The Student Activities Office

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The Student Activities Office
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The Student Activities Office Mission
The Student Activities Office provides students
with opportunities designed to promote individual
growth, creativity, and personal connections
through experiential learning. With over 800
student organizations on Cornell's campus, you
can certainly find something to do, day or night!
Our staff is available to assist you, whether
you would like to find that perfect group to
join, or if you'd like to start a new
organization. Organization Registration
Event planning management Club insurance
Webspace access Organization/group
dynamics WSH room reservations Alcohol issues
at events Contract planning and negotiation
Financial development/planning Late night
programming Use of Cornell's logos and
artwork SAO sponsored programs groups
Student Employment Areas (WSH, Cornell
Productions, Ceramics, etc.) Policy development
(postering, late night, event planning, etc.)
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SAO Staff - page 1
SAO Staff

• Catherine Holmes - Associate Dean of Students
• Advises Welcome Weekend Planning Committee,
  CUTonight Funding Commission, SOS (Slope Day
  Volunteers)
• Chairs the Events Management Planning Team (EMPT)
• Available for event and contract consultation

• Joe Scaffido - Assistant Dean of Students
• Advises Cornell Concert Commission, CU Program
  Board, Minority Concert Fund Advisory Board,
  Slope Day Programming Board
• Supervises student employees of Cornell
  Productions
• Maintains administrative component of RSO web
  server
• Oversees Student Organization Registration
  On-Line UUP Forms
• Available for event and contract consultation

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SAO Staff - page 2
SAO Staff

• Jennifer Davis - Assistant Dean of Students
• Advises Class Councils, including Senior Week and
  Senior Convocation
• Enforces various policies, including postering
  and UUP violations
• Available for event and contract consultation

• David Bell - Program Coordinator
• Advises WSH Student Union Board, and co-advises
  Class Councils
• Works with SUB to oversee WSH building policies
  and exceptions
• Schedules exhibits in WSH Art Gallery

• Linda Reynolds - Manager, WSH Building Services
• Supervises WSH Student Employees
• Oversees WSH service areas, contract and leased
  spaces, including Ticket Desk, Browsing Library,
  Managers on Duty
• Develops the Cornell Academic Calendar

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SAO Staff - page 3
SAO Staff

• Roxanne Edsall-Beebe - Administrative and
  Operations Assistant
• Administrative Assistant to Joe Scaffido
• Coordinates Student Organization Registration
  required paperwork
• Processes on-line UUP forms initiates contact
  with event approvers
• Processes Use of Cornell Name, Artwork, and Logo
  approval forms

• Marie Roller - WSH Building Coordinator
• Administrative Assistant to Catherine Holmes
• Processes room requests for WSH, including the
  guest room, lobby tables, and Ho Plaza tables.
• Supervises receptionists for the 520 Reception
  Area

• Andy Palmer - Program Coordinator
• Oversees employees, classes, and programs in the
  Ceramics Studio

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SAO Sponsored Programs
SAO Sponsored Programs
Student Leadership Institute at Cornell
(SLIC) - Typically held during the first part of
the Spring Semester - Consists of keynote
speaker, breakout sessions - Great networking
opportunities for student leaders Student
Organization Awards Recognition (SOAR) -
Awards presented to students, advisors, and
organizations - Over 14 different awards
presented - Typically held in late April
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SAO Sponsored Organizations
SAO Sponsored Organizations

• Cornell Concert Commission
• Cornell University Program Board
• Slope Day Programming Board
• Minority Concert Fund Advisory Board
• Welcome Weekend Program Committee
• CUTonight Funding Commission
• Class Councils (including Senior Week
  Convocation)
• WSH Student Union Board

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Organization Development
Organization Development
SAO staff available for consulting and
training programs - financial planning - team
building/group dynamics - advisor/exec board
relationships - interpretation of
constitutions/bylaws
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Organization Registration
Organization Registration - www.sao.cornell.edu/SO
Organizations must register each year
Independent vs. University On-Line form,
constitution/bylaws, advisor, at least 4
officers, CIO or Advisor form - officers must be
current Cornell students - advisor must be
current Cornell faculty or staff Benefits
include - included in on-line listing of all
clubs/organizations - free webspace - access
to meeting rooms/performance spaces - request
funding - SAFC/GPSAFC, CUTonight, CUPB, CCC,
etc. - use of Cornell name/artwork - club
insurance - apply for mailboxes in WSH -
participate in annual ClubFest during Welcome
Weekend
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RSO Web Server
RSO Web Server - www.sao.cornell.edu/SO
Groups must be completely registered before
applying for webspace Must reapply for webspace
each year -- pages are served all year One
webmaster per organization Limit of 175 MB per
organization (up from 10 MB years ago) MySQL is
available -- NEW this year!! Information must
be relevant to the mission of the organization
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Use of Cornell Artwork/Logo
Use of Cornell Artwork/Logo - www.sao.cornell.edu/
SO/logo.php
Any use of or reference to Cornells name,
artwork, or property must be approved
Logos/names on printed paper does not need
approval only novelty items (shirts, pens, mugs,
gifts, hats, etc.) Forms available for
download, or from 521 WSH Contact is Roxanne
Edsall-Beebe - 255-4169 Printer/supplier must
be an approved vendor listed on Cornells
website Approved uses of Cornells logo and
artwork available at www.cornell.edu/identity
Allow up to 7-10 business days for approval
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Club Insurance
Club Insurance
All independent registered graduate and
undergraduate student clubs are covered by the
student club insurance policy, which is purchased
via a nominal portion of the Student Activity
fee. To keep the coverage affordable, it is
strongly recommended that clubs properly manage
their events to keep them as safe as possible.
The program provides the following limits
1 million per occurrence for general liability
2 million general aggregate for general
liability 1 million liquor liability with
special conditions for graduate organizations
only 10,000 medical expense excluding
athletic participants Club Insurance program
does not cover larger, higher risk events
(large-scale concerts, comedians/lectures with
larger setups, Slope Day-type events, etc.). For
those events, a separate insurance policy must be
purchased.
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Events Management

• Events Management Model at CU

• On-line event registration
• Events Management Planning Team
• Club Insurance
• Result Better preparation, safer more
  successful events and good communication.

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Why Register Your Events?

• Why Register Your Events?

• Think through details
• Inform university officials in a timely fashion
• Avoid duplication and conflicts
• Promote collaboration, co-sponsorships
• Be proactive re safety issues
• Avoid fines and penalties and upset people
• Its required

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On-Line UUP Form - page 1

• On-Line UUP form

• gt 2,000 events each year
• 2 weeks in advance
• Must complete a UUP when
• 200 or more will attend
• Serving food or alcohol
• Outdoors
• Sales or fundraising
• Fire/Open Burning
• When in doubt, fill it out!

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On-Line UUP Form - page 2

• To register your event on-line, go to
• www.activities.cornell.edu/EventReg

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Policies and Guidelines
Policy and Guidelines
SAO and Student Assembly often work together to
establish guidelines and policies that directly
affect student organizations. Some of these
policies include - Postering Policy -
Late Night Guidelines - Lack of filing, or
late filing of the UUP form Policy violations
include fines, hold on registration, webspace
access being removed, or referral to the Judicial
Administrator.
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Alcohol at Events
Alcohol at Events - Graduate Student
Organizations only
All events at which alcohol is served must be
registered with the Student Activities Office at
least twenty-one (21) days prior to the event via
the Use of University Property form (UUP). A
university-approved caterer must be used, and
organizations must obtain the permits necessary
for the service of alcoholic beverages on campus
when any of the following conditions are met
Admission is charged or a ticket sold.
Food is sold or provided by a caterer.
Anything of value is exchanged for alcohol.
The group includes more than twenty (20)
people. Sponsors of events at which alcohol is
served must adhere to the Cornell University
Alcohol Policy (www.policy.cornell.edu/vol4_8.cfm)
, and all local, state, and federal laws.
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Events Management Planning Team (EMPT)

• Events Management Planning Team (EMPT)

• Face to face consultation
• Members include
• CU Police
• EHS
• Risk Management
• Transportation Services
• Community Relations
• Info and Referral

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Events Management Planning Team (EMPT) page 2

• Thursdays at 3 PM
• Barton Hall CUP Conference Room
• Contact Roxanne, 255-4169, rme4_at_cornell.edu
• First come, first serve

• Events Management Planning Team (EMPT)

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Contract Negotiation - page 1

• BEFORE making an offer
• Preliminary phone call
• Get proper forms from SAFC
• Letter of Intent (SAFC)
• Seek adequate funding for event
• Secure a venue
• Get approval from your organization and advisor
• Consult with SAO rep

Contract Negotiation
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Contract Negotiation - page 2

• Contract Negotiation

• Make the offer
• Call agent/artist
• Verify availability
• Review concerns, what you can/cant
  provide,etc. (ie no deposits)
• Make verbal offer
• Follow up in writing
• Contracts

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Contract Negotiation - page 3

• Contract Negotiation

• The Contract
• Standard Agreement or Agency/Artist
• contract
• Read the fine print!
• Review with SAO rep (Jenn Davis)
• Negotiate terms and make changes
• Both parties sign and initial changes
• Submit for payment (takes at least 2
• weeks)

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Late Night Programs

• Late Night Programs

• Events that run past 11 PM
• Late Night Event Guidelines
• cu2nite website at
• www.cu2nite.cornell.edu
• CUTonight Funding Commission
• promotes late night social events

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Funding Sources
Funding Sources

• SAFC, GPSAFC
• Other By-Line Funded Groups
• CUTonight - 9/20/06 deadline!
• CCC, CUPB, SUB, ALANA, ISPB
• Departments, colleges, deans, etc.
• All will want to see a detailed budget

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Developing a Budget - page 1
Developing a Budget

• Income Sources
• SAFC, etc.
• Ticket income
• Co-sponsorships
• Concessions
• Merchandising
• Other

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Developing a Budget - page 2
Developing a Budget

• Income Sources
• SAFC, etc.
• Ticket income
• Co-sponsorships
• Concessions
• Merchandising
• Other
• Artist fee
• Agent fee
• Sound/Lights/Staging
• Tables and chair rental
• Food/beverage

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Developing a Budget - page 3
Developing a Budget

• Publicity
• Lodging
• Transportation
• Ticket printing
• Shops Electric, grounds, solid waste
• Venue related fees (av, rent, custodial)
• Barricades, stantions, tables and chairs,
  signage, etc.
• Rental of plants, generator, dishes, tablecloths,
  etc.

• T-shirts, novelties
• Decorations
• Ticket printing
• Ticket Office commission
• CU Police
• EHS
• Miscellaneous

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WSH Employment Opportunities
WSH Employment Opportunities

• Reception areas
• Mailroom
• Ticket Office
• Desk
• Student Personnel
• Managers On Duty (MODs)
• SAO assistant/graphics
• Office assistants
• Cornell Productions

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Thank You!
Thank you!! Questions about Student Activities,
Organizations, Event Planning, etc. Email
activities_at_cornell.edu Or visit
www.sao.cornell.edu