MSU CLUBS TRAINING 2014

AGENDA

1. Introduction Club Status, Privileges and Responsibilities

2. Event Planning MacLEAD, EOHSS approval, EOHSS portal, Room Bookings

3. ClubSpace Bookings, Lockers, Offices, Mailboxes

4. Finances Budget Requests, Banking Forms, Claim Forms, USIF + SPF

5. Administrative Email, EOHSS pin, Clubs Directory, Clubza

6. MSU Services

7. Clubs Executive Council

8. Final Words

INTRODUCTION

CLUBS

McMaster University has the largest club listing in Eastern

Canada, with over 300 clubs and funded by the MSU with over

$100 000

CLUBS ADMINISTRATION

Mr. Griffith Dias

Clubs Administrator

clubs@msu.mcmaster.ca

MUSC 215N

905.525.9140 x24113

Monday – Friday

Appointment Only: 10am – 11am

Drop-In Hours: 1pm – 3pm

Miss Sudeshna Dhar

Assistant Clubs Administrator

clubsasst@msu.mcmaster.ca

MUSC 215A

Monday 9:30 – 11:30

Wednesday 10:30 – 11:30

Thursday 9:30 – 12:30

Friday 3:30 – 5:30

RATIFICATION

Congratulations on successfully completing the ratification process and officially

obtaining McMaster Students Union Club Status for the 2014-2015 academic year

MSU CLUB STATUS

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be withdrawn if these procedures are neglected or responsibilities abrogated by the organization or group.

PRIVILEGES

Room bookings across campus – lecture halls to CIBC Hall

Use of MUSC bulletin boards

Use of the MSU name

Funding from the MSU

Have a mailbox/office/locker in ClubSpace

Have risk management liability for events (as per policy)

PRIVILEGES

Use of Compass Information to sell your tickets (at a reasonable rate of 3%)*, or advertise your event free of charge

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

#McSU will automatically show up on the MSU website

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

handling, counting and processing.

RESPONSIBILITIES

Ratification is contingent on attending Club Training and passing the Test

All presidents must read thoroughly the Clubs Operating Policy, Student Code of Conduct and Student Event Risk Management Policy

Follow the Club Constitution and inform the Clubs Administrator of any organizational changes

RESPONSIBILITIES

To maintain your club and run it to the best of your ability.

As an Executive Member, you are setting an example for all the general members of your club. Please be informed and responsible as you are student leaders in our community!

Always check the MSU clubs website for current information

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

CLUB MEMBERSHIP

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

CLUB MEMBERSHIP

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 An MSU Member is defined as an Undergraduate

McMaster student, who is enrolled into 18 units or more

EVENT PLANNING

EVENT PLANNING

• An ‘event’ is anything that an MSU club does on- or off-campus

• You and your friends having coffee and talking about your club – NOT an event

• Executives and members having a meeting, general meeting, getting registrations, going to a venue, promoting, hosting or planning – IS an event!

• Clear distinction: • Are you doing this as YOU the person, or are you doing this as a CLUB? • Are you spending any financial resources which you plan to claim

funding for?

ACCESSIBILITY

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 when individuals feel included when they feel safe in

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

the community

CHECKLIST

• 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

MACLEAD WORKSHOPS

The McMaster Leadership Education and Development (MacLEAD) workshops are offered specially for clubs at McMaster University. They provide you with the resources in how to successfully and easily run a club while fulfilling your academic requirements.

For more information about the MacLEAD workshops, which are offered through the Student Success Centre, check out here. Registration for the five (5) free 50 minute workshops is done via OSCARplus.

Brief Videos

Mastering the Art of MeetingsBudgeting Like a BossEmpowered Event PlanningGetting the Word OutPassing the Torch

EVENT & SPACE APPROVAL

• Hosting an event is a two step process• 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 – EOHSS APPROVAL

Before ANY event can be held on- or off- campus – it MUST be approved by Griffith and EOHSS To receive your PIN please contact Griffith

The ONLY time you do not need to submit an EOHSS form is if you are having an event in any of the meeting rooms on the 2nd floor of MUSC or MUSC 215

STEP 1 – EOHSS APPROVAL

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 Insurance and liability MUST READ: Student Event Risk Management Manual

STEP 1 – EOHSS APPROVAL

Access the Risk Management (EOHSS) Form online at studentevents.mcmaster.ca

Use your @mcmaster.ca club 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, first, MSU Clubs Administrator and, second, EOHSS risk management staff

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

Your club cannot have the event if it is not approved

STEP 1 – EOHSS APPROVAL

• 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”

STEP 1 – EOHSS APPROVAL

• 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”

UNAPPROVED EVENTS

Not completing EOHSS forms or 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

SHOWING FILMS

The MSU has a movie license with Criterion Pictures

Films not found here 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, which is found on the MSU Clubs website

STEP 2 – ON-CAMPUS SPACE BOOKINGS

Only Paradise Catering is allowed on campus 3 main Departments which book space on-campus:

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

Spaces, Information Tables, Bake Sale Table, Posters Conference & Event Services (C&ES)

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

Faculty of Health Sciences (FHS) MDCL and HSC

MUSC BOOKINGS

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• Must be filled out once per semester!

MUSC BOOKINGS

To book space• Visit website: www.muscmcmaster.ca• Click on “Reservations”• Requests MUST be made by one of the Event booking contacts who

filled out the Group Privilege Form• 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)

MUSC BOOKINGS – MEETING ROOMS

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.

MUSC BOOKINGS – TABLE + BANNER SPACE

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. ALL Tables must be booked by the 15th of the previous month.

Club Information/Music 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 Music volume must be appropriate for space and should not inhibit people at other

tables from have a normal conversation

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

C&ES BOOKINGS

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 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.

C&ES BOOKINGS

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

FHS BOOKINGS

Faculty of Health Sciences (FHS) 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 University Cub Celebration Hall Clubs MUST have an APPROVED EOHSS form prior to booking space

CLUBSPACE

215 + PROJECTOR BOOKINGS

To book ClubSpace, the Boardroom or the Meeting Room, please contact Miss Dhar at clubsasst@msu.mcmaster.ca five (5) business days in advanced Clubs cannot book reoccurring events for the entire semester (ex: every

Thursday 7-10)

You do NOT need an EOHSS form to book ClubSpace

Daily bookings will be posted on the Boardroom window

Clean up the room once you are done with it

To book out the projector, email Miss Dhar five (5) business days in advanced Only one club can have a projector in the evening

CLUBSPACE

Brief club related meetings

Preparations for events

Special events and meetings 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

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.

You will receive the application link shortly. Clubs can apply for lockers by completing the application and submitting it no later than 11:59 pm on Friday October 3rd, 2014.

Locker assignments will be available mid October.

LOCKERS

Locker Contract Steps1. Make an appointment to sign the Locker Contract with Miss

Dhar2. Pay the $10 refundable lock deposit at the MSU Accounting

window (MUSC 201)3. Bring receipt back to Miss Dhar who will then provide you

with a lock and your locker

OFFICES

There are 9 (nine) offices in ClubSpace with three (3) clubs sharing each office.

I will send everybody an email with the link to the Club Locker Application. Clubs can apply for offices by completing the application and submitting it no later than 11:59 pm on Friday October 3rd, 2014.

Office assignments will be available mid October.

OFFICES

Office Contract Steps1. Set up a meeting with Mr Dias to sign the Office Contract2. Set up a meeting with Miss Victoria Scott, MSU Administrative

Assistant (does not do same-day appointments) to obtain the keys3. Arrive 10 minutes earlier than your appointment to pay the $50

refundable key deposit at the MSU Accounting window (MUSC 201)4. You must have your Office Contract signed (Griffith Dias) and have a

Key Deposit Receipt (MSU Accounting) in order to obtain your keys from Victoria

MAIL BOXES

Every club will receive a mailbox Assignments posted next to mail boxes and online in October 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

FINANCES

FINANCES

McMaster Students Union is a not-for profit organization, and therefore so are clubs. The MSU is not charitable, and neither are its clubs, thus,

charitable receipts are not available We must be Transparent and Accountable and clubs may be subject

to audits by the MSU at any point 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

FINANCES

It’s important to manage all your bills and make timely payments (ex – Underground Media and Design)

ALL CLUB RELATED FINANCES are made through the club bank account (payment to external organizations)

Clubs are responsible for all of their own finances. Any debt becomes the Executive’s It is in YOUR best interest to be financially responsibility The MSU assumes no responsibility for financial debts incurred by

a club

MSU FUNDING REQUEST ‘14-’15

• When submitting the 2014-2015 Club 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 2014-2015 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.

• Clubs that do not submit a MSU Funding Request to the MSU, will not receive funding past the deadline

• New and probationary clubs: maximum $100• All other clubs are considered on an individual basis• Budget and MSU Funding Requests are due Sunday September 28th at

11:59pm and sent as an .xls file (Microsoft Excel) to the Clubs Administrator’s email

BUDGET TEMPLATE

BANKING

MSU Clubs can bank with two different institutions CIBC in Westdale

Fee – $5/month PACE 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.

MSU CLUB FUNDING

• 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 MID-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• Funds are issued by cheque, made out in the club name

• Cheques can be picked up at the MSU Accounting Office (MUSC 201A)

MSU CLUB FUNDING

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

• Submission must be made by no later then Wed April 15th 2015• 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 Griffith or to MSU main office (MUSC 201)

I will process Claim Forms every other Wednesday and cheques will be ready for pick up after two (2) weeks from the Accounting window in MUSC 201 (MSU main office) An Executive Member will have to sign for the cheque

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

CLUB CHEQUES

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 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)

SPECIAL PROJECT FUNDING

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 Griffith at clubs@msu.mcmaster.ca

Applications will be reviewed and clubs notified of the outcome.

USIF FUNDING

• 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 on the MSU Clubs website

• Three application due dates:• September 26th, 2014 (Events September 1 – November 30)• November 28th, 2014 (Events December 1 – March 31)• February 13th, 2015 (Events April 1 – August 30)

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 – one club per day Fundraising Fridays – six clubs last Friday of the month

Clubs may engage in other fundraising so long as it conforms to the MSU/McMaster Policy, Student Code of Conduct, McMaster Risk Management and the Club’s Constitution

EMAIL

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

President’s MACID is currently the primary contact until I reset all club accounts

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 Administrator will be through this email (President’s are currently being used)

EOHSS PIN

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

CLUBS DIRECTORY + CLUBZA

• Please let me know if your page is live on Clubza or if there are any issues with finding your page

• Soon, you will have complete access to your personal club page• Edit contents, upload images, customize look• Tools for transition planning

MSU SERVICES

MSU SERVICES

CFMU + UNDERGROUND

There are several options for advertising: Posters

Posters must be approved by Miss Amanda Weldon, MSU Underground Service Coordinator, prior to being posted

TWO ways to post: Drop off posters at the Underground for posting around campus MUSC Administration posts in the Student Centre – up to 8 posters can be delivered to

office (MUSC 222) for posting

CFMU Can do radio promotions for events and hold on air interviews Contact Mr. Tyler Welch, CFMU Community Outreach Coordinator

Televisions (Residences + Campus) Can advertise on digital screens in McMaster Residences & buildings across

campus, contact Miss Rebecca Arboly, MSU Marmor Executive Editor Union Market, Compass

MSU ACCOUNTING

Located in MSU Main office (MUSC 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 cheques while their account is outstanding

UNION MARKET

Advertising

You can advertise your club or club events on the television screen at Union Market on a weekly basis. For posting guidelines contact Miss Robyn Chiborak, Union Market Manager for more information

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 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.

 • 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.

1280

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 1280 Food and Beverage Manager, Richard Haja

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’D

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 event Group 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 Compass Internal Coordinators, Dana Kolodzey and Mikayla

Mancini

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

CLUBS EXECUTIVE COUNCIL

The Clubs Executive Council (CEC) is comprised of: Mr. Griffith Dias, MSU Clubs Administrator Miss Sudeshna Dhar, Assistant MSU Clubs Administrator Mr. Teddy Saull, MSU President Miss Sarah Quayyum, MSU Diversity Services Director Chair from each club division (academic, cultural,

recreational, religious, and social issues) 2 members of the Student Representative Assembly 1 MSU member at-large

CLUBS EXECUTIVE COUNCIL

The CEC promotes and facilitates cooperation and communication between clubs

Acts as a judicial body for clubs (deals with any sanctions)

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 made available in October and the CEC will start holding meeting at the end of October

FINAL WORDS

Responsibility• Running a club, holding an event, representing your

organization(s) are all serious things

Representing your organization• Politeness, kindness, and respect are extremely important

when dealing with other club executives, MSU services, McMaster departments, and community partners

FINAL WORDS

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.

FINAL WORDS

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.

TIME LINE

Applications for Lockers and Offices – October 3rd

MSU Club Budget Requests – October 3rd Clubs Training Test – October 3rd Office + Locker Assignments – mid October CEC Applications – mid October Anti-Oppression + AODA Training – late October

THANK YOU!