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Student Organization Handbook 2014-2015

Table of Contents

Section I: Welcome Sprott Student Leaders

Section II: Being a Sprott Leader

Section III: Student Organization Administration

Section IV: Membership

Section V: Sponsorship

Section VI: Budgets

Section VII: Marketing & Communications

Section VIII: Event Planning

Section IX: Key Contacts

Section X: Verification of Information Received

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Section I: Welcome Sprott Student Leaders

Sprott student organizations offer invaluable support to Sprott students, as an executive member of one of these organizations you have a tremendous opportunity to make a positive impact. As you begin your new role, the School’s leadership team, staff, and faculty would like to welcome you and thank you for the commitment you have made to ensuring that the Sprott student experience is an engaging, exciting, and rewarding one.

Your Responsibilities as a Leader

Above all, your first priority as a student leader is academic success. Academic success and progress towards earning your degree is imperative and should never be compromised because of extracurricular commitments. If you are having a difficult time balancing your academic workload with other responsibilities, ask for help right away! Either from your executive team or from the Sprott Student Success Officer, there are people to help ensure that your academics stay #1.

The School holds in high regards the leaders of our various student organizations and entrusts confidence that each one will demonstrate the level of professionalism, creativity, diligence, skills, competencies, and honesty that is required to manage a student organization.

Here the top 10 guiding philosophies that the School asks student leaders to enact:

- Always follow through on commitments; if you cannot, follow up immediately - Focus on quality over quantity in all aspects of your experience as a leader and the

achievements of your student organization - You need to demonstrate professionalism in all contexts, not just at official events - Asking for help is a sign of true leadership - Be resourceful and maximize the connections and expertise within the School - Pace yourself; as a leader it’s not how you start that matters, it’s how you finish - Do your best to be there, show up and enjoy the activities and programs that the School and

it’s student organizations organize - The Sprott community will know you’re a leader so no matter what situation you’re in,

choose a positive attitude, and speak highly of the School and Carleton University - Be innovative; see the possibilities and don’t settle for the status quo - Do your best to make someone else’s day by offering assistance and encouragement

Working Together

It is important that we work together on making your events as successful as they can be; especially because people outside of the Sprott community do not distinguish between official School events and those run by students. As representatives of the Sprott School of Business, students drive our reputation and the strength of our brand.

Some of the Sprott School of Business’ priorities for the undergraduate experience are:

Caring

Creative

Connected

Community

Experiential opportunities

Extracurricular engagement

Leadership

Collaboration

Competitions

Supportive culture

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One of the most strategic strides that you can take is to partner or collaborate with other Sprott student organizations – connecting with other exec and identifying shared opportunities and sharing resources is the best way to ensure that you are making the most of your funds and benefiting your members.

Here are the Sprott student organizations that will be accredited and/or affiliated with the Sprott School of Business for the 2014-2015 academic year:

Sprott Accounting Students’ Association We represent accounting students at Carleton University’s Sprott School of Business and as such, are responsible for helping develop the professional networks required for employment upon graduation.

sprott.sasa.gmail.com - carleton.ca/sasa - @CUSASA

Sprott Finance Students’ Association We provide members with the opportunity to network and gain experience related to a financial career. The SFSA strives to provide a link between faculty, students, and members of the local financial business community. sfsa@sprott.carleton.ca - carleton.ca/clubs/sfsa

Sprott International Business Association We provide BIB students with academic support and networking opportunities by organizing workshops, panel discussions, and other events. We encourage connections and catalyze information sharing through our partnerships with organizations in the Ottawa and international communities. siba@sprott.carleton.ca - carleton.ca/clubs/siba - @SIBACouncil

Sprott Information Systems Students’ Association We represent members who are enthusiastic about Information Systems. Our goal is to share our enthusiasm with other students, future employers, and sponsors through a number of social, academic, and competitive events. sprottissa@gmail.com - carleton.ca/sissa - @SprottIS

Sprott Marketing Students’ Association

We work to connect talented students with marketing industry professionals and

organizations. Our mission is to provide students with opportunities to network, attend conferences, and explore career possibilities in marketing. carleton.ca/smsa - @SMSACouncil

Sprott Supply Chain Management Student Association

We focus on increasing interest in the field of supply chain management by bridging the gap between industry professionals and Sprott students through various learning and networking opportunities. sscma.13@gmail.com - @SSCSMA13

Sprott Student Management Association We are dedicated to helping students succeed in the management concentration. Our events and activities foster our members to move forward, develop and apply their management skills, and to best prepare for a successful career. carletonssma@gmail.com - @CarletonSSMA

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AIESEC Carleton We are the international platform for young people to explore and develop their leadership potential. Our goal is to provide leadership opportunities and international internships to students who want to make their university experience truly amazing!

aiesec.ca/carleton - @AIESECCarleton

DECA Carleton We prepare emerging leaders and entrepreneurs in marketing, finance, hospitality, and management. At DECA competitions you’ll apply your academic knowledge to connect with businesses, all with a goal of helping you become career ready. carletondeca@gmail.com - @SprottDECA

ENACTUS Carleton We help our members engage in the Ottawa community through entrepreneurial projects. Our projects are hands on and give members the opportunity to have real life experiences. SIFECarleton.com - @SIFECarleton

Jeux De Commerce Central (JDCC) We compete in academic, athletic, social activities, debate and team building events against business students from across Canada. This year’s competition is hosted at Guelph University in January 2014 – recruitment for teams starts in September! carleton@jdccentral.ca - @JDCCCarleton

Sprott Business Communications Club

Our weekly meetings provide a supportive and positive learning environment in which all student members have the opportunity to develop communication skills and foster self-confidence in public speaking. Join the Sprott Business Communication Club Facebook group

Sprott Off-Campus Student Club We aim to provide a meaningful university experience outside the classroom and establish a community for off-campus students at Sprott. Our events will enhance your university experience and strengthen your connection to the School. sprottoffcampusstudentclub@gmail.com - @SOCS_Sprott

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Section II: Being a Sprott Leader

Being an executive member of a student organization may present new challenges for you to navigate; but be confident that you will learn from these experiences and will become a better leader through these opportunities. When working with other leaders, you will need to be open to collaboration, compromise, and will need to respect each other’s ideas and preferred working-styles.

One of the first things that you need to do as a student leader is know your role! What are your responsibilities? Do you have deadlines to meet? Do you have volunteers reporting into you? What are your deliverables? Who do you report to? These are all questions that you need answered before you can start doing work for your student organization. If any of the answers to these questions are unclear to you, please speak with the President of your student organization and/or speak with the Sprott Student Success Officer – clear expectations are a pre-requisite to success!

Student Organization Structure

All student organizations have representatives that report into the President that are responsible for the key functional areas needed for any organization to be successful, including:

- Finances - Events (sometimes split into social and non-social event portfolios) - External relations (including sponsorship) - Internal relations (sometimes split into admin and membership portfolios) - Communications/ (sometimes split into marketing and info systems portfolios)

If your student organization does not have these key representatives / executives for these 5 areas, you need to re-org your executive team. Having more than 6 representatives on an executive team has proven to be a challenge – remember that executive roles should be the most challenging to earn – because they carry the most responsibility.

Organizational Management

Strong student leaders have trust in their executive team and members. Maximize the strengths of your team by delegating accordingly. Your executive team will feel better connected to the organization and each other if given some autonomy. Set expectations early so each of your members can hold each other accountable for their responsibilities.

Executive Selection

All Sprott student organizations are required to complete executive selection by mid-March every year. This process is currently decentralized, but the School may move towards a more centralized process for consistency, fairness, and executive selection based on merit of candidates. Please see the Sprott Student Success Officer for more information and/or best practices in executive selection.

Executive Transition

All Sprott student organizations are required to complete executive transition by mid-April every year – this ensures that your organization is sustainable and that all organizational memory is transferred to the new executive team for future reference. To make the transition process run smoothly, it is recommended that you maintain all materials (electronically), provide feedback, and hold meetings with the new executive members that will be taking over your position. If you cannot complete a transition meeting, you are required to notify the Sprott Student Success Officer immediately.

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Ethics

Involvement in student organizations at the Sprott School of Business is a great opportunity to develop/hone your skills, make lifelong friends, and contribute constructively to the community. As you plan activities for your student organization, you will need to consider many things to ensure the safety and enjoyment of the participants. Any successful organization requires ethical decision making; your organization exists to build relationships and leadership is always about ethics.

As leader of a student organization, you need to be careful in your decision-making process when it relates to your organization. Being a leader means putting your organization and executive team before yourself, and because you will have decisions to make, you need to ensure that you do so in a transparent, equitable, respectful, and informed manner.

The first and most important question you need to ask yourself when presented with a decision to make is "WHY?" Why are you choosing to do or not do something on behalf of the organization? If your answer is something other than "for the best interest of the organization," you are not acting ethically as a leader.

A simple philosophy for ethical decision making - perform all of your responsibilities motivated by the good of the whole organization and not your own self-interest. This is the only way to truly achieve your mission and be a successful student organization.

Framework for Ethical Decision Making (Adapted from the Leadershape Institute, Champaign Illinois, 2011) The following is a framework in which leaders should make decisions. Understanding how ethical decisions are processed will help you make the best decisions for yourself and your organization.

1) Start with the desire to do the right thing

2) Clarify your options

3) Consider risks and benefits

4) Make a judgment

5) Implement to maximize benefits and minimize risks

6) Monitor and modify Bottom Line Considerations: a. Can I live with this decision?

b. Is my action doing more good than harm?

c. Am I proud of this decision?

d. Would I be comfortable if this decision was on the front page of the Charlatan? If you find yourself presented with a difficult decision, seek counsel from the Sprott Student Success Officer; an unbiased 3

rd party that you can run your decision by before acting on it.

Top 10 Tips to Ensure your Organization is Ethical

1) Keep an open (and formal) communication line with all executive and members (texting each other is not the way to successfully manage an organization)

2) The President is not your organization's boss, rather she/he can be looked upon as the spokesperson or facilitator of the group

3) Never ask an organization member to do something that you would not be willing to do yourself 4) Executive members roles need to be changed every year (meaning that you cannot be in the

same executive role for more than 1 year) 5) Swag given to the organization, such as T-shirts, need to be fairly distributed amongst all

members

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6) Always give plenty of warning as to when and where all organization meetings and events are being held

7) Treat all members equally, even if some members are personal friends or someone you do not yet know. Your student organization is not a social club

8) Hold your meetings in an organized and systematic manner with an agenda. Make sure you allow a period for all organization members to express their views and volunteer their time and talent

9) When explaining how to do a task, think of yourself as a new member with no experience and try to explain the task clearly and allow for questions. Be cautious to not micro-manage and dictate how to do tasks, allow others to ask for direction as they need it

10) Ensure that any forms submitted through the Risk Management System for review are complete and accurate – misrepresentation and withholding information is not ethical behviour

6 Guidelines for Ethics with Outside (non-Sprott/Carleton) Organizations

1) You represent your student organization, and may appear to represent the Sprott School of Business at Carleton University to outside agencies, clients, and fellow students. The image you portray is very important

2) If you are doing any publicity or promotion, follow all University policies and procedures identified in the next section of this handbook

3) Remember that everyone has a deadline for getting work done. Allow for plenty of time when turning in requests to all other departments, University departments, and outside agencies, as well as for catering, conference, and IMS requests (see event planning section)

4) If another student organization contacts your organization about a possible co-sponsorship, tell them when you can meet to make a decision and give them a clear yes/no answer with an explanation as soon as possible

Relevant Policies

Even if these University policies do not directly impact on the work that you do, it is imperative that all Sprott student leaders understand the clear boundaries that exist. All executives are expected to review the following at the beginning of their leadership term: (click to open)

Accreditation of Student Organizations

Alcohol Policy

Advertising Policy

Student Events – Risk Management Standards

Gambling On Campus Policy

Internal Fundraising Policy

Student Rights and Responsibilities Policy

Building Authorities (for events in common areas)

Human Rights Policies and Procedures

FIPPA and Privacy Collection Policies

Space Booking Policy

Posting Policy (for poster locations on campus) Hard copies of these forms can be requested from the Sprott Student Success Officer; along with clarification. Violations of any university policies will result in sanctions as determined by the Sprott School of Business Designate for Student Organizations.

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Section III: Student Organization Administration

Working with the Sprott Student Success Officer

The Sprott Student Success Officer is also the School’s Designate for Student Organizations, the advisor to every Sprott accredited student organization. The role of the advisor is to counsel and serve as a resource to Sprott students and the student organization executives. Sprott’s advisor can help your organization develop by being the source of consistency from year to year; don’t consider the Sprott advisor as only a signatory admin requirements, but rather an engaged and well-connected resource with whom you can utilize and rely on when you need assistance with program planning or troubleshooting within your organization.

Consistently delayed responses to communications received from the Sprott Student Success Officer will not be tolerated.

Faculty Advisors

Your student organization may choose (it is not required) to select a faculty advisor; this is left to the discretion of the President of each student organization to approach prospective faculty member for support. It is recommended that you determine clear parameters for the faculty advisors’ role; noting that a faculty advisor does not circumvent reporting in to Sprott Student Success Advisor.

Requirements for Maintaining Sprott Accreditation/Affiliation Status

As per the application for accreditation by the Sprott School of Business, student organizations accredited by and affiliated with the Sprott School of Business are expected to complete the following requirements in order to maintain their Sprott affiliation status throughout the academic year:

Attendance by all Executive at all mandatory Sprott student organization training;

Ongoing and prompt communication with the Sprott Student Success Officer and the President(s) – including regular (at least one/month) meetings;

Attendance of one (1) assigned student organization representative at monthly Sprott Business Student Society (SBSS) Council meetings – President or designee;

Executive office hours amounting to at least 2 hours per week during the regular academic year, in the shared Sprott Clubs Office;

All Executive, Chairs, and Directors are subject to Academic Standing validation by the Sprott School of Business;

Adherence to the revised Event Risk Management Process, as provided by the Sprott Student Success Officer in Figure 1.0

Sending/Receiving Post Mail

Any incoming mail to your student organization needs to be addressed to:

[Your Student Organization Name]

Sprott School of Business – Carleton University

710 Dunton Tower

1125 Colonel By Drive

Ottawa ON K1S5B6

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When we receive your student organizations mail, it will be placed in 715DT in your mail slot. It is your responsibility to read and file/recycle your mail on a regular basis. Mail received that is not opened within the term will be recycled on your behalf. Confidential packages will be help in 710DT and you will receive a notification via email requesting that you come during regular office hours to claim your confidential mail.

There are no outgoing mail services offered to student organizations through the School. To send mail, please go to Henry’s Convenience Store – 1st Floor University Centre.

Ordering Office/Event Supplies

The Sprott student organizations have complete responsibility for ordering their own office and/or event supplies as needed from whatever supplier/company you choose.

Storage

Sprott student organizations all have the same amount of storage space in the shared 715DT office. If you have additional storage, please let the Sprott Student Success Officer know and alternate arrangements may be made for long-term (secure) storage of student organization materials.

If your organization needs to store confidential documents or valuables, please let the Sprott Student Success Officer know and access to store these materials in the locked cabinet in 715DT.

It is your responsibility to keep your organizations’ belongings in 715DT well-organized and junk-free. Student organizations are not permitted to leave boxes on the ground – everything must be safely and neatly stored in the shelving provided.

If you have concerns about unequal distribution of storage space in 715DT, please discuss directly with the Sprott Student Success Officer.

Office and Meeting Space on 7th DT

Sprott student organizations should consider the 7th floor of Dunton Tower their headquarters! 715DT will serve as the main office for student organizations, with furniture for office hours, exec meetings, small group planning sessions, etc.

If you are looking to host a larger meeting or general assembly meeting, please submit your request for a Sprott classroom/boardroom online on the Classroom Request Form

Storing Electronic Files

It is an expectation that all student organization executives are diligent in storing electronic files and records. This institutional memory is imperative to sustaining your organizations success. Electronic files can be stored using Drop Box and must be transitioned to new executives every year.

Co-Curricular Record Positions

Sprott student organizations are eligible to record their active executive roles and members through Carleton University’s Co-Curricular Record (CCR). The Co-Curricular record is a non-academic transcript for extracurricular activities that students’ participate in while completing their degree studies. It is an excellent incentive for volunteer positions! In September of every year, the Sprott Student Success Officer will distribute to each President the CCR positions that exist for their organization. Presidents will be responsible for modifying these positions if needed, and for validating pending applications in the CCR for their student organization. Complete “how to’s” are available for your reference. The deadline for Presidents to approve positions is April 30th.

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mySprott Student Events Calendar

Sprott students have exclusive access to the Student Events Calendar through mySprott; accessible through Carleton Central. Presidents will have access to add events to this private calendar that only Sprott students, faculty, and staff have access to. This calendar operates similar to the BCMC events calendar; allowing for people to register, indicate personal preferences, etc.

You are expected to check the BCMC events calendar BEFORE you schedule any event for your student organization. Conflicts between School student-oriented events and student organization events will not be tolerated; and School events will always take precedent.

Please note that you are encouraged to add only confirmed events to this calendar.

The Sprott Student Success Officer will also block dates on which events cannot be planned (ex. during Sprosh, during exams, when the university is closed for the holidays, etc).

Requesting Resources from the School

If your student organization needs to request funds from the Sprott School of Business, please use the following form: http://sprott.carleton.ca/students/undergraduate/student-experience/student-organizations/request-for-resources/

If your student organization is looking for alumni support (ex. inviting alumni to an event), please use the following form: http://sprott.carleton.ca/students/undergraduate/student-experience/student-organizations/alumni-support-student-organizations/

It is recommended that you have a conversation with the Sprott Student Success Officer, BCMC Manager, or Alumni Relations Officer prior to submitting the formal request. This will save you time in the long run to vet ideas past the School’s staff before submitting a request.

Section IV: Membership

Just like the Sprott School of Business would not exist without students, Sprott student organizations cannot exist without members!

Member Recruitment & Retention

As part of your application for accreditation your student organization was required to submit recruitment plans for the upcoming year.

EXPO Carleton (scheduled for the Wednesday of Sprosh week) is the first place that you need to be to start your recruitment! The Sprott Student Success Officer will reserve a table for your student organization and share details as the date approaches.

While some student organizations’ target populations for membership are smaller; most Sprott student organizations’ target is to have at least 25-40(+) students as active members in their organization. This is definitely ideal – it gives you enough people to host impactful events, but isn’t too many that you have a hard time communicating with all of them.

Please note that Sprott student organizations are not permitted to request and/or collect student #s from members. You only need to know: names, email addresses phone #s, and program information.

Sprott student organizations are not permitted to charge membership fees.

To retain your members you need to keep them engaged with activities, information/news, ongoing communications, and opportunities to attend vip events. When members realize that your organization

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is consistent, worthwhile of their time, and has perks, that is when they really have a solid connection to your organization.

Top 10 Tips for Recruiting New Members

1) See (and treat) each recruit as a possible future executive! 2) Have a “pitch” planned

a. Ask what they’re interested in 1st (let them talk and just listen!) – 2 min

b. Share what your organization has planned 3rd (high level description of what events, activities, and resources your organization has to offer)

– 3 min c. Invite them personally to your next meeting/event/office hours/facebook group 4th

– 2 min d. Ask for their contact information (email is preferred, do not collect student #s)

- 1 min 3) Don’t talk about yourself! It’s okay to mention your role with the student organization, but don’t

give a whole history of your Sprott experience unless they specifically ask you 4) Not every 1st year will sign up to be a member 5) Get creative – have a pin or fun giveaway for your members when they sign up so that they walk

away with something tangible that reminds them of their commitment 6) Find members who are not active members in other Sprott student organizations! There are

2200 undergrad students at Sprott, not even ½ are currently involved with a student organization, so make it your mission to find new members

7) Recruit in teams of 3 – you’ll cover more ground and more of a presence at large events 8) Do class-talks – but get permission from the prof/TA 1st 9) Recruit all year! 10) Be present and prepared to recruit everywhere: before class, after class, at events, in the caf, on

the bus, anywhere!

Relevant Policies for Recruitment

The following policies must be adhered to in your organizations recruiting activities:

Human Rights Policy on Discrimination, Anti-Racism, Gender, or Sexual Orientation

Zero Tolerance for Hazing

Student Rights and Responsibilities Policy

Cyberbullying

Accreditation of Student Organizations

Section V: Sponsorship

Sponsorship implies a mutually beneficial relationship wherein the donor receives formal recognition for their contribution: advertising, promotion, labour, event tickets, etc. Sponsorships are not normally eligible to receive a tax receipt.

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Sprott Joint Sponsorship Package

All Sprott accredited student organizations who plan to seek sponsorship are required to include their sponsorship packages/materials in the Sprott Joint Sponsorship package. This package is created in May-June every year by the SBSS Sponsorship Consultant – for contact information and parameters, please contact the Sprott Student Success Officer. In any and all sponsorship meetings that your organization schedules, you are required to reference the Sprott Joint Sponsorship Package to ensure that external organizations have access to all Sprott student organization sponsorship opportunities.

What is sponsorship?

Sponsorship is an investment, of case and/or in kind, in return for access to exploitable business potential associated with an event or a highly publicized program. Sponsorship is an investment with expectation of return. It takes the form of cash and/or kind, those being money, goods and/or services.

A sponsorship is not a donation. A donation is a philanthropic gift, voluntary and altruistic. A sponsorship, however, is a transaction. You give something valuable (i.e. tangible) to them in exchange for their money or gifts in-kind.

Why do companies sponsor?

A company's decision to take advantage of sponsorship opportunities is proven to increase brand loyalty, create awareness/visibility, change/reinforce image, drive retail traffic, provide sampling of products, demonstrate hospitality, and engage and involve employees in community efforts. Usually, the biggest motivator for a company to sponsor a business school is to have access to students; which are their potential future employees.

What do companies sponsor?

A company (or University office) may considering sponsoring your student organization in the following ways:

- Logo on: o printed or electronic materials for events or activities, or o student organization website o signage at events o student organization swag (jackets, etc) o monthly newsletters sent to members

- Promotional materials to be distributed to your members - Event tickets to publicized events organized by your student organization - Naming rights to “Sponsored by” for events - Attendance as a sponsor at events organized by your student organization, with the opportunity

to: o Address the guests o Have an information table o Distribute company swag to guests o Have a formal role (as a judge for ex.)

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Here are the things that student organizations should not be seeking sponsorship for:

o School or university run events o Distributing job postings to your members o Company representation at late night – social events o Formal thank you’s sent electronically through Sprott Off the Press o Access to your members’ resumes or email addresses o Participating in media relations for events o Tickets to events that you are not otherwise selling tickets to (panel discussions, Career

or alumni organized events) o Company logo on social media sites (Facebook, Twitter, etc) o Logo added to advertising assets (banners) o Logo on email signatures

Parameters for Determining Sponsorship Packages

Companies that are looking to sponsor student organizations are looking for real return on their investment. Be realistic with what you expect employers to pay for access to your events – keeping in mind that they can access your members through other venues at the university.

Never (ever) offer sponsorship options that you are not able to follow through on.

The simpler your sponsorship options the better – we recommend having 1- 3 packages at the absolute maximum; and having no more than 6 items for sponsorship to be included in these packages. We recommend that your sponsorship materials are formatted as:

Part I: Description of your student organization (membership info, mission, reach, key events, etc)

Part II: Explanation of why to sponsor your student organization (what’s their ROI?)

Part III: Your options for sponsorship

Option #1 Option #2

Sponsorship item #1 X

Sponsorship item #2 X

Sponsorship item #3 X X

Sponsorship item #4 X X

Sponsorship item #5 X X

Sponsorship item #6 X

* If you’d like feedback on your sponsorship package, please contact the Sprott Student Success Officer.

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Why Company's Decide to Sponsor

There is always a strategic objective behind sponsorship. Sponsorship is a strategic marketing tool used by companies to promote their services in different markets with the ultimate goal of influencing customers. There is a proven link between ‘corporate citizenship' and marketing of products and services. Strategic community investment increases brand differentiation and provides a competitive advantage in marketing services and may also enhance a company's ability to attract employees.

Tips for Successful Potential Sponsor Interactions

o Keep all interactions formal (emails, meeting attire, verbal communications) o Ensure that your sponsorship package options meet their needs, not yours o Provide measurable value for them - ROI, visibility, publicity, etc. o Sell sponsorship as a tool in their marketing kit - not as an altruistic action for your benefit o Respect that it's a contract – a buy-sell agreement – a real business transaction o Focus on the opportunity that they have to buy exposure to their target audience (your members!) o Develop a consistent message, look and brand and then customize for each sponsor o Document every sponsorship agreement that you secure - terms of reference should be signed so that

each party has written agreement to what was promised o Always send a thank you note/email (even if the company chooses not to sponsor) o At the end of your event(s) or the year, inform your sponsors that the impact that their sponsorship had

on 1) what you were trying to achieve and 2) what they were trying to achieve.

Easiest mistake made in sponsorship transactions: Over-promising and under-delivering. Once your organization disappoints or doesn’t follow through on a sponsorship agreement, the company will never sponsor your organization again.

If you cannot follow through on a commitment made through a sponsorship agreement, you are expected to notify the Sprott Student Success Officer immediately – from there we will devise a plan to remedy the situation with tact and diplomacy.

Choosing which companies to approach

Ask your team these questions: Who would fit with your cause? What would be the best thing to ask them for? Why would they get involved? How would they want recognition? Look for new companies that are not on anyone else's list

Search for companies who can benefit from the association; these are the companies who are interested in the target market that your members represent

Once you identify possible sponsor companies, contact someone in the community investment area or marketing sales manager.

How to Prepare for Rejection

Budget already spent - can we come back next year & when would be the best time?

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Over-commitment already - what would it take? Lack of human resources – how could we help? They give already - expand the giving - focus on reaching your distinctive audience Wrong fit, your organization is of no interest or value to them, then thank them and move on, and make

a note of their reason for future reference!

13 Step Sponsorship Process

1) Identify what your organization needs 2) Develop your sponsorship package 3) Make a list of potential companies to approach (avoid the ones that do not have a direct alignment with

your student organization’s mission) 4) Find out more about potential sponsors – read up on their company 5) Phone them first! and then work by e-mail or an in-person meeting 6) Prepare a customized sponsorship proposal and deliver it in a timely fashion 7) Follow up and discuss it 8) Draft an agreement and sign it 9) Collect the good(s) and/or service(s) 10) Keep them informed as the event un-folds and involve them if you can 11) Thank them and provide an update as soon as you’ve fulfilled the agreement (even if they were at the

event, still do this’!) 12) Get their feedback – ask how could you can improve and make a note for next year 13) Work on a year-long contact and relationship-building

Sample Letters

Here are some helpful templates for contacting potential sponsors. Please note that you should never CC or BCC your sponsorship emails. Send individual emails customized to each recipient!

Sample Letter of Introduction and Request for Audience

Date Name, Title, Address Dear:

The (student organization name) is a student run organization at the Sprott School of Business at Carleton University. Our mandate is: x; Our membership numbers: x; Our course of study is: . It exists for the purpose of (i.e. developing and strengthening the relationship between x industry and the students enrolled in x concentration, etc.). Events organized by (student organization name), provide its members with the opportunity to: i.e. network with industry professionals, gain insight into job possibilities, mingle with peers etc. This group would not be able to function without the generousity of our sponsors.

(Student organization name) is hoping to raise funds this year to: carry out its operations, host specific events/functions, generate advertising, purchase promotional material/prizes, get material donation for another use i.e. auction, prizes, etc.

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The (student organization name) operates in the best interests of the Sprott School of Business and is committed to helping the School continue to be recognized as a top business schools. We invite you to join us in advancing this initiative by contributing to the ultimate success of our student organization and thus the success of the Sprott School of Business. We wish to assure you of our responsible use of any donations and are pleased to present an accounting of these funds. As a contributor to (student organization name) endeavors, we would like to discuss ways in which we can acknowledge your generousity to the school and increase awareness of your support to the community. i.e. logos on promotional items, pamphlet distribution, posters, tickets, signage etc.

We recognize that you support a number of worthy organizations and are very grateful for your consideration of (student organization name) as a future recipient of your generousity. I will be in touch with your office in the near future to arrange a time to [personally] discuss our initiative and how you may be of support.

Sincerely, Your name, Title Student Organization Name

Sample Formal Ask Letter

Date Name, Title, Address Dear:

The (student organization name) is a student run organization at the Sprott School of Business at Carleton University. Our mandate is: x Our membership numbers: x Our course of study is: It exists for the purpose of (i.e. developing and strengthening the relationship between x industry and the students enrolled in x concentration, etc.). Events organized by (student organization name), provide its members with the opportunity to: i.e. network with industry professionals, gain insight into job opportunities, mingle with peers etc.

(Student organization name) is hoping to raise funds this year to: carry out its operations, host specific events/functions, generate advertising, purchase promotional material/prizes, get material donation for another use i.e. auction, prizes, etc.

Please find attached our sponsorship packages for the upcoming academic year; these outline how you can support (student organization name or event name).

We recognize that you support a number of worthy organizations and are very grateful for your consideration of this proposal. Please don’t hesitate to contact me at # with any questions you have regarding this potential sponsorship.

Sincerely, Your name, Title Student Organization Name

Sample Thank You Letter

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Date Name, Title, Address Dear:

On behalf of the (student organization name) at the Sprott School of Business at Carleton University, I would like to thank you for your sponsorship in support of (event name) or if it was a general donation, our student organizations activities this year.

Your support has really made a difference to our student organization and we look forward to a continued positive relationship.

Once again we thank you for your support, and have valued the opportunity to work with you.

Sincerely, Your name, Title Student Organization Name

Section VI: Budgets

Managing the financials of a student organization is an exciting opportunity for you to put your

accounting courses to use! Even though your student organization doesn’t have a 6-figure budget, there

is still a lot of responsibility for managing your finances. If you’re stressed about planning your

organizations finances, talk to the Sprott Student Success Officer for assistance and an unbiased look at

your budget.

Key Tips

While smaller budgets may seem easier to manage than large ones, having a smaller budget can bring

added pressure to ensure sound fiscal spending decisions. Here are some tips for ensuring the financials

of your organization stay in the black.

(1) Record every transaction

(2) If you can’t afford it, don’t plan it

(3) Reconcile every month, and prepare mid-year financial statements as at Dec 31st.

(4) Read your bank statements

(5) Have few designates with authority to handle financial transactions

(6) Use a lock box for selling tickets and/or petty cash and keep it in a secure location (the locked

cabinet in 715DT is like a safety deposit, only accessible under the supervision of Sprott Staff)

(7) NEVER EVER spend sponsorship $s before you obtain them

(8) Require event planners to submit an event income statement

(9) Look back at actuals from previous years and use as projections for current year + 2% inflation

(10) Pay it forward – you need to leave $ in the bank for the incoming exec, 10% of your annual

budget is realistic

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(11) Document all processes your organization has in place for financial transactions

(12) Budget for banking fees (+/- $15/month)

(13) Be realistic – if projected budgets don’t balance at the beginning of the year, they will not

miraculously balance at the end of the year! If your exec team has unreasonable spending plans

you need to stop them right away and have a very candid conversation!

(14) Be transparent

Bank Accounts

All accredited Sprott student organizations have the support of the School to open a student

organization bank account at Scotiabank (on campus location only). This bank account will provide you

with cheques, monthly statements, and secure banking services; at a cost of (+/-) $15.00 per month.

Sprott student organizations are NOT permitted to open bank accounts at financial service locations off-

campus.

To open a new account, you will require a letter of support from the Sprott Student Success Officer

(request via email and include 2 signing authorities’ full names and title). To change signing authority on

an existing account, you will also require a letter from the Sprott Student Success Officer (request via

email and include 2 outgoing/incoming signing authorities’ full names and title).

Once you have this letter of support, the names signing authorities will be required to go to the

Scotiabank (1st floor Patterson Hall) to deliver, provide 2 pieces of photo ID (1 campus card + 1 driver’s

license or passport), and schedule an appointment to review terms of account services and charges.

Signing authorities will be required to go to the bank TWICE – once to drop off the letter, and second to

sign the account paperwork and review account conditions with a personal banking representative.

Key Financial Processes

It is imperative for the financial sustainability of your student organization that your executive team has

clear, transparent, and well documented processes in place to manage your finances. Here are the

financial transactions that your team needs to have documented policies for:

- Expense reimbursements to exec for (require itemized receipts)

- Event expense reimbursements (require itemized receipts)

- Issuing cheques (payments for reimbursements, venue deposits, etc.)

- Travel reimbursements (if applicable for execs)

- Receiving sponsorship monies (from internal and external agencies)

- Receiving cash for ticket sales, swag, etc. (monies collected from members)

- Bank deposits

- Bank cash withdrawals

All of the processes need to be documented and should have some kind of form for individuals to

complete for official submission/review. If your team needs assistance with any of these processes,

please contact the Sprott Student Success Officer for best practices and resources.

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The Sprott School of Business and Carleton University have the authority to request an internal audit of

a student organizations’ financials at any point in time; therefore it’s imperative that all financial

transactions and supporting documentation is up-to-date at all times.

Where to Obtain Funding

As an accredited Sprott School of Business student organization, your organization has access to several

sources of funding, outside of sponsorship. Internally, there are 4 places that you can request funding

for events and activities:

1) SBSS Student Organization funding allowance

i. How much: $1000 per term per student organization for event expenses;

reimbursements for conference registration fees are also available for every

Sprott student but are NOT claimable by student organizations on behalf of

their members

ii. When: at any point throughout the academic year

iii. How to request: before your event, you are required to have your

reimbursable expenses pre-approved by the SBSS President and the SBSS VP

Finance. Please email your request for approval to spend SBSS event

funding allocations to sbss.president@gmail.com and

sbss.vpfinance@gmail.com well in advance of your event to secure a

commitment for reimbursement

For conference fee reimbursements, students are required to complete a

form in the SBSS Office (719DT) upon their return from the conference

(receipts must be included)

2) Sprott School of Business Funding

i. How much: varies based on requests, see online form for parameters of

eligible costs

ii. When: requests are accepted via online form at any point in the academic

year

iii. How to request: submit the online “Request for Resources” form

(parameters for timelines vary and are indicated at the top of this form)

3) Event subsidies through the Student Activities Fund

i. How much: funding to support student organization events ranges from

$200-$1000 based on event (no maximum allowance per group, only based

on event details)

ii. When: throughout the Fall/Winter terms, but submit ASAP and obtain

approval for all events in Sept/Oct as this funding is allocated on a first-

come first-considered/served basis!

iii. How to request: complete the online form online at least 30 days prior to

the event and receipts must be provided to the Office of Student Affairs

within 30 days of the approval event taking place.

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* Please note that these options are not guaranteed sources of funding; all 3 options are based on

(i) merit, (ii) event details/logistics, and (iii) availability of funds. it is encouraged to submit your

requests as soon as you have preliminary event details planned (see next section for more

information).

Section VII: Marketing and Communications

Marketing and communications is a fundamental component of your student organization’s success – recruiting members, promoting events, highlighting accomplishments, and messaging to prospective employers is all done through your organizations communications means.

Websites

A common issue for clubs that threatens your ability to build your profile is an outdated website or

having multiple websites. To avoid this issue, at the beginning of every year, your organization needs to:

1) Assign/designate a specific exec website responsibilities (preferably someone with existing web creation

knowledge)

2) Document website logins (student organizations are recommended to use an open-source web content

management system such as wordpress.com)

3) Review all content and update

4) Ensure that hyperlinks are active (always include a link to www.sprott.carleton.ca!)

5) Remove old blog content and/or remove old sponsor logos (if not renewing)

6) Develop a communications web plan for set dates to review and revise/update content on your website

(recommendation = at least once per month refresh content!)

Parameters for Web Content

Maintaining a web presence can be valuable to your student organizations reputation and visibility.

Controversial content however can jeopardize both these things and may lead to decreased

membership, and/or sponsor withdrawal. It is important that you never include the following

controversial information on your student organization website:

o Profanities or insensitive messaging

o Content or links to pages that does not adhere to Carleton’s Human Right policy;

o Links or promotions for events or organizations that are politically affiliated;

o Blogs that contain anything other than positive stories about your organization, activities, and/or the

Sprott School of Business;

o Promotions for companies and/or products that are not sponsors;

o Content from academic work for Carleton University courses (including: lecture notes, assignments,

reports, ppt slides, study notes, exams, test questions, etc)

o Personal/contact information of your members.

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Please Note: if your student organization cannot maintain a professional web presence, which includes

regular updates, it will be requested that any websites affiliated with your organization are removed.

The Sprott School of Business hosts individual webpages for each Sprott student organization, this

content can be updated by sending edits/requests to the Sprott Student Success Officer.

Social Media Guidelines

Social media avenues are excellent options for engaging and communicating to members, sponsors, the School and/or the public. When using social media for organizational purposes, the School asks that you follow these parameters:

When to Use Best Practices Connect your Account with

Twitter Promote events

Highlight organization activities

Introduce your execs

Recruitment

Share relevant resources with your members (instead of newsletters!)

RT messages from members, the School, and/or industry professionals

- Tweet when AT events, meetings, etc.

- Min. 2 tweets a day (none before noon!) including weekends

- Get followers!!! Promote your @name everywhere you go and follow your members too

- # (hashtag) #Sprott on your tweets!

- Monitor twitter daily for member or sponsor feedback

- Remove inappropriate #spam tweets

@SprottSchool

@SprottStudents

@SprottCareers

@SprottAlumni

Other Sprott Student Organizations

Facebook Friend all your members

Like (potential) sponsor pages

Post messages to your members

Create event reminders/invites

Highlight organization activities

Photos from your events/meetings

Post links to relevant content for your members

- Use the questions feature to poll your members

- Post pictures, lots of pictures! - Put all your org contact info

(including website, generic email, @Twitter, office hours/location)

- Make your group public for the first couple of months, then change it to private

- Run competitions for free event tickets, etc

- Post videos (exec bios, vines from events, etc)

- Monitor your Wall every day to remove inappropriate comments

Friend: SprottStudents Sprott

Friend: Sprott CareerCentre

Other Sprott Student Organizations Groups

Your executive responsible for social media may want to consider downloading a mobile friendly social media management platform (ex. www.hootsuite.com) in order to effectively manage their responsibilities as outlined above.

A word of caution: everything and anything that you post on Twitter and/or Facebook is considered public information! Therefore you are expected to post messaging that is respectful of the university, the Sprott School of Business, your sponsors, industry professionals/employers, your executive and

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members, and uphold the standards of professional communications taught to you as young professionals.

Please Note: if your student organization cannot maintain a professional social media, which includes regular updates, it will be requested that any social media accounts affiliated with your organization are removed.

Exclusive Sprott Communications Resources

The Sprott School of Business has various internal resources that can be used by student organizations to promote events, activities, membership, and highlight upcoming opportunities to your current and prospective members! Here they are:

o Sprott Off The Press (SOTP) What is it? A weekly e-newsletter sent by the School to all current

undergraduate students every Friday throughout the academic year. How to submit: complete the online form, content is due the Tuesday prior

for inclusion. Events should be promoted no later than 1 week in advance o 2 mySprott Events Calendars:Sprott Careers and Sprott Student Organizations

What is it? Sprott-only portal connects current students with this exclusive calendar. With this system, students can register/RSVP for events, and/or submit any other kind of personal information you may need for event planning purposes (food allergies, etc).

How to submit: only the President of each student organization will have access through their mySprott credentials to add/modify events to the calendar. Login to Carleton Central and click “mySprott” and then on the Sprott Student Organization event calendar. * We recommend that you input ALL dates (even tentative to ensure that other student organizations do not plan conflicting events). Events should be submitted no later than 2 weeks in advance

o Sprott.carleton.ca events calendar What is it? The main event calendar that the Sprott School of Business uses

to promote events and activities to external parties (business community, alumni, prospective students, etc).

How to submit: complete the online form, events should be submitted no later than 2 weeks in advance

Please note that while the Sprott School of Business does have the means to provide students with promotions via direct email and/or on the School TVs (located on the 7th and 8th floor of Dunton Tower) we rarely provide access to these means to the student organizations. If you would like to make a request for special consideration (due to a high profile event or significant accomplishment) you can do so by emailing the content to the Sprott Student Success Officer.

Carleton Communications Resources

Carleton University also has various internal resources that can be used by student organizations to promote events, activities, membership, and highlight upcoming opportunities to the university community. Here they are:

o Today@Carleton (for faculty and staff) What is it? Daily e-newsletter sent to all faculty and staff

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How to submit: complete the online form, content should be submitted no later than 1 week in advance

o Current student news page/This Week @ Carleton What is it? Website and e-newsletter sent to current students highlighting

campus events, activities, and deadline reminders How to submit: complete the online form, content is due the Friday before

the week that you want your post to go out o Carleton Events Calendar

The main event calendar that Carleton University uses to promote events and activities to external parties

How to submit: complete the online form, events should be submitted no later than 2 weeks in advance

Brand Standards

Logos

The Carleton University, and the Sprott logo (all of its elements together or on their own) and their use

are proprietary to Carleton University and the Sprott School of Business respectively. These logos cannot

be used with the consent of the Sprott School.

Consent will be determined on a case-by-case basis, please email the Sprott Media & External Relations

Officer for prior permission to use either/or of these logos. Upon approval, you will be supplied with a

logo file in the appropriate size and format to ensure quality presentation. The final presentation

(poster artwork or online) including the logo(s) must be approved to ensure quality prior to distribution

or public access.

Examples where logo consent would likely be approved:

Sponsor recognition on marketing collateral for events/activities sponsored by the School.

Identification of your student organization as an accredited student organization by the

Sprott School of Business on your website.

Examples of logo use where consent would be denied:

Student executive business cards.

Artwork where it can be perceived that the Sprott School has direct involvement in the

management of the event when in fact, it does not

Artwork that incorporates trademarks and copyrights not owned by the University, unless

written permission for such use satisfactory in form and substance is obtained from the

mark holder or copyright owner.

Artwork depicting racist, sexist, hateful, demeaning or degrading language or statements.

For more information about any of the above, please contact Kim Swartz, Media & External Relations

Officer: kimberley_swartz@carleton.ca or 613-520-2600 ext. 1573.

Sprott student organizations do have the School’s permission to use the following logo on all

publications without special permission:

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This .jpg can requested via email from the Sprott Student Success Officer.

Copyright

Carleton University, its Faculties, and their representatives all adhere to Canada’s Copyright Act which

prevents you from utilizing copyrighted or trademarked content (text, company names, slogans, logos,

images, photography, etc.) without permission from the author or artist. Please contact the Sprott

Student Success Officer if you have any questions about how to work with copyrighted or trademarked

materials.

Postering

If your organization decides to go with traditional poster marketing, there are specific bulletin boards that can be used – these locations are found in the Posting Policy. Please note that if you post posters anywhere other than on university maintained bulletin boards, they will be removed by maintenance staff every 24 hrs. Furthermore, if your organizations’ posters are frequently being removed by university personnel, you may be required to meet with the Director of Student Affairs to discuss these violations. Postering on 7th Dunton is encouraged but can only be on the bulletin boards! Please do not post posters or stickers on the walls!

Section IX: Event Planning

Events and activities planned by Sprott student organizations contribute significantly to the vibrancy of the School’s undergrad community. One of the main objectives for all student organizations is to organize for their members to attend events that relevant to their academic studies and/or their professional ambitions.

Planning events can be an exciting part of the executive experience, and it comes with an immense amount of responsibility! Here is everything that you need to know about planning events on behalf of a Sprott student organization, both on and off-campus.

6 Basic Principles for Identifying What Events to Plan

1) All events and activities are required to be aligned with your organizations mission, the mission of the Sprott School of Business, and add value to the Sprott undergrad student experience

2) All events and activities are required to be inclusive and respectful of racial and cultural diversity, age, gender, sexual orientation, gender identity, and disability

3) Events organized by your organization should be both needs based (ex. study sessions) and interest based (ex. wine ‘n cheese)

4) Your organization should follow a 1:1 ratio for social vs. non-social events (meaning that for every 1 social event your organization plans, you should be planning 1 academic, career, or industry event.

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5) Do not duplicate events or activities already done by other groups for your target population/membership!

6) Quality is way more important than quantity! Your organization does not and should not have an event scheduled for each month!!

7) If you can’t afford it, don’t plan it! No explanation needed for this one. For this principle, Sprott accredited student organizations are not

permitted to plan conferences!

Your organization is required to submit a tentative events schedule for the academic year with its application for accreditation to the Sprott School of Business; based on this schedule your President will be responsible for liaising with the Sprott Student Success Officer to ensure that events and activities organized meet within the parameters and processes required for student groups planning events

Event Checklist – Timeline Required for Planning a Successful Student Event

There is a lot more to planning an event that booking the venue and sending out invites, in order for an event to be delivered in a professional way, a lot of work needs to happen behind the scenes by the organizer(s). Based on years of experience, here are all the resources and/or explanations that you need to know in order to plan a professional, safe, and well-attended event.

Risk Management at Carleton University

The most important information that you need to know before planning any event for your student organization is all about risk management. As a planner, or executive as a student organization you take on a significant amount of personal (and organizational) liability when you plan events. That’s not to say that you shouldn’t plan events – but you need to be 110% aware of these risks and adhere to the strict university processes in place to ensure that should anything “go wrong” or an accident occur (whether it’s in your control or not) that you are protected under SBSS, Sprott, and Carleton University’s insurance policies.

The most important process when it comes to event planning is the Student Events Risk Management form. It is required that you submit this form at least 2 weeks prior (if not much earlier) to your event. WE recommend that you do not make deposits or signs contracts for any event until it has been approved through the risk management system.

If your event meets any of these 7 criteria, it is considered a “high risk” event (from a liability perspective) and therefore you are required you to submit the form online through the ParkAdmin system:

Anticipate inviting or hosting 50+ guests, or Anticipate inviting or hosting 1+ guests from external organizations, or Alcohol will be served, or Involves a sports, or sports-like activity, or Anticipate contracting chartered transportation to/from the event, or Involves any high-risk activity that has the potential to result in damage to the

individual person, or physical property, or The event or destination is off-campus

Please note that there is no way around risk management approval – not submitting your events, formal or informal events and on or off-campus events, for approval will have serious implications on

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your student organizations’ sustainability. If your organization does not submit a Student Events Risk Management form, or does submit the form but is not 100% truthful, the Associate Dean holds the discretion to impose sanctions.

The content that you will need to include in these forms is as follows:

Location/Venue of Event

Event Date(s), Event Start Time and Event End Time

Approximate Number of Persons Attending

Name of Event, Description of Event

Will your event involve the service or presence of alcohol?

Will there be any Minors (persons under 19 Yrs.) attending the event?

Will there be any speaker presentation(s) made as part of the event? What topic will the speaker(s) be presenting? Include name(s) of speakers and subject matter to be discussed by each. Website addresses for all speakers.

Number of non-drinking volunteers that will be present at the event. Names of volunteers and their training credentials: First-Aid/CPR and/or Smart Serve

Will attendees be required to bring government issued photo identification? Will attendees be required to bring their health card or provide proof of health insurance (i.e.: OHIP, UHIP, etc.)? Does each guest have adequate out of province health coverage? Has each student been advised of the required documents and health requirements needed to leave the province or country (if applicable)?

If you are required to sign contracts with vendors/suppliers, include any clauses which hold your group/organization or Carleton University legally liable

Does your organization carry at least $2M general liability insurance coverage with the ability to name Carleton University as a co-insured? Is required insurance coverage included in any rental fees? Do you need a certificate of insurance? Has it already been obtained?

Is travel involved or required for your event? Are you arranging any form of group transportation for this event? Are you or any group members renting cars/vans for transportation to your event? Are you or any group members renting a bus/bus service for transportation to your event? Will you or any group member be driving personal vehicles to/from your event?

Have arrival/departure times been communicated to all attendees in writing?

A contingency plan for persons missing return transportation

Will alcoholic beverages be permitted on-board in the bus and/or rental van? How will you ensure that intoxicated individuals are not permitted to board any vehicle upon departure from Carleton University?

Provisions for First-Aid to be available at the event. Options: CUSERT (on-campus venues) or St. John Ambulance (off-campus venues). Location of the nearest Hospital and are they aware of how to summon emergency services if required

Specify the designated meeting place/location in the event of a required evacuation

Has the Department of University Safety been advised/notified about the event? Has the Fire Safety Officer been advised/notified about the event?

Will crowd control measures be put in place? Provide details regarding measures to control occupant capacity at the venue

Are there any other special circumstances related to the event that would give concern for safety/security of attendees? Are there any other risks that the group/organizer feels that attendees would be exposed to by participating in this event? Provide full details:

Has Facilities Management and Planning been contacted regarding the provision of garbage containers and cleaning staff to clean-up during/after the event? Will volunteers or other clean-up crew(s) be designated to return facilities to condition found prior to commencement of the event? Provide details as to who will be providing the clean-up services and what clean-up will be performed?

Have the group/organizers considered the human rights implications of the event - is it inclusive and respectful of racial and cultural diversity, gender, sexual orientation, gender identity, and disability?

Once your risk management form has been submitted, it will be reviewed by the Risk Management Committee at Carleton University for approval, approval with conditions, or denied.

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For events that are approved with conditions, all conditions must be met in order for the event to proceed. Some of the common conditions for event approval include:

Emergency/evacuation plans Required # of sober volunteers Required # of School/University representatives to attend Calling campus safety to greet your bus when it arrives back on campus Contingency plan to ensure that guests to do NOT over consume alcohol Earlier start/end times Hiring private security for the event and/or on chartered transportation Not allowing intoxicated individuals on chartered transportation Having guests sign a waiver prior to participating Selling tickets in advance to control attendance #s Process for volunteers to ensure that guests do not leave venue too

intoxicated to drive (if they’ve taken their personal transportation to the venue). This may require having taxi chits for overly intoxicated guests

Working with venue management to ensure that guests are not over-served alcoholic beverages

For your reference, SBSS insurance policies, for which all accredited Sprott student organizations’ events are covered amount to up to $5million in liability. That being said, this insurance policy and those belonging to the Sprott School of Business, and Carleton University are only valid/active at your organizations events IF you have received approval through the Risk Management process.

Contracts

Many events will require your organization to sign contracts for facilities, and/or services. It is imperative that (1) the contract is in the name of your student organization, (2) the President or VP of your student organization sign any contracts.

Signing a contract in your name and not as a representative of your student organization voids any insurance coverage your organization is eligible to receive in the case of liability, and puts you PERSONALLY responsible for damages, unpaid bills, accidental legal outcomes, etc.

If you would like to have a professional review your contracts prior to you signing them, please send a copy to the Sprott Student Success Officer AND the Manager of Risk and Insurance.

It is also recommended that you consider having your volunteers sign contracts stating that they accept their responsibilities as a volunteer and outline the parameters of expected behaviour at the event. This will ensure that your organization is not held liable for any of your volunteers’ actions or non-actions that may result in liability.

Waivers

If your organization receives a condition for all guests to sign waivers prior to participating in an event, you will be required to complete the template provided by Risk Management. Please note that the waivers must be signed PRIOR, not at or on the way to an event.

If your vendors require that your guests sign a waiver issued by their company, you will need to have your guests sign both the Carleton waiver and/or the vendors’ waiver.

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If you are taking photos and/or video at your event, and plan to publish (either privately or publicly) these photos and/or videos, it is recommended that you have your guests sign a release with consent to use these materials. A template for this can be obtained from the Sprott Student Success Officer.

All waivers and/or consents signed must be kept on file with your organization and/or the School for a period of no less than 3 years. If you need a place to store signed waivers and/or releases, please let the Sprott Student Success Officer know.

FirstAid-CPR and Smart Serve Training

It is advantageous for your key student organization event organizers to attend both FirstAid-CPR and SmartServe (alcohol safety) training sessions to become certified. Carleton University hosts these training sessions on campus every year:

Host Department & Contact Information

Scheduling Information

FirstAid-CPR training

recommended for any person who will be acting in an emergency liaison role at events

off-campus.

Valid for 3 years.

Environmental Health & Safety EHS@carleton.ca

Offered at various times throughout the year, schedule available at Carleton.ca/EHS

SmartServe training

mandatory for any person serving alcohol at an event OR organizing an event where

alcohol will be served.

Valid for 2 years.

Risk and Insurance Office Tony.Lackey@carleton.ca

Scheduled at the end of Sept. every year. Registration

required – check Carleton.ca/financialservices

Event calendar for details

Requesting Resources from Sprott

As a Sprott student organization, your event planning team is eligible to request resources from the School – resources available from the School include: personnel, contacts, facilities, and/or financial funding.

The resources available from the School are contributed by: Sprott’s Business Career Management Centre (BCMC), Sprott Alumni, the Dean’s Fund, and the Undergrad experience fund. Therefore, the timing, alignment with mission, guest demographics, and nature of the request will all impact it’s consideration for approval.

All formal requests must be submitted via the online Exec Request for Resources form.

It is advised that before you submit your question, that you have a conversation with key representatives from which you’ll be requesting assistance – specifically, the Manager from BCMC and/or the Alumni Relations Officer. Having this conversation will ensure that you are able to take into account any recommendations or event details that the investing stakeholders may request.

These are the parameters for what will be considered for School resources allocation:

Financing support for: Event costs including: food, non-alcoholic beverages, entertainment, prizes, décor, etc. Group registration or delegate fees for attendance at conferences Group travel costs associated with getting to/from conferences

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Club marketing and promotion materials (including: photocopies, printing, etc) Sprott thank you gifts for speakers or special guests

Personnel support for: Promoting Club events to alumni and/or industry professionals

o Note: Sprott Clubs are NOT permitted to obtain direct contact information for industry professionals or alumni from Sprott. These communications MUST be facilitated by the BCMC manager or Sprott Alumni officer.

o Promoting Club events to the University community o Event logistics advice and connections to University departments/services o Invitations to Sprott faculty and/or staff

Co-Sponsoring Sprott Events

An excellent, and cost-saving approach to organizing events for your members to attend, is to co-sponsor events – either with the School or with another Sprott student organization.

Collaboration is key in ensuring that you are able to deliver valuable events and stay within budget.

It is recommended that you consider contacting the BCMC Manager, and the Sprott Alumni Officer to determine what industry / student events they have scheduled for the upcoming academic year. If any of these events are of interest, you can ask to co-sponsor – provide marketing/promotions; sell tickets to your members (if applicable); and contribute a small $ amount; and ask to be a name sponsor of the event. You get 50% of the credit, for a minimal time/financial investment, and 100% of your members can benefit!

Often Overlooked Event Logistics

These are the 3 often overlooked (but important) logistics by event organizers:

(1) Security – if alcohol is being served at your event, you will be required to provide security both at the venue and on transportation. Volunteers should never be asked to serve as security at events where guests are consuming alcohol. Options: On campus – Campus Safety ($50/hr for each officer, sometimes waived) or CUSERT (cost varies, sometimes waived). Off campus – any private security companies and/or venue provided services (rates may vary)

(2) Parking – if you have guests driving their own vehicles to attend your event, it is important that you share the details about where they can park! Options: On Campus – pay and display parking is available to guests in Lot #s P2 (in front of the UniCentre), P5 (behind athletics), P6 (behind Leeds Residence Bldg), and P7 (by Bronson Ave entrance). Rates are enforced 24/7 and parking tickets average $50+!! Be sure to also include a campus map for your guests to reference. Off Campus – request that the venue send you parking information, rates, and directions to forward on to your guests.

(3) Set Up/Clean Up – regardless of how much you are paying to rent a venue, it is absolutely important that you leave the space as clean, or cleaner than it was when you arrived. Options: On Campus – assign volunteers to set up and clean up duties. If you need additional garbage/recycling receptacles email MCC@carleton.ca. Off Campus - assign volunteers to set up and clean up duties; unless your contract with the venue specifically indicates that they are responsible for clean up.

On-Campus Facilities

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There are many options for the various events and/or meetings that your organization may need to plan throughout the year. Here are the recommendations that Sprott has for your organizations to consider:

o For Small Gatherings Where: consider using the 715DT office space for executive and/or sponsorship

meetings. No cost. How to request: no request needed, each student organization has a key to

715DT (issued to the President) though you might want to email the other student groups to let them know that you’re reserving the space.

o Sprott Classrooms Where: Sprott has scheduling priority over some classrooms in Dunton Tower. If

you would like to request a reservation (must be during regular business hours). No cost.

How to request: use the online request form, reservations will be confirmed via email. Minimum 2 week notice is required.

o Carleton classrooms Where: any classroom generally used for academic purposes is scheduled

through Ad Hoc Scheduling Services. Rental fees may apply depending on the nature of your event (fees are sometimes waived for academic events).

How to request: submit the online form, reservations will be confirmed via email. Minimum 2 week notice is recommended.

o Special events Where: Carleton has many facilities for you to hold events in. Athletics,

residence, the galleria or outdoor spaces around campus are all locations for you to consider as venues. You can also consider Baker’s Grille (email for reservation and pricing), Oliver’s Bar (online form), Mike’s Place (email for reservation and pricing), or Roosters (online form) to organize events at. Convenience is the most significant advantage for holding events on campus – your guests know where it is! When selecting an on campus facility, it’s important to ask about fire code allowance for attendance.

How to request: Athletics facilities – 613-520-2600 x4655; Conference Services (online form available – includes requests for outdoor spaces) – 613-520-5611; UniCentre Galleria/Atrium – Campus Card Office (free space!); Tory Foyer - email avpstudents@carleton.ca

Off Campus Facilities

If your organization wants to organize an event off-campus, you have the authority to do so. Here are some questions to get answers to before you sign a contract or make a deposit for an off campus venue:

Are you required to use their in-house caterers? What are the pricing options? Is there a min $ value that needs to be ordered?

What is the cost-structure for bar service?

Is there parking available? Is it private or public? What does it cost?

Is there a place for chartered transportation to park during the event? What does it cost?

Is the venue easy to find? Does the venue website have a map/directions?

When are final guest counts and/or floor plans due?

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What is the cancellation policy?

Is there in-house entertainment/tech systems? What is the cost to use them?

What is the max guest count allowed? What is the min guest count required?

Will there be an in-house event planner on site throughout the event?

What is your responsibility with set up/clean up?

Are you allowed to bring in your own décor items?

Will guests need to sign waivers?

Are there limitations on event start/end times?

Are there limitations on contracting in entertainment? Or photographers?

Event Service Providers for On Campus Venues

There are two key service providers that you will need if you are using a classroom, conference, outdoors or athletics venue at Carleton University. They are:

1) Catering Services – any food served on the Carleton campus must be provided by Aramark catering. A comprehensive catering menu is available at carleton.catertrax.ca. Basic orders can be placed online or you can use the online form to request additional quotes for items not included in their online ordering system. It is recommended that catering orders be placed 3 weeks in advance – even if you don’t know your final guest count, submit any order details you have to ensure that your event is scheduled in the catering calendar. These are the locations on campus for which you will not need to use Aramark: Baker’s Grill (menu selected with manager) Roosters and Oliver’s (menu selected with manager) Mike’s Place (menu selected with manager) The only exceptions that are made are (1) if you are hosting a bake sale – then you are allowed to bring in external food items, and (2) if you are bringing less than $20 worth of food/snacks for a private meeting. Requests for permission to bring in food from an external provider must be approved by Ed.Kane@carleton.ca, AVP University Services.

2) IMS – Carleton’s Instructional Media Services (IMS) is the go-to place for your tech needs for any on campus event. If you’ve reserved a room on campus that needs stereo, projector, AV equipment set up, you will need to email ims_conference_support@carleton.ca 3-4 weeks in advance. Pricing varies based on services required; list of guidelines for services is available online. Please note that even if you reserve a venue on campus that has AV already set up in it (ex. academic classroom) you will still need to contact IMS for a password/login to the AV system. Without this password you will not be able to turn on the AV equipment. Fee applies for this access code, unless the event is for academic purposes.

Creating a Guest List & Invitations

An event without a solid guest list will not succeed. If your organization is investing in hosting an event, it’s important that you get the right people to it. Here are some of the frequent guests to Sprott student organization events for you to consider inviting:

- Students - your members (you might want to offer active members a discount on tickets) - Students - non-members

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- Other Organizations’ exec teams and/or members - Sprott faculty and staff – invites can be sent directly (see School directory) or sent through the

Sprott Student Success Officer* - Industry Professionals – invitations must be sent through the BCMC manager* - Sprott Alumni – invitations must be sent through the Sprott Alumni Relations Officer* - Sponsors – 1 or 2 representatives - Key university representatives - invites can be sent directly (see University directory)

* these guest invite distributions can be requested using the Request for Sprott Resources form

It is considered appropriate to send invitations electronically; if you decide to do so, be sure to personalize each invitation and have your guests RSVP. Don’t ever just send invites and not require your guests to RSVP or register for your event. RSVPs can easily be collected using the Student Event Calendar on mySprott (your President has admin access to post and monitor your organizations’ events here).

Selling Tickets

If you are selling tickets for an event you need to plan for:

- A float - A secure location for tickets and cash - Setting dates/times for ticket purchases - A selling location (we suggest 715DT) - Staffing for sales (generally event organizers and/or executives are the only ticket salespeople) - Day-of ticket sales - Schedule for making cash deposits at bank - Plan for selling tickets to guests who cannot come to campus (mail, email, delivery/drop off, etc)

Handling cash is incredibly high risk, no matter the amount. Money lost cannot be replaced, money stolen cannot be replaced. It is very important that you have very clear and succinct processes in place for selling tickets.

Transportation

If you are arranging for transportation for guests to attend an event or conference, you are required to submit the Risk Management form. It is recommended that you charter Laidlaw, StudentsFirst, Coach, or OC Transpo buses to get your guests to their desired destination.

Please note that the designated pick up and drop off location for all charter buses is Parking Lot P7.

In addition to submitting the risk management form and meeting all conditions, you are required to inform Campus Safety of your charter plans as soon as they are confirmed. Depending on the nature of your event, Campus Safety may ask that you please call on your return to campus with an estimated timeframe in order for the officers to greet your guests and ensure that they find a cab or their way home to residence safely.

Event Advertising

Advertising and promotions is imperative for a successful event! Please refer to Section VII: Marketing and Communications, for ideas and best practices around event advertisements.

Please note that the Alcohol Policy prohibits any event from being advertised as a “party” or a “bash” or any other name that implies that the event’s main purpose is to consume alcohol. Advertising promoting drinking games, keg parties, special prices on alcoholic beverages, free drink offers, or any other type of promotion or inducement of binge drinking is also prohibited.

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Cancelling an Event

There are many reasons that can lead to your team making the difficult decision to cancel an event once it’s been fully (or partially) planned. Regardless of the reasons, please know that there specific actions you need to take before and after you make the decision to cancel a scheduled event. They are:

o Check for any cancellation clauses in contracts that you have signed. Even if you cancel an event, you may not receive your deposits back.

o How far away is the event? If you need to cancel an event, the more notice you give the better, but typically cancelling within 2 weeks has a negative impact both financially and on your organizations’ reputation.

o Contact all service providers that you have contracted and cancel (do this ASAP!) o Have you sold tickets? If so, how will you ensure that every purchaser receives a refund? o Have you collected RSVPS? If so, you need to email every RSVPd guest right away o Do you have guests coming from out of town? If so, you need to call these special guests

to explain the situation o Do you have sponsors? If so, you need to call the sponsor to explain the situation and

offer to return the sponsorship $ received for this event. Keeping sponsorship money for an event that you do not deliver is unethical and unprofessional.

For sending email notifications of an event cancellation – keep it broad and use “due to unforeseen or extenuating circumstances we have made the difficult decision to cancel the X event scheduled for X”.

If you are calling special guests and/or sponsors, you will need to disclose a little more information about why you decided to cancel – you can be specific, but don’t make it personal and never name names. Saying “Sally forgot to get a caterer so we need to bail” is unprofessional and is sure to drive away sponsors and special guests from any other events that your organization may plan in the future.

9 Ways to be a Professional Host

1) Dress to Impress – business events require business attire, even if you aren’t job searching or on a mission to expand your network you still need to blend with the crowd!

2) Be ready to talk to any and all guests – and do just that, work the room 3) Thank every single person for attending at least once – have your conversation starters and self-

intro well-rehearsed (1 min. max!) 4) Keep a volunteer assigned to the entrance – to welcome late arrivers, and fill them in on: coat

check, bar service, food options, schedule for the evening, what they missed, etc. 5) Remember that this event is not about YOU! Don’t assume that what you like is what your

guests will like – when it comes to food, music, etc. selections ask the vendor what is most popular or new to the menu.

6) Presidents… get on the mic! Even if you aren’t the event MC you need to say thank you formally to (1) sponsors, (2) event organizers, (3) the venue or other services you’ve contracted, (4) special guests/speakers and (5) the Sprott School of Business. This is also an ideal time to promote what next event and/or activity you have for your members!

7) Never leave before your guests do! 8) Ensure that your guests have everything they need to get home safely (directions, cab, taxi chits) 9) Send thank you cards or emails to (1) sponsors, (2) special guests/speakers, (3) Sprott faculty or

staff who helped plan and/or attended the event.

Applicable University Policies

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Even if these University policies do not impact the kind of event your organization is planning, it is imperative that you understand the clear boundaries that exist around student events. (click to open)

- Alcohol Policy - Advertising Policy - Student Events – Risk Management Standards - Gambling On Campus Policy - Student Rights and Responsibilities Policy - Building Authorities - Space Booking Policy - Carleton University Food Services Policy - Posting Policy (for poster locations on campus)

Section X: Key Contacts for Student Organizations

For What Department Contact Info / Helpful Links

Industry Professional Connections; co-sponsoring career-related events

Sprott BCMC Gilles LeBlanc, Manager BCMC

708 DT, #613-520-4416

Request for Resources Form

Alumni Connections; co-sponsoring alumni-related events

Sprott Alumni Jennifer Gray, Alumni Relations Officer

804 DT, #613-520-2600 x8099

Alumni Request Form

AV and/or tech requirements for on-campus events

Instructional Media Services Ims_conference_support@carleton.ca

232 Tory Bldg, #613-520-2600 x1850

Technical Guidelines

Food and beverages, catering services; linens at on-campus events; reservations at Baker’s Grille

Food Services https://carleton.catertrax.com/ for catering quotes and orders

bakers@carleton.ca for Baker’s Grill reservations

Furniture set up; extra receptacles at on-campus events

FMP MCC@carleton.ca for furniture quotes and requests

Price Listing

AODA accomodations, inclusive marketing, inclusivity approval

Equity Services equity@carleton.ca

613-520-5622, 503 Robertson Hall

General event planning assistance, inviting dean/faculty/staff, social media advertising; Sprott SWAG

Sprott UG Student Services Alana Brzozowski, Student Success Officer

710 DT, #613-520-2600 x2094

Request for Resources Form

On-campus venue rentals, outdoor reservations (will include room set/up and furniture requests)

Conference Services meet@carleton.ca (for venue rental requests)

613-520-5611, 172 Res Commons

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Table reservations in UC Atrium, reservations at Oliver’s, Mike’s Place, or Rooster’s

Carleton Student Associations

www.Cusaonline.com (for Olivers/Roosters)

613-520-6688, 401 UniCentre

www.gsacarleton.ca (for Mike’s Place)

613.520.2600 x8018, 2nd

Flr UniCentre

Advice re event risk management, and/or conditions; insurance coverage, waivers, contract review

Risk Management Tony Lackey

613-520-2600 x1473, 604 Robertson Hall

Rental of on-campus athletics facilities Athletics Mark DeBruyn

613-520-2600 x2101

Co-sponsoring social and/or athletic events being held on-campus (group tickets, etc)

Student Experience Office Will Johnson

613-520-2600 x2196, 430 Tory Bldg

Clarify any on-campus policy (alcohol, advertising, posting, space booking, gambling, etc)

Office of Student Affairs Ryan Flannagan

613-520-2573, 430 Tory Bldg

Request officer attendance, seek advice on event safety, request fire code capacities, etc.

Report emergencies

University Safety Mark Hargreaves

613-520-3612, 203 Robertson Hall

Report emergencies by calling 4444 from any on-campus phone or by calling 613-520-4444

All services for your organization’s banking needs

Carleton University Scotiabank

613-564-5363, 1st

Flr Patterson Hall

Section XI: Verification of Information Received

Confirmation of receipt of this handbook verifies that you will read and adhere to any and all of the parameters set out by the Sprott School of Business as they relate to the activities of your student organization for the 2014-2015 academic year. Outright defiance of these parameters may result in sanctions assigned by the Director of Student Affairs, Campus Safety, and/or the Associate Dean of the Sprott School of Business.