STUDENTORGANIZATION
MANAGEMENTWORKSHOPSERIES
(EVENTPLANNING)
DepartmentofStudentInvolvement
NEWHANDBOOKFORMAT
• Pleaseutilizethebrand-newonline
StudentOrganization&Advisor
Handbookresource.
• Ontheright,youwillseetheuser
friendlybreakdown,andpolicy
categories.
• Readmoreaboutstudent
organizationpolicy@
Involvement.rutgers.edu/handbook
•
StudentOrganizationManagementWorkshopsare
designedtoprovideopportunitiesforstudent
leaderstoenhancetheirabilitytosuccessfully
operatetheirorganizations.
•
Theseworkshopsaimtoprovideanexperiencefor
studentsthatcanbetakenbacktoorganizationsto
makepositiveimprovementsandchange.
•
YouwillfindexamplesofourStudentOrganization
ManagementWorkshopsontheflyertotheright
andthelinktosign-upbelow!
WWW.INVOLVEMENT.RUTGERS.EDU/WORKSHOPS
GOALSETTING
• SettingGoals:Successfuleventsareoftentheresultofinspired
brainstormingsessions,butwhenthedustsettles,adifficult
questionmustbeasked:whatareourgoalsforthisevent?Your
groupshouldsetconcretegoalsforattendanceandintended
impact.Thiswillgivedirectiontoyourplanningandcriteriafor
evaluatingtheevent.Examplesofpotentialgoals:
– Improvingonlastyearsattendance?
– Tryingtobringinspecificspeakers,performers?
– Improveonhowapreviouseventwasrunlogistically?
PLANNINGTHEEVENT
• Planning:Nowthatyouhaveanideaandasetofgoals,you
shoulddefineyourevent.
– Whyareyoudoingit?
– Whoisitfor?
– Whereisit?
– Whenisit?
• Afterthoroughplanning,youmaywanttoreviseyourgoals.
SHARINGRESPONSIBILITIESANDDELEGATION
• Delegation:Makealistofeverythingthatwillneedtobedone
anddivideupresponsibilitiesamongmembersofthegroup.
• Coremembersandleadersshouldbesuretodelegatetasks,so
thatonesmallgroupdoesn'tendupmonopolizingallthepower
andburningthemselvesout.
• Ifpossible,deviseasystemtobackuppeoplewhodon'tfollow
throughwiththeirresponsibilities.
EVENTLOGISTICSANDORGANIZATION
• Logistics,organizing,andnetworking:Reserveroomsinadvance;
makesurethatspeakersknowtheagendaoftheevent;arrange
transportationforparticipants.Askotherorganizationsonyour
campustoco-sponsortheeventandhelpspreadtheword.Thiswill
buildsupportforyourprogramandbroadenitsimpact.
• Itemstobeawareof:
– Meetwithyouradvisor4weeksinadvancetodiscussdetails!
– Areyourroomreservationsinorder?
– Haveyouformedacontractwithanyspeakers/performers?
– Haveyouadjustedyourfoodordertomeetexpectedattendance,ifnecessary?
– Areinformedconsentwaiversneeded?
– DoyouneedCommunityServiceOfficers(CSO’s)orRUPD?
CONTRACTING&SABOPROCESS
– Thestudentorganizationprocesstoformcontractsislengthy(thismayincludespeakers,
performersorpersonalservicescontracts).Weaskthatyoubegin4weeksinadvanceby
discussingthedetailsofthecontractwithyouradvisor.Foryourinformation,hereare
someofthedetailsoftheprocess:
• StudentorganizationsshouldmeetwiththeirAdvisortodiscussdetailsforcontracts(4weeksin
advance).
• StudentorganizationscansubmittheContractChecklistongetINVOLVED(3-4weeksinadvance).
• PeerAdvisorsintheDepartmentofStudentInvolvementputtogethercontractsandsendtothe
appropriateadvisor(2-3weeksinadvance).
• AdvisorsendsoutcontractandW9formtovendor/supplierandawaitstheirreturn.
• OrganizationtreasurersshouldinitiatecheckrequestsonSABO andnotifyadvisorofsubmission(2-3
weeksinadvance).
• UponreturnofW9andcontract,youradvisorwillsignandplacetheC#onthecontractandsendover
forSABO forprocessing.
• Expectthatitwilltake5BUSINESSDAYSforSABO toproduceacheck!
• Formoreinformationoncontractingpleasegotoinvolvement.rutgers.edu toseeourhandbookpolicy
andvideoon“Contracting.”
EVENTADVERTISING
• Outreach/Publicity:Publicityshouldbeclearabouttheevent
bothinadvanceandthedayoftheevent.Flyeringisallowedin
manyplacesattheUniversity.
– Utilizeyourownsocialnetworks
– Informationdistributionandcontacttabling@theRutgersStudent
Centers
– Contactingfacultymemberstohelpspreadawareness
– Co-Sponsorshipwithotherorganizations
THEFINEDETAILS
• Lastminutepreparation:Whatneedstobedoneonthedayof
theevent?Makesurethatadesignatedgroupofmembersknow
whattheyneedtodo:setup&cleanupoftheevent,signuptable,
ticketsales,cateringservices,etc.
– Areyoupreparedforthedayof?
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Ensuringfoodisdeliveredontime.
Ensuringspeakerwillarriveontime.
Sign-intablesetupforcheckin.
Ifthereisanyrisk,isitbeingattendedtoo?
EVENTEVALUATION
• Evaluation:Thisstepissometimesskippedbecauseof
exhaustion,butitisimportantforthecoreorganizerstosit
downandengageinself-criticism:Whatdidwedoright?What
couldwedobetter?Thiswillbuildthecohesivenessofyour
groupandallowyoutoimproveyourpubliceventsovertime.
– Herearesomeexamplesoftoolsyoucanusetocreateanassessmentof
yourevent:Wufoo,GoogleDocs,SurveyMonkey
KEEPINGRECORDS
• Pleasemakesuretorecordeverything!Makesuretouploadyour
organization’sinformationtothe“Documents”tabonthe
getINVOLVEDsite.
– Advisor/StudentInvolvementInformation
• Advisor&Involvementemails,Involvementofficephonenumber,etc…
– ImportantConstituents
• Alumni,facultymembers/departments,RutgersDepartments/staffmembers,past
speakers/performers,etc…
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EventDetails
AssessmentResults
PlanningDetails
DebriefingDetails
STUDENTINVOLVEMENT
OFFICEHOURS:
MONDAY– THURSDAY,8:30AM-8PM
FRIDAY,8:30AM-6:00PM
PeerAdvisorEmails
[email protected]
[email protected]
[email protected]
[email protected]