SOOT for Returners

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WELCOME!
SOOT for Returners Fiscal Year 2007
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SOOT Agenda

• Finances
• Event Planning
• Resources

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Cost Centers and Policies

• 17 Cost Center SAFAC - Annual Allocations
• 71 Cost Center Fundraising Dues
• Travel/Conferences
• Must fill out a travel itinerary (OCA) or your
  group will not get reimbursed.
• For FY06 Airline and Hotels can be purchased on
  the University credit card if you set up a
  meeting with the SAFAC Advisor.
• SAFAC Spending Policies
• Follow the SAFAC Bylaws carefully so you know
  what you can purchase and get reimbursed for.

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• Forms,
• Signatures,
• Documentation

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• Check Request Form
• FED ID vs. Social Security
• Over 250.00 must be signed by advisor
• All check requests must be signed by both the
  President and Treasurer
• If you pay with credit card must have the credit
  card statement.
• If you pay with check must have a copy of the
  front and back of cleared check.

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• Cash
• Reimbursement
• Form
• Used for cashes purchase under 100.00
• Must submit original receipts

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(No Transcript)
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Alternate Funding Opportunities

• Reserve Funding
• Request forms must be submitted 28 days before
  the event
• Applies to undergraduate organizations who do not
  receive an annual allocation or encounter
  unforeseen circumstances
• CAP Funding
• Funding received from a percentage of money
  collected from the Coke vending machines
• Applies to all organizations so long as the event
  is open to the entire campus community
• CEO Organization Certification
• Undergraduate organizations who attain an
  organization certificate could be eligible for up
  to 500 into their next fiscal year account

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Service Department Contacts
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Deposits
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FORMS

• All Forms are found on the SAFAC website
  www.drexel.edu/safac or in front of my office in
  the GSDC, Room 32F.

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Questions on Finances

• 17 71 cost centers
• Important policies
• Forms
• Signatures

• Documentation
• Turn-around time
• Service Departments
• Deposits

Bridget Scanlan bts27_at_drexel.edu GSDC-32F
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Event Planning
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Event Planning Office
Gillian Telford, Assistant Director for Event
Services reservations_at_drexel.edu www.drexel.edu/ev
entservices 215-895-2520 001 Creese Student
Union M,W,F 8 a.m. 5 p.m. T, Thr 8 a.m. 6 p.m.

• You reservation has not been confirmed until you
  receive a confirmation report with the 5-digit
  confirmation number. Make sure to bring a copy
  of the confirmation report with you to your
  event(s).
• Event Services will respond to you within 48
  business hours in most cases. For rooms that are
  in academic space, no rooms can be confirmed for
  the first two weeks of each term.
• Please give Event Services 2 weeks notice for
  room reservations, especially for larger events.
  Reservations may not be fulfilled for any event
  within 48 hours of the start of the event.
• Event planners from student organizations are
  expected to take ownership of your events. You
  need to have regular communication with Event
  Services and OCA about the details of your event.
  If we do not have enough information about your
  event in sufficient time, your event may be
  cancelled.

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Event Planning Policy, Check Sheet Evaluation

• Event Planning Policy
• Any student who wishes to be the contact person
  for an event must be SOOT certified or attend an
  Event Services, Event Planning Workshop
• This policy will go into effect AY 07
• Event Planning workshops will be announced in the
  Fall term on the OCA website/listserv
• Event Planning Check Sheet
• Use the check sheet to help you in the many steps
  in planning your event
• Event Planning Evaluation

The Event Planning Policy, Check Sheet and
Evaluation can be found on the OCA webiste
www.drexel.edu/oca
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Event Planning

• All rooms on campus can be reserved on a
  first-come-first-serve basis except
• Myers Tutor Lounge
• Commuter Lounge
• Paul Peck Center (only to be used for Alumni
  Events)
• AJ Drexel Gallery
• Buckley Green and Buckley Field can be reserved
  ONLY for sports-related activities. Times limits
  and costs may apply, so be sure to check with
  Event Services.

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Event Planning (continued)

• Reservations outside Event Services
• Mandell Theatre and the Living Arts Lounge
• Arin Sullivan Theatre Manager
• 215-895-2528/arin.sullivan_at_drexel.edu
• (Mandell Theatre - 15/hour per employee 4
  employee minimum plus equipment rental expense)
• Academic Bistro
• Adrienne Hall - Chef Instructor/Academic Bistro
  Manager
• 215-895-5872/amh49_at_drexel.edu
• (catering is provided by the Academic Bistro
  students)
• Bosonne Auditorium
• The College of Engineering
• 215-895-2210
• Newman Center (Interfaith Building)
• Father Bill Grogan
• 215-895-8760/william.e.grogan_at_drexel.edu

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Table/Chair Rental Fees

• FY2007 Student Organization Rates University
  Owned Equipment Costs
• Table (each) No Charge
• Chair (each) No Charge
• DUST Lectern No Charge
• Please note that there will be a 25 replacement
  fee for chairs and 100 replacement fee for
  tables that are broken or lost due to
  organization misuse or negligence.
• Additional Equipment Costs
• As needed based on cost of rental from vendor.
• Union Hourly Rates Standard Overtime Doubletime
  
• Custodian 21.00 31.00 42.00
• Mechanic/Electrician 28.00 42.00 57.00
• Engineer 29.00 43.00 58.00
• (student organizations receive a 15 discount
  from regular rates)
• Standard Time - 800am-500pm, Monday-Friday
• Overtime - 501pm-759am, Monday-Friday and
  Saturdays

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• DUST
• DUST is free if
• you give them at least one weeks noticeif not,
  then there may be a 100 fee if they can do the
  event.
• they have all the equipment in stock that you
  will need.
• your event ends and the DUST crew is off the
  clock by midnight.
• http//www.drexel.edu/studentlife/dust/

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Food Options

• Sodexho
• Has an existing contract and insurance
  certificate with the University (no additional
  contracts needed when working with Sodexho ONLY)
• You need to contact Catering a minimum of 10
  business days prior to the event cad_at_drexel.edu
  or 215-895-6934
• Budget Buster Guide for student organizations
• http//www.drexel.edu/dining/catering_student.htm
  l
• Off-campus vendors and the equal bidding
  opportunity clause in the Sodexho University
  Contract
• Any off-campus caterers YOU MUST DO A CONTRACT
  THROUGH OCA FOR EACH EVENT

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PIZZA!!!

• Under 100
• You can order from either Eds Pizza or Powelton
  Pizza without having to do a contract (we have
  their insurance on file for the year)
• You must pay for the pizza on your own and then
  get reimbursed afterwards
• Over 100
• You must do a contract through OCA
• Payment is to be through a Check Request

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Potluck Meals

• A potluck dinner is one where preparation of food
  is the responsibility of individuals and the
  amount of food prepared is limited. The number
  of persons attending such an affair is limited to
  50 people and is only open to members and friends
  of the organization. A potluck dinner is an
  event where participants attending bring a dish
  to pass and this dish may be prepared in an
  individuals kitchen and brought to a
  meeting/event to share.
• Potluck dinner brief guidelines (for full
  information, go to www.drexel.edu/oca/so/policypro
  cedures.html)
• Your event must be for no more than 50 people,
  limited to members of the organization and Drexel
  students, faculty, staff, and guests.
• There can be no tampering with food items to
  cause harm.
• Event Services must be aware that you will be
  having potluck food when your event takes place
  on campus and your Potluck Dinner.
• You must clean up after the event and not leave
  unused food items.
• Persons providing the food must do so at their
  own expense and is not eligible for SAFAC or
  other student organization account reimbursement.
  
• Persons eating the food provided will not be
  charged.
• Failure to adhere to these policies could result
  in loss of privileges to host
• potluck events in the future as determined by the
  Office of Campus Activities.
• Additionally, failure to comply with the above
  guidelines may result in Judicial action
• to either the individual or to the organization.
  
• A fee may be assessed for clean-up based on the
  condition
• of the room after the event

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Bake Sales

• A bake sale is when student organizations may
  prepare and sell food as a fundraiser for their
  organization. Preparation of food is the
  responsibility of the organization and the amount
  of food prepared is limited to what can
  reasonably be sold during the course of your bake
  sale. The food to be sold may be prepared in an
  individuals kitchen.
• Bake sale guidelines (for full information, go
  to www.drexel.edu/oca/so/policyprocedures.html)
• Only those food items that can be safely
  maintained at room temperature may be sold during
  a bake sale.
• There must be no tampering with food items to
  cause harm.
• You must notify Event Services that you will be
  having a bake sale to sell on campus.
• You must clean up after yourself and not leave
  unused food items at the end of your event.
• All bake sale items must be bundled into
  individual servings and sealed in either plastic
  wrap or zip-lock bags. Non-sealing sandwich bags
  and aluminum foil is not sufficient.
• Failure to adhere to these policies could result
  in loss of privileges to host bake sale events in
  the future as determined by the Office of Campus
  Activities. Additionally, failure to comply with
  the above guidelines may result in Judicial
  action to either the individual or to the
  organization.
• Preferred locations Korman Quad, The Dragon
  Statue, MacAlister/Creese Patio, Creese Lobby,
  DAC Quad

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Contracts

• Why and when they are required
• Contracts are required ANYTIME you are bringing
  someone to campus who is not a member of the
  current existing Drexel community
• Contracts are required even if you are NOT paying
  the Performer
• Insurance requirements
• 1 million standard minimum
• 3 million minimum when there is physical
  participation involved
• Timeline
• 3-4 week beginning time to start process required
• 2-week deadline for signed contracts
• Contract Request Form

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• All details are important
• Be as specific as possible, especially when it
  comes to caterers and working with restaurants
• It is important to complete this form 3-4 weeks
  before your event

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Drexel Buses and Transportation

• Drexel has several buses that can be used for
  off-campus trips (local and long distance) with
  capacities ranging from 19-49 people. Handicap
  vehicles are also available.
• Charter bus rates, per hour
• Monday-Friday day rate costs 55.00
• Monday-Friday evening and Sat costs 65.00
• Sunday and holiday costs 75.00
• Above 10 hours day rate costs 50.00
• Above 10 hours evening and Sat costs 60.00
• Above 10 hours Sunday and holiday costs 70.00
• Shuttle Parking where there are meters possible
  fee
• Cancellation policy 24 hour notice, or you will
  be required to pay for the entire service
• Rates may change due to an increase in gas prices

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• Submit a Transportation Request Form to fax
  215-895-6754
• Contact 215-895-1700 for any questions

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Questions on Event Planning?
Room Reservations DUST Food Options Contracts
Transportation Services
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Resources
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Leadership Assistants

• Bring together students and organizations to talk
  about leadership issues and experiences
• Provide leadership workshops and guides to
  students and organizations to help you
  effectively and successfully lead
• Implement programs and activities that support
  your own personal leadership development
• Some examples of what we can provide
• Leadership Tip Sheets, Guides, and PowerPoint
  presentations (ie. Officer Transition, Event
  Planning, Leadership Success, etc)
• On-line Leadership Links (ie. Leadership
  Websites, Assessment Tools, Conferences, Best
  Practices, Guides, etc)
• Leadership Workshops and Events (ie. Leadership
  Weeks, Officer Transition Panel, Networking,
  Off-Campus Excursions, etc.)
• Leadership Newsletter
• More to come with your suggestions!
• leadershipassistant_at_drexel.edu
• http//www.drexel.edu/oca/leadership/la.html

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Preferred Vendor List A listing of companies
that we have worked with in the past that are
familiar with our policies, procedures, and
payment processes. (DISCLAIMER IF A COMPANY IS
ON OUR PREFERRED VENDOR LIST YOU MUST STILL
COMPLETE THE CONTRACTING PROCESS EACH AND EVERY
TIME YOU WISH TO USE THIS COMPANYTHERE ARE NO
EXCEPTIONS.) Off-Campus Event Form This form
must be submitted two weeks prior to your
off-campus event or you cannot be reimbursed for
any expenses you may incur. Advertising
A-Frames/Sandwich Boards Student Organizations
can post their events on a 24x36 poster on the
A-Frames located in the entranceway to the Creese
Student Union and MacAlister Hall. Contact OCA
at askoca_at_drexel.edu for more information. Also
visit www.drexel.edu/oca/so/promote.html for more
ideas on how to promote your organization
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• DragonCard Readers are now available for student
  organization use!
• They can be used to
• Accept Ultima Funds
• Track attendance
• Allow/Deny access
• There is no cost to use the reader for attendance
  tracking or access to an event.
• You will be provided with a report of who
  attended your event 1-3 business days after the
  reader has been returned.
• If you are charging via Ultima Funds, there is a
  1.5 administrative fee and the money collected
  will be transferred to your student organization
  account automatically
• There is also wireless card readers available!
• Your organization is responsible for the cost of
  replacing/repairing any lost/damaged card
  readers.
• Request forms are now available at the Event
  Services Office (001 Creese) and the DragonCard
  Office (124 Creese). For more information, call
  [phone].

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More Resources

• Campus Activities has a wide range of resources
  that student organizations and leaders can check
  out. Most are free, but a few items have a
  nominal fee.
• Popcorn Machine
• Karaoke Machine
• Game Show Buzzers
• Helium
• Leadership Library
• Poster Printers
• Copy Machine (.05 per copy, color paper
  included)
• Monster Games (golf, tennis, etc.) and Board
  Games
• Blind Folds and other Team Builder Supplies
• Ballot/donation box
• Large sized roll paper 9 colors (for signs,
  displays, etc)
• Sandwich boards to post large posters
• Fax machine
• Die Cut Machine
• Web-space and email accounts

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Questions onFinancesEvent PlanningResources??
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Office of Campus Activities Staff John Cooke,
Director of Campus Activities Ari Hauben,
Associate Director of Campus Activities Rebecca
Dzara, Assistant Director for Campus
Programming Jessica Grace, Assistant
Director for Commuter and Off-Campus Programs
and Services Brad Kenny, Coordinator of Campus
Activities for Community Development Kia
Perkins, Administrative Assistant

• askoca_at_drexel.edu
• www.drexel.edu/oca
• [phone]
• 215 Creese Student Center