size of locker will be given based on use and need described in your application. Clubs can apply for lockers by completing the application and submitting it no later than noon on the due date

• Applications are Due: Friday January 24th, 2014– Locker assignments will be available early October– Make an appointment to sign Locker contract with Assistant Clubs

Admin (clubsasst@msu.mcmaster.ca)– Pay the $10 refundable lock deposit at the MSU Accounting

window (MUSC 201)– Bring receipt to Asst Clubs Admin who will then provide you with

a lock.– Locker Applications are available on the Club Space page of the

MSU website at www.https://www.msumcmaster.ca/clubs/club-space

Club Offices

• Club Offices– There are 9 offices available in Clubspace– There are 3 clubs per office, totaling 27 total office

spaces– Applications must be submitted for club offices

• Applications due September 27st, 2013• Applications available on the MSU website

– Offices are assigned by lottery process • Fair and equitable method of assigning space

Mail Boxes• Every club will receive a mailbox• Assignments posted next to mail boxes and online• Check your mail on a weekly basis• Boxes are not secure (open area)• Mailing Address:

Your Club Namec/o MSU Clubs AdministratorMUSC 215, McMaster University1280 Main Street West, Hamilton, Ontario L8S 4S4

Event Planning

• What is an “event”?– ANYTHING an MSU club does ON or OFF campus

• You and your friends sitting, having coffee, talking about your club...NOT an event!

• Executives and Members having a meeting, getting registrations, going somewhere, promoting, hosting...IS an event!

• Clear distinction: are you doing this as YOU the person, or are you doing this as a CLUB. As a club? It is an event!

Accessible

• Accessibility is the degree to which all people can access devices, services and environments that are barrier-free

• Accessibility is also a process. It is the

proactive identification, removal and

prevention of barriers to persons with

disabilities

Inclusion

• …happens when places and spaces are

physically and socially accessible.

• …is felt. • Individuals feel included when they feel safe in expressing all

aspects of their identity as they engage in the life of the

community

The Check List

• Budget – forecast accessibility costs

• Scheduling – consult Faith and Spirituality Day Calendar and provide

sufficient notice of event

• Getting to Event– route is accessible

• Meeting Facility & Space – obstacle free

• Registration – identify needs i.e. dietary, prayer, scent-free,

disability etc.

• Signage – clear wording and design

• Advertising & Promotion – positive images, respectful language,

accessibility promotion

• Menu – variety of options

Event Approval

• So, you want to host an event? What do you do? TWO steps:

• Step 1: Get the event approved– EOHSS, Waivers, Bus Monitor Contracts, Film Showings

• Step 2: Book space for the event– Conference & Event Services– McMaster University Student Centre (MUSC) Administration– Faculty of Health Sciences– Miscellaneous– Off-Campus?

Step 1: Approval & EOHSS• Before ANY “event” (remember the definition?) can be held ON or OFF

campus – it MUST be approved by the Clubs Administrator and EOHSS!• To receive your PIN please contact the Clubs Administrator. • Exceptions (there always is!): ANY meeting being held on the 2nd floor of

the McMaster University Student Centre (all meeting rooms and clubspace). This is the ONLY exception!

• WHY? Why do I have to have my event approved?– Ensures that event organizers are taking into account any risk

associated with the event (planning a SAFE, INCLUSIVE and ACCESSIBLE event for all attending is HIGHEST priority)

– Allows you to book space on campus (Why?!)– ...because of insurance and liability (coming up in the “serious stuff”

section)• MUST READ: Student Event Risk Management Manual (

http://www.mcmaster.ca/policy/Students-AcademicStudies/StudentEventRiskMgmt.pdf)

Step 1: Approval & EOHSS (cont’d)• Clubs must complete an EOHSS form, and include all Waivers, Bus Monitor Contracts,

or Film Event forms • Waivers

– Waivers are required for specific events• Alcohol, Sports, Bus Trips, Social/Cultural Events• Organizers need to ensure that attendees complete the waivers.• Online at studentevents.mcmaster.ca “Print Waivers”

• Bus Monitor Contracts– Any trip involving bus travel– Hamilton Street Railway (HSR) does NOT require Bus Monitor Contract– Must be submitted with EOHSS form– Online at studentevents.mcmaster.ca “Manage your Bus contracts”

• Film Showings– If you want to show a movie on-campus, you must complete a “film showing

form” – available at: www.msumcmaster.ca/clubs– Must be submitted with EOHSS form– Choice of films available at:

• www.criterionpic.com

How does EOHSS approve?

• Online– studentevents.mcmaster.ca

• KNOW THIS WEBSITE

– Use your @mcmaster.ca email address and your EOHSS PIN code to fill out online form and submit (attach bus monitor contracts and/or film showing forms)

– Form gets approved by MSU Clubs Administrator and EOHSS risk management staff

– Online form allows for back-and-forth between Approvers and Organizers, critiquing aspects and/or requesting changes (look for COMMENTS if form is not approved)

– Once approved – event can proceed (book space on/off-campus)

Risk Management Forms

WaiversWaivers are required for specific events, such as Spectator/Cultural/Social Events, Bus Trips, Film showings, absolutely any event involving Alcohol, and any event involving Participatory Sports

Showing a Film?

• The MSU has a movie license with Criterion Pictures, found at; – http://www.criterionpic.com

• Films not found here i.e.. documentaries or independent films can only be shown with permission from the director or film/distribution company.

• A completed Film Event Form MUST be submitted with EOHSS forms.

Film Event Form The film event form can be found online on the Club Event Planning page.

Online System

• Access the Risk Management Form online at

studentevents.mcmaster.ca

• Must send request email to Clubs Admin to receive PIN – Email request must be sent from McMaster email address

• Paper forms are no longer accepted unless it is an EMERGENCY

Failure to do so.... Not completing EOHSS forms and hosting

events without approval can have SERIOUS repercussions and can result in:

- Suspension of Club status- Monetary fines- Disbandment- Suspension from the university- Expulsion from the university- Recorded on your permanent record.

Step 2: Booking Space On-Campus

• 3 Main Departments which book space on-campus: – Conference & Event Services

• Outdoor spaces, Classrooms, Lecture Theatres, Lobbies (except for those booked through MUSC and FHS)

– MUSC Administration• The Student Centre: Meeting rooms, CIBC Hall, Banner

Spaces, Information Tables, Bake Sale Table, Posters

– Faculty of Health Sciences (FHS)• MDCL and HSC

Step 2: Booking Space on Campus (MUSC)

– Before you can book anything with MUSC administration, you MUST complete the “Student Group Privilege Form”

• Visit website: www.muscmcmaster.ca• Look under the “Reservation” tab • Fill out form, and send details• Please note the two Event Contacts are the ONLY people who can book space

this year

– To book space• Visit website: www.muscmcmaster.ca• Click on “Reservations”• Requests MUST be made by one of the Event booking contacts• Requests for meeting rooms MUST be made at least 5 business days in advance • Requests for tables MUST be made by the 15th of the previous month. • Choose what you would like to book (Meeting Rooms, Club Information Table,

Bake Sale Table, Banner Space)

Step 2: Booking Space on Campus (MUSC) Meeting Rooms – 5/month- Rooms must be clean and set to its original layout before leaving. - All CATERING must be provided by Paradise Catering - Please note you DO NOT need to submit an EOHSS form for rooms on the second floor. - For rooms on the third floor you WILL need to submit an EOHSS form. All bookings for rooms 311, 313, and 318 will not be confirmed until an approved EOHSS

form is submitted to their office. - For rooms on the third floor you MUST fill out a Meeting Room Request/Special Event request, to see if the space is available and THEN, after it is put on hold,

your group will fill out an EOHSS form, and send it to MUSC. AFTER the EOHSS form is APPROVED they will confirm your room booking. - Keys must be returned to the MUSC office (Rm. 222) by 12:00 pm on the first business day after the booking.

- A fine of $10/day will be applied for each key that is late, to a max. of $125.

Bake Sale Table- 1/month - Bake sale items must be homemade baked goods- Bake sale items are to be offered in exchange for a donation to the beneficiary and must not have a set price but may have a suggested donation. - Tables must be booked by the 15th of the previous month.

Club Information Table- For information purposes ONLY- Food, drink, or merchandise may NOT be sold or handed out at these tables- Tickets for events may NOT be sold at these tables - Donations may NOT be collected at these tables - Tables must be booked by the 15th of the previous month.

Music Table- Music volume must be appropriate for space and should not inhibit people at other tables from have a normal conversation - Tables must be booked by the 15th of the previous month.

Banner Space- 3 locations- Food Court, MAPS Lounge, MSU Lounge - Banner space is booked on a weekly basis from Monday-Sunday - Clubs are allowed one banner space per week for no more than two weeks per month

Poster Policy- Up to 8 posters may be dropped off at MUSC 222 for posting in the Student Center display cases by Friday at 12:00 pm - All posters must conform to the MSU Poster Policy

Step 2: Booking Space on Campus (Conference & Event Services)

– Prior to booking ANY space with Conference & Event Services, your club MUST have an APPROVED EOHSS form for your event.

– Visit website: http://conference.mcmaster.ca/student_booking.html – Fill out booking form (https://conference.mcmaster.ca/Forms/Space_booking/space_request.php)

• Requests must be made a minimum of 10 (ten) business days, in advance, of the event• During the first 3 weeks of September and/or January it is not possible to book from Monday to Thursdays

due to the time required by the Office of the Registrar, Scheduling, to finalize the undergrad schedule and room assignments. It is possible to submit requests for Fridays, Saturdays and Sundays providing the requests are submitted a minimum of 10 (ten) business days in advance of event.

• One executive member to submit requests throughout the year using a mcmaster.ca address only. • Requests for space, when the University is officially closed, will not be accepted.• To arrange access to existing AV in classrooms/lecture theatres, please email: Equipment Booking

equipbkg@univmail.cis.mcmaster.ca

– Submit EOHSS form• By email: meet@mcmaster.ca• In-person: McKay Hall 124• Provide URL link to online approved form in the booking form • Clubs MUST have an APPROVED EOHSS form prior to booking space

*Remember EOHSS approval can take up to maximum of 5 days• IMPORTANT: Conference & Event Services cannot advise on availability of space until a copy of the

approved EOHSS form is received.

Step 2: Booking Space on Campus (Faculty of Health Sciences, Misc.)

• Faculty of Health Sciences (FHS)– Visit website:– Choose either MDCL or HSC

• Requests must be made a minimum of 10 (ten) business days, in advance, of the event• Clubs MUST have an APPROVED EHOSS form prior to booking ANY Space in FHS• Please note Clubs can no longer book out space on the 3rd floor of MDCL• Charge is $10.00/per hour. Payment MUST be received 48 hours prior to booking• Student Groups booking the Ewart Angus centre, and lecture theatres (1A1, 1A3, 1A4, 1A5 and 1A6) after

regular business hours will be charged a $25 housekeeping fee• Requests and rates for audiovisual equipment and microphones need to be referred to CAVS. Note: 24

hours notice is required or booking will be cancelled.

– Complete form and submit

• Miscellaneous (see MSU website: www.msumcmaster.ca/clubs for contact info)– University Cub– Celebration Hall– Institute of Applied Health Sciences– Clubs MUST have an APPROVED EOHSS form prior to booking space

McMaster Email Addresses and EOHSS PIN Codes

• McMaster Email Addresses– Each club is provided with an official @mcmaster.ca email address– Login at http://univmail.mcmaster.ca NOT through MUGSI, or the new McMaster Gmail. – This email address is the primary contact for clubs – This email address is used to complete EOHSS forms– This email is managed by the MSU but created by UTS– Passwords can be reset by the Clubs Administrator– UTS requires that club email addresses be signed into at least ONCE per MONTH or they will be

deactivated– Only the McMaster email address are considered official (Listed as contact email for club on MSU website)– All communications from the Clubs Admin will be through this email– Can be redirected but must log in at least once a month!– Having problems? Contact Clubs Admin

• EOHSS PIN Codes– Each club is provided with a 6-digit EOHSS PIN code – This PIN code is used to complete EOHSS forms– This PIN code remains constant for the club throughout its entire operation, so ensure that it is kept

confidential

FinancesMcMaster Students Union is a not-for profit organization

◦ Therefore so are clubs

The MSU is not charitable, and neither are its clubs◦ Charitable receipts are not available

We must be Transparent and Accountable◦ Clubs may be subject to audits by the MSU

All transactions must be accounted for with an ORIGINAL receipt, and proof the event took place.

All money raised by the club must go to its programming or directed to a charity

It’s important to manage all your bills and make timely payments – Ex: Underground Media and Design- Once a month

Payments to establishments and companies are made through the club bank account.

Clubs are responsible for all of their own finances. Any debt becomes the executive’s. – it is in YOUR best interest to be financially responsible

The MSU assumes no responsibility for financial debts incurred by a Club

Club Budgets• When submitting their application, clubs completed a tentative budget outlining

basic revenue and expenses for their proposed fundraisers and events.• Clubs MUST now complete a FINAL budget, outlining in more detail their revenue

and expenses for their planned fundraisers and events for the 2013-2014 academic year.

• A budget template (Microsoft Excel) is available on the MSU Clubs website– You can create your own budget, but please use the template if you are uncomfortable with

accounting • ALL Clubs MUST submit a budget REGARDLESS of whether or not they are requesting

MSU Funding. • NO Club is receive funding without a request. • New and probationary clubs: maximum $100• All other clubs are considered on an individual basis

• Clubs must submit budget requests by

***January 30th, 2014***.

◦ To be submitted electronically (.xsl file) saved with club name

Budget Template

ClubFunding (MSU)– All MSU clubs can request a funding amount from the MSU as (partial) reimbursement for

operating costs related to the club– Club funding amounts are determined on an individual basis – there is no guarantee you will

receive the amount requested– Clubs will be informed of their funding amounts in EARLY-OCTOBER– Club funding is provided as a reimbursement system. Club executives must first expend the

funds, then utilize receipts to submit a claim form to the Clubs Administrator.• Club claim forms are available on the MSU Clubs website, Club Budget, Finding and

Finances – Funds are issued by cheque, made out in the club name – Cheques can be picked up at the MSU Accounting Office (MUSC 201A)

• To get reimbursed for an event clubs MUST submit:– A completed claims form– Attach all original receipts – Proof the event has taken place

• Submission must be made by no later then Wed April 16th 2014– No claims can be made for salaries, monetary gifts, alcohol or miscellaneous items not

recognized as necessity– Receipts must match items from the original request

Claim Form- Sample

Club Cheques• Clubs will hand in their receipts along with the claim form to the Club

Administrator who then submits the request for reimbursement to the MSU Accounting office

• Cheque requests are submitted to accounting every 2 weeks (on Wednesday)

• Club reimbursements will ONLY be made payable to the club’s name (not in an individual’s name)– therefore they must be deposited into the club’s bank account

• Cheques are available for pickup in the accounting office (MUSC 201) – the person picking up the cheque (executive of the club) will have

to sign for the cheque• Cheques are valid for 6 months only. After that they become stale-

dated and they are NOT re-issued.• There are no direct deposits to club bank accounts• The MSU’s financial year ends on April 30th, funds not claimed before

that date will NOT be available the next year

Special Project Funding The purpose of the clubs Special Project Funding is to allow clubs the opportunity to work collaboratively on an

event that brings clubs together and positively represents Clubs, the MSU and McMaster University.

- Find the Special Project Funding Application on the clubs website under the Club Budgeting, Funding and Finances tab.

- The following list outlines the criteria used to determine which clubs are best suited for funding:

- 1) Maximum request of $500.00 - 2) Preference given to events with larger numbers of anticipated participants - 3) The promotional value of the event towards MSU clubs. For example, will this event foster an

understanding and awareness of the MSU and/or club(s)? - 4) The event must be creative and the funding must be related to the success of the event - 5) Funding will not be allocated for alcohol or food (if it is not an integral part of the event and relevant

purpose of the event)

- Entry must be a group submission. Your group must be making an attempt at subsidizing the event in other ways i.e. ticket sales, raffles, sponsorships etc. The clubs should be able to fund at least 50% of the event by other means.

- All submissions must be received at least 30 days prior to the date of the event. Preference will be given to clubs who have not previously submitted for the Special Project Funding.

- Submit your completed application to the Clubs Administrator at clubs@msu.mcmaster.ca - Applications will be reviewed and clubs notified of the outcome.

Special Project Funding Cont.

Undergraduate Student Initiatives Fund– Additional funding source through Student Affairs Student Services

Committee– Applications judged on merit, quality, contribution to student life, and

other various factors– Activities to be funded must have significant educational/cultural value

and be of interest and benefit to McMaster students/faculty/staff– Applications available online

• http://studentaffairs.mcmaster.ca/undergraduate_student_initiatives_fund.html

– Three application due dates:• September 27th, 2013 (Events September 1 – November 30)• November 29th, 2013 (Events December 1 – March 31)• February 15th, 2014 (Events April 1 – August 30)

*Applications must be submitted in a word document and sent by email to eva.bodrozik@mcmaster.ca*

USIF Cont.

Fundraising

• MSU, USIF and other funding options are limited, so fundraising by clubs is often necessary to cover operating costs and to raise funds for events and charities

• There are a variety of funding options for clubs on-campus:– MUSC bake sale table– Fundraising Fridays

• Clubs may engage in other fundraising so long as it conforms to their club’s purpose and constitution

Club Banking• MSU Clubs can bank with two different institutions

– CIBC in Westdale• Fee- $5/month

– Pace/MCCU in Westdale • Fee- $3/month

*Please note Clubs can claim these fees for reimbursement

• New Account Opening/Change of Signing Authority

– Fill out the form and include all signatures – Submit to Clubs Admin for signature– Once signed, new Signing officers will make an appointment to go into the

bank to set up account• NOTE- 2 pieces of ID, one with photo (student card not valid) are needed• ONLY executive members, listed on your Club Application, can have

financial authority.

Banking Forms

MSU Services

Advertising• There are several options for advertising:

– Posters• Posters must be approved by the MSU service Underground (MUSC B117) prior to being

posted• TWO ways to post:

– MUSC Administration posts in the Student Centre – up to 8 posters can be delivered to office (MUSC 222) for posting

– MSU service PAC are a volunteer group who put up posters on behalf of clubs/groups (club volunteers encouraged) – deliver to MSU front desk staff member (MUSC 201)

– Website• Each club can use their @mcmaster email address to log-in to the MSU website and post on

the MSU Event Calendar– CFMU

• Can do radio promotions for events• Hold on air interviews

– Residences• Can advertise on digital screens in McMaster Residences - booked through MSU service

Underground (MUSC B117)

MSU Accounting Office

• Located in MSU Main office (MUSC room 201)

• For work done at the Underground or for advertising placed in the Silhouette, you are able to set up a charge account.– Charge Account Application available on the clubs website

• Clubs are responsible for paying their own accounts. • All of these charge accounts MUST be paid in full by the end

of each term. Clubs with outstanding balances will not be allowed to charge work in the following term or receive any reimbursement cheuqes while their account is outstanding

Union Market Advertising• Now offering advertising options for Clubs• Union Market will supply Clubs with 1300 of their coffee sleeves for clubs to attach their ADS

to them• Fee: $75 for 1300 sleeves • OR you can provide Union Market with your advertisements and they will handle the labour

for an additional $50 ($125 total)• Will advertise one department/club per week • Advertising Guide and Advertising Form can be found online • If interested, visit Union Market or e-mail: unionmarket@msu.mcmaster.ca for more info

Coffee- $20 urn – Coffee/Tea (Fair Trade, no flavour)

- 1 urn = 15-20 medium sized cups - Comes with med cups, sugar, milk, stir sticks, sleeves etc. - All payments must be paid prior to the event- If the urn is not returned a $300 Dollar fee will apply

AVTEK• AVTEK Productions is the Audio-Visual/Live Production Services company, operating out of the McMaster Student Union. AVTEK is

equipped to supply all of your audio-visual production requirements. Be it something as small as a projector for a boardroom, or as large as a live concert for thousands of people, we have what you need.

MSU discounts (45% discount on AVTEK-owned equipment) are contingent on events being booked within the timeline appropriate to the size of the event. If inadequate notice is not given for booking events, the regular MSU discount will not apply. Adequate notice is dependent on the size of event. See below for more information.

• What qualifies as a small/medium/large show? • Small Setups are defined as simple equipment which must be or is requested to be set up by AVTEK staff. This includes projectors and

small screens, basic sound systems (meant for speaking, not singing or instruments.) These must be booked and payment agreement made by 4:00pm a minimum of 2 business days in advance of the setup.

• Medium Setups are defined as complex equipment being used for smaller setups or larger amounts of simple equipment being used for a single setup. This includes coffeehouses (without drums), discussion panels, larger projectors and screens, pipe and drape, small stages, movie nights, etc. Most of these medium setups will also require a paid AVTEK technician to be on duty for the duration of the event. These must be booked a minimum of 5 business days in advance and paid for a minimum of 2 business days in advance of the setup.

• Large Setups are defined as complex equipment setups which require a day or more to setup. These will almost always require at least one AVTEK technician to be on duty for the duration of the event. Examples of these might include Fashion Shows, Full Concerts (including drum kits), Dance Shows, large stage setups, etc. These must be booked a minimum of one month in advance and payment must be made a minimum of 5 business days in advance.

• Out the door rentals (i.e. projectors, small screens) are defined as equipment which can be rented by a client without the need for setup from AVTEK. This includes projectors and small screens. These do not need to be booked in advance, but doing so will ensure that there will be item in stock. A small deposit may be needed to book rentals.

TwelvEighty • TwelvEighty offers a variety of services to students; • Standard event food options are available as well as the ability to prepare

almost any food you can dream up. • A great venue to hold a variety of events (Up to a max of 250 seating/650

standing)– Coffee House– Club Night– Movie Night – Acoustic Nights– Information sessions– Meet and Greets

Contact- Richard Haja, or Kaley Stuart sm1280@msu.mcmaster.ca 905-525-9140 ext. 27005

Compass• If you are organizing an event you can sell your tickets through Compass.

• Compass is located in MUSC which is central and familiar to students, staff and faculty. Please note that tables in MUSC are not permitted to be used for ticket sales, nor are individuals allowed to sell tickets in MUSC.

• Compass hours of operation are 8am-9:30pm Monday-Friday and 11am-5pm Saturdays which means students are given greater opportunities to come and purchase tickets at their convenience

• Compass accepts cash, debit, credit (VISA, M/C & Amex) so you can rest assured that your money is safe!

• Compass does all the work so you don’t have to and at a minimal admin cost from overall ticket sales of 3% for clubs.

• Please note: the admin fee of 3% goes to the MSU, thus goes back into your service.

Compass Cont. Advertising: • Compass will also advertise your event for you!• Compass will use the following methods to advertise your event:

– LCD screen above the Compass desk in the centre of MUSC– Compass website– Compass Facebook and Twitter– Compass desk will display club brochures or flyers students to take– Boards in front of the Compass desk dedicated to promoting eventGroup Tickets

• Group Tickets- Compass also offers group/specific day discounted attraction passes (ie., Canada’s

Wonderland)- Compass can also help plan your trip (ie., transit services, times, etc)

• Please contact the Internal Coordinators at Compass– Dana Kolodzey and Sabbu Singh– Email: compassic@mcmaster.ca

Diversity Services

5 Pillars: Indigenous Affairs Interfaith Multiculturalism Gender Equity Multiculturalism

Collaborative Body with Multiple Partners across Campus

Administer Bridges Café Dietary Needs on

Campus Spiritual/Social Place Free for Student

Groups Holds 100 people

Student Voice Joined InitiativesAdvocacy for Inclusiveness

Diversity Services

WHY DO WE EXIST FOR CLUBS?

Significant Representative VoiceSit on Committees Aligned with your GoalsCollaboration OpportunitiesPromotional AvenuesHub for Student Ideas

Club Executive Council

• Composed of:– Clubs Administrator- – Chair from each club division (academic, cultural, recreational,

religious, and social issues)– 2 SRA members– 1 MSU member at-large– MSU Diversity Services Coordinator– MSU President

• The CEC promotes and facilitates cooperation and communication between clubs

• Acts as a judicial body for clubs (deals with any sanctions)• Become active in Early October

Clubs Executive Council

• Club executives can apply for CEC division chairs– Responsibilities include:

• Weekly Office Hours• Chair meetings• Distribute information to clubs within their division• Attend monthly CEC meetings• Applications will be available soon on the MSU Clubs

website

Clubs Executive Council 2014• Jessica Irvine (MSU Clubs Administrator)• Sudeshna Dhar (Assistant Clubs Administrator)• Mina Karabit (Chair of Academic Clubs)• Nishan Zewge-Abuaker (Chair of Cultural Clubs)• Sally Elsadek (Chair of Religious Clubs) • Miranda Clayton (Chair of Recreational Clubs)• Arnav Agarwal (Chair of Social Issues Clubs)• Israa Ali (MSU Diversity Director)• Ryan Sparrow (SRA Member) • Alexander Coomes (MSU Member) • David Campbell (MSU President)

Serious stuff...Responsibility

– Running a club, holding an event, representing your organization(s) are all serious things

Running a club– Financial responsibility: As executives, you are ultimately financially responsible

for your club. The MSU does not assume ANY debt. In addition, the MSU is a NON-PROFIT organization, and so are MSU Clubs. All profits made on events and fundraisers must be given to charity or put back into the club (carried over to next year)

– Clubs can be audited by the MSU at any time, so please ensure that all transactions and funds are tracked properly; that all funds are deposited and withdrawn through the club bank account; and that records are kept of all club revenue and expenses.

Holding an Event– Risk management, EOHSS forms and approval, and Waivers are extremely

important for a reason – they ensure events are covered by proper liability and insurance. When hosting an event your club is responsible for ensuring that it is safe. If someone is injured during an event, and it was not properly approved by the MSU or McMaster University or waivers were not distributed or signed, then there has been a serious breach of conduct with potentially serious financial and legal penalties. Clubs should NEVER hold an event that has NOT been approved by the Clubs Administrator and the McMaster EOHSS department.

Representing your organization– Politeness, kindness, and respect are extremely important when dealing with

other club executives, MSU services, McMaster departments, and community partners

Communication• Clubs Admin will email @mcmaster.ca emails once they are all in place. No personal

emails will be used.

• MSU Clubs web site is your primary source of information, check there first.

• Add your Twitter information to your club page!

• Please do not use acronyms

• When emailing, calling, or stopping by the office please introduce yourself “Hi, I’m Johnny President of the Jelly Bean Club…”

• with over300 clubs it can be difficult to remember you all

• Clubs department now has twitter! Follow us @Msu_Clubs

THANK YOU