S.H.E.L.L.S. At THE BEACH Successful Higher Education Leadership Learning Skills
STUDENT ORGANIZATION PROGRAM PLANNING MANUAL
A manual to help student leaders become successful event planners and organizational leaders. Each chapter will take you from event conceptualization, to authorization, and then to actualization.
Office of Student Life and Development USU-215 California State University, Long Beach (562) 985-4181 http://www.csulb.edu/sld TABLE OF CONTENTS INTRODUCTION TO SHELLS Welcome to SHELLS! ...... 1 The Office of Student Life and Development ...... 2 Your Advisors as a Resource ...... 4 Student Organization Web Sites ...... 5 CSULB Principles of Shared Community ...... 5 Hazing ...... 6 PROGRAM PLANNING Program Planning Pointers ...... 7 Brainstorming ...... 9 Event Planning Checklist ...... 10 SCHEDULING AND APPROVALS General Scheduling Policies ...... 16 Program and Regulation Clearance Form ...... 17 Activities That Do Not Require a PRC ...... 19 Parking and Transportation Services...... 20 Security Clearance ...... 21 Work Orders for Tables and Chairs ...... 21 Contracts with Off Campus Agencies and Performers ...... 22 Associated Students Policy on Accessibility ...... 22 Food Sales on Campus ...... 23 Guidelines for Hot Food Preparation and Service ...... 24 Catering Services ...... 26 Alcoholic Beverage Service ...... 28 PUBLICITY AND PROMOTION General Publicity Policies ...... 30 Tips for Promoting Your Program ...... 31 Features of a Successful Flyer ...... 33 Tips for Inviting VIPs to Your Programs ...... 34 On Campus Publicity Resources ...... 35 EVENT LOGISTICS Who's In Charge? ...... 37 Volunteers ...... 37 Safety Considerations ...... 37 Outdoor Events ...... 39 Outdoor Amplification ...... 39 Cleaning Up ...... 40 FACILITIES Campus Scheduling Sites ...... 41 USU Floor Plans ...... 42 USU Room Capacities ...... 45 USU Room Setup Examples ...... 46 Diagrams of USU Meeting Rooms ...... 47 USU Facility Rates ...... 49 Audio Visual Equipment ...... 51
APPENDICES Glossary of Acronyms ...... 52 Directory of Offices ...... 52 Calendar of Selected Major Events 2008-2009 ...... 54 FORMS: Organization Registration Card ...... 55 CSULB Alcohol Regulation Compliance Agreement ...... 57 Program Regulation Clearance Form ...... 58 Sample Student Organization Timeline ...... 59 Sample Program Planning Checklist ...... 60 Sample Program Budget ...... 63 Sample Program Planning Evaluation ...... 64 Sample Program Participant Evaluation ...... 65
NONDISCRIMINATION CLAUSE
CSULB, in compliance with the Civil Rights Act of 1964 (Title VI and Title VII), Title IX of the Education Amendments of 1972, the Rehabilitation Act of 1973, the Age Discrimination Act of 1975 and the Americans with Disabilities Act of 1990 et al, does not discriminate on the basis of race, color, national origin, ethnicity, religion, sex, handicap, age or Vietnam era veteran status in any of its policies, procedures or practices; nor does CSULB discriminate on the basis of marital status or sexual orientation. This nondiscrimination policy covers all CSULB programs and activities, including employment.
In addition to meeting fully its obligations of nondiscrimination under federal and state law, CSULB is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual, without regard to economic status, ethnic background, political views, sexual orientation or other personal characteristics or beliefs. INTRODUCTION TO STUDENT LIFE AND DEVELOPMENT
WELCOME TO S.H.E.L.L.S.
S.H.E.L.L.S. stands for "Successful Higher Education Leadership Learning Skills." S.H.E.L.L.S. refers to this manual and all of the information contained in it, as well as to additional manuals designed by the Office of Student Life and Development (SLD). Any student organization officer who intends to plan events and activities for his or her group must attend the Orientation and Event Planning Workshop in order to reserve campus facilities and receive approval for campus events.
Students must sign up for the workshop in advance. Attendance will be taken at the workshop. Students who attend the workshop and who are eligible officers of a recognized CSULB student organization will be able to reserve facilities on campus. Because only a limited number of Orientation and Event Planning Workshops are scheduled each year, student event planners should reserve their placement early.
The names of the officers who attended the Orientation and Event Planning workshop will be forwarded to the University Student Union Conference and Events Center (USU CEC) (USU-221) and to the Associated Students Business Office (ASBO) (USU-229). These officers will be automatically eligible to sign Program and Regulation Clearance forms. Once approved by an advisor from SLD, these forms constitute a legal contract detailing an event or program for which the officer takes responsibility. These officers will also be eligible to seek "Associated Students, Incorporated (ASI) Fiscal Certification." Fiscal Certification allows a student organization officer to conduct transactions on grant accounts held with the ASBO. However, ASI Fiscal Certification is managed by the Associated Students, Inc. (ASI) (USU-311) and administered at the ASBO, not by the SLD Office.
In conjunction with the Orientation and Event Planning workshop, the material in this manual is intended to help you become successful event planners and organization leaders. You should be able to follow the topics in each chapter to take you from event conceptualization, to authorization, and then to actualization. Yet as comprehensive as we have made this manual, it cannot possibly respond to every issue that might come up with your event. Therefore, we begin this manual by introducing you to SLD, explaining the services that you are entitled to as organization leaders, and encouraging you to meet and consult with your SLD advisors regularly.
1 THE OFFICE OF STUDENT LIFE AND DEVELOPMENT
The mission of the SLD is: To develop and implement out-of-classroom programs and services that educate CSULB students about ethical leadership, cultural awareness, and positive social change. SLD strives to help all CSULB students make their campus life an enjoyable and worthwhile asset to their degrees. If you want to get involved, the SLD Office is the best place for you to visit!
Benefits of Involvement Make social connections and find a sense of community Make a positive difference on campus and in the community Develop transferable leadership skills Interact with faculty, alumni, business and community leaders, and experts in various disciplines Increase the likelihood that you will succeed in achieving your academic degree Gain exposure to potential career fields by collaborating with professionals and staff Enhance your resume with demonstrated skills valued by potential employers
Services Offered by SLD The Office of SLD participates in all aspects of campus activities. We not only support student organizations, we also conduct leadership training, we plan campus-wide programs, and we even administer student travel funds. Here is a comprehensive list of roles and services we offer: Recognize new student organizations and maintain official university records on student organizations. Register active student organizations in order to authorize university scheduling/publicity privileges for officers and committee chairpersons. Consult with student organization officers and assist them with program planning, organization development and personal leadership development. Supervise and support major student events such as conferences, cultural shows, distinguished speakers and career-related programs. Approve use of university grounds and facilities for student events and programs. Interpret and administer the CSULB "Regs," Regulations for Campus Activities, Student Organizations and the Campus Community. Administer travel funds for students participating in academically-related travel primarily for presentations at professional conferences. Promote opportunities for campus involvement through Orientation to Campus Life. Serve as consultants for new and innovative programs that respond to student needs and interests.
2 Lois J. Swanson Leadership Resource Center The SLD Office operates the Lois J. Swanson Leadership Resource Center (USU-314). The Leadership Resource Center (LRC) opened in the Fall semester of 1998 with the goal of providing meeting space, media and library resources, and workshops and programs to enhance the leadership development of CSULB students. The center continues to expand the services it provides to the University community.
Leadership Academy: The Leadership Academy is a series of workshops focused on cultivating leadership excellence by developing student leadership potential for practical and professional application. It is a three-part extracurricular, certificate-bearing program composed of workshops, community service and practical application. The total program time of the CSULB Leadership Academy is 25 hours. Each participant is given, at most, two years to complete the program. Many students have completed it in one semester. There are seven mandatory two-hour workshops and five one-hour elective workshops. There is no minimum GPA or previous leadership experience required to join the program. The Leadership Academy is open to ALL CSULB STUDENTS!
Resource Library: The LRC stores books, magazines, journals, audiotapes, videotapes, and CDs on a wide variety of leadership topics. To assist students in accessing leadership materials, the center also has technology resources, such as computers, printers, a scanner, a photocopier, TV/VCR, etc. However, this equipment is for use in the center only, not for check out.
Professional Conference Room: Use of the conference room can be scheduled directly from the LRC. However, priority for use of the conference room is for leadership activities.
Personal Development and Skill Builder Workshops: One-time leadership workshops are typically scheduled at the LRC conference room. Workshops on a variety of topics are presented on a weekly basis through the Leadership Academy, and a schedule of topics is available each semester. Popular topics in the past have included: professional etiquette, understanding your leadership personality type, designing organizational web sites, and diversity awareness.
Community Service: Service is a goal and a value of many student organizations. The LRC maintains a listing of community service opportunities for student organizations to browse. SLD also co-sponsors one major community service project each semester.
Teamwork The annual Teamwork retreat, co-sponsored by the ASI, is one of the most popular and anticipated programs on campus. Many students attend the retreat several years in a row. For a small fee, students attend a weekend-long training program on leadership and organizational development. In addition to professional training, the fee covers transportation to the facility, as well as food and lodging.
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3 YOUR ADVISOR AS A RESOURCE
All CSULB student organizations will have two advisors; an advisor from SLD and a faculty or staff advisor. The SLD advisor will be assigned in advance. However, the student organization leaders select their faculty advisor based upon the support or expertise that the advisor may offer their group. Advisors play an important part in fostering student organizations that function effectively and smoothly. By sharing personal experience and knowledge about the University, advisors assist organizations with meeting their goals. Advisors extend professional expertise in selecting, promoting, implementing, and evaluating an organization's activities. Often, valuable mentoring relationships can develop between advisors and students. The following points encompass the general concerns of the two kinds of advisors.
SLD Advisors Will Help to clarify your program goals and objectives Offer direction in evaluating those goals Help to plan your event and establish timelines for major programs Monitor and authorize your organization's program clearances Help to publicize your events Insure your organization's compliance with University policies and procedures Encourage the healthy financial condition of the organization through good fiscal management and record-keeping, in addition to monitoring and authorizing expenditures from your organization's ASI grants Generate ideas to enhance recruitment and retention of members Offer advice on how to deal with bureaucracy Teach leadership and organizational skills Assist in problem solving Give referrals and resources
Faculty/Staff Advisor Roles Faculty/staff advisors' roles are mutually negotiated. They may: Attend meetings and activities of the group Stay in close contact with organization officers Act as a sounding board for your ideas Give advice based on their expertise or academic discipline Offer advice on how to navigate departmental politics Consult with the SLD advisor about organizational plans, changes, or problems Help members fully participate, assume responsibilities, and maintain a balance between academic and co-curricular commitments 4 Help promote your organization to other students and faculty Provide a source of historical continuity for your group
Organization officers should seek a working relationship with their advisors in order to maximize the valuable roles that SLD and faculty/staff advisors can play. As early as possible, new officers should meet with their advisors to discuss the organization's mission and goals, mutual expectations, and areas where the advisor can offer the most help. Although the advisors may not be able to attend all meetings, officers should invite their advisors to one of the year's first meetings to greet new members and to explain their roles. Finally, before the end of the year, officers should meet with the advisors to discuss group progress, the effectiveness of the advisory relationship, and recommendations for the next set of officers.
STUDENT ORGANIZATION WEBSITES
Student organizations are encouraged to create websites for communication of programs, services and events. Such websites can be very useful in recruiting and communicating with members.
Some of the privileges of being a recognized student organization is that your organization can receive free web-hosting (or web space) and/or your website can be linked to the SLD website for all students to view. You can email our SLD Web Facilitator at [email protected] if you have any questions concerning your student organization website.
Once a website is designed, recognized student organizations are eligible to register their website and have it linked to the CSULB SLD home page. Please go to www.csulb.edu/sld and submit the “CSULB Server Space Request Form” online if your organization would like to have web space on the university server for a website.
CSULB PRINCIPLES OF SHARED COMMUNITY
California State University, Long Beach, takes pride in its tradition of maintaining civility and mutual respect toward all members of the University community. These are intrinsic to the establishment of excellence in teaching and learning. They also contribute to the maintenance of a productive workplace and an overall positive campus climate. CSULB also takes pride in the diversity of its student body and employees and affirms that this diversity enriches the work and learning environment of the campus.
CSULB affirms that members of the CSULB community have the right to work and learn in an environment free of discrimination. The University affirms the equal human worth of every individual and of distinctive groups of people, and fosters fair and equal treatment and access for all members of the university community. The University will not tolerate discrimination on the basis of race, religion, age, color, creed, gender, disability, sexual orientation, medical condition, national or ethnic origin, veteran status, or any other basis not
5 directly related to qualifications, unless specified by law. These principles are applicable in the administration of its educational policies, admission policies, employment policies, and in participation in university programs and activities or any other programs administered by the University.
In addition to meeting fully its obligations of nondiscrimination under federal and state law, CSULB is committed to creating a community in which a diverse population can learn, live, and work in an atmosphere of tolerance, civility, and respect for the rights and sensibilities of each individual, without regard to economic status, ethnic background, political views, or other personal characteristics or beliefs.
HAZING
Section 48900 of the Education Code
SEC. 4. Section 245.6 is added to the Penal Code, to read:
245.6. (a) It shall be unlawful to engage in hazing, as defined in this section. (b) "Hazing" means any method of initiation or pre-initiation into a student organization or student body, whether or not the organization or body is officially recognized by an educational institution, which is likely to cause serious bodily injury to any former, current, or prospective student of any school, community college, college, university, or other educational institution in this state. The term "hazing" does not include customary athletic events or school-sanctioned events. (c) A violation of this section that does not result in serious bodily injury is a misdemeanor, punishable by a fine of not less than one hundred dollars ($100), nor more than five thousand dollars ($5,000), or imprisonment in the county jail for not more than one year, or both. (d) Any person who personally engages in hazing that results in death or serious bodily injury as defined in paragraph (4) of subdivision (f) of Section 243 of the Penal Code, is guilty of either a misdemeanor or a felony, and shall be punished by imprisonment in county jail not exceeding one year, or by imprisonment in the state prison. (e) The person against whom the hazing is directed may commence a civil action for injury or damages. The action may be brought against any participants in the hazing, or any organization to which the student is seeking membership whose agents, directors, trustees, managers, or officers authorized, requested, commanded, participated in, or ratified the hazing. (f) Prosecution under this section shall not prohibit prosecution under any other provision of law.
SEC. 5. This act shall be known and may be cited as "Matt's Law" in memory of Matthew William Carrington, who died on February 2, 2005, as a result of hazing.
6 PROGRAM PLANNING
PROGRAM PLANNING POINTERS
Coordinating an event can be relatively easy, if you simplify the process. Once you have attended the Orientation and Event Planning Workshop, the following tips can help you to organize any task you might tackle in the future.
1. Establish Objectives for the Program Before getting started, work with your group to determine what you are trying to accomplish. Is the event educational or entertaining? Does it relate to your organization's goals?
2. Determine Your Audience Knowing your audience will focus your promotional efforts, expenditures, and timeline. Whom do you intend to serve? Will they attend? Does the audience consist of CSULB students only or the community as well?
3. Balance Your Budget If Associated Students, Inc., funds your event(s) you are allotted a certain amount of money to spend on particular programs. Will you have enough to cover your costs and not go into debt? Will you need to charge membership dues, hold a fund-raiser, sell tickets, etc. to offset the expenses? – See Sample Budget in Appendix
Keep all receipts and flyers (with ASI logos) for reimbursement purposes. Also, keep a balance sheet to log all expenses and income. – Refer to the S.H.E.L.L.S. Financial and Budgetary Guide for additional assistance
4. Contracts If you schedule a speaker or entertainer, be sure to complete a contract specifying the sponsoring organization (your group), the contracted party (i.e., speaker, entertainer, etc.), date, hours, place, fee, description of service, terms of payment, terms of cancellation and any other details upon which you have mutually agreed. If you are using ASI funds, the ASBO has standard contracts that they require (“Service Contract”, “Independent Contractor” and “Artist Agreement”). Also, a W-9 IRS form, EDD form and a Release of Liability form must be completed for each paid individual. - Refer to the S.H.E.L.L.S. Financial and Budgetary Guide for additional assistance 5. Make a Task List Generally things "to do” fall under these categories: room reservations, promotions (design, printing, distribution), food-planning, decorating, entertainment, registration, confirmation letters, parking permits, follow-up, contracts/payment (if you hire a speaker or need to reimburse someone), etc. Your type of program will dictate your tasks. Fill in the details for each of these categories to give you the "big picture.”
7 You will communicate better if you know what must be done. – See Sample Timeline in Appendix
6. Create a Committee No woman or man is an island. Ask for volunteers. If no one responds, you might consider approaching reliable people on an individual basis (or canceling due to lack of interest or involvement). Be specific about their tasks and the amount of time to accomplish them. Speak individually with committee members about your expectations, their expectations, and a potential need for a subcommittee.
7. Schedule Updates Plan to meet at a consistent time to update the group on the progress of each task. During the initial planning stage, you may want to meet every 2-4 weeks. As the event approaches, weekly meetings are a good idea. Schedule conflicts necessitate flexibility. If a committee member cannot attend a meeting, be available to discuss the program over the phone.
8. Team Approach Do what you can to motivate and foster team spirit. Conduct some icebreakers to create a more comfortable working environment. Encourage members to submit ideas or contacts. Give credit where it is due. If disagreements arise, speak with individuals privately or discuss the situation and solutions as a group or with your SLD advisor.
9. Logistics — Do As Much As You Can Prior to the Event Make a list and schedule of what needs to be done on the day of the event. Ask members to volunteer for one or several tasks, until all tasks are distributed. This is another great way to involve members. If you have the people power, do not put yourself in charge of a specific aspect of your event because you will probably need the flexibility to handle any problems, which may arise. Send letters confirming the date, time, place, parking arrangements and commitment of all contracted parties or call to confirm their presence at your event. Plan ahead - you may need tables, chairs, microphones, easels, paper, pens, food, cash boxes, packets to distribute (i.e., folders with agendas, maps, handouts), programs, T-shirts, registration lists, etc. Create a schematic map for the people who are setting up your tables. Consult others who have done similar programs. – See Sample Checklist in Appendix
10. On the Day of the Event All project committee members should know their roles prior to the day of the event. It is a good idea to have a welcome/registration table with name tags, pens, sign-in sheets and if necessary, programs and maps. Let your members know where you can be reached if any complications occur. If something unexpected happens, keep a cool head. Your members will take their cue from you. You may also need to distribute checks to contracted parties after they have completed their services.
11. Follow-Up As always, conduct a follow-up meeting to evaluate what was done well and what could have been done better. Take notes and file them for future reference. Write thank-you notes to guests and anyone who helped. Reimburse members for purchases. Keep a file of records to which the next year's officers may refer.
8 BRAINSTORMING
Is your organization lacking fresh ideas? Do only a few members do all of the talking during meetings? Does your group do the same activities the same old way every year? Brainstorming could be the perfect technique to revitalize your group and to get all of your members excited and involved. Brainstorming is a process of seeking to stimulate spontaneous, creative solutions to a given problem by sharing the ideas and suggestions of each member in the group. The more ideas your group can come up with, the better your choices will be! The rules for brainstorming are very simple. Make sure that the rules are explained thoroughly to each member and that that someone is in charge of facilitating the brainstorming process.
Creating an Atmosphere 1. Set a time limit, 10 to 20 minutes, depending on the size of the group and the intricacy of the issue. 2. There should be 3-15 people involved in order to generate as many ideas as possible. If you have more than 15, you can break into two or more smaller groups and brainstorm simultaneously. 3. It is preferable to have the group members facing each other during the brainstorming session. 4. Focus on only one issue at a time, and make sure that it is an issue that everyone can respond to. 5. At the top of a chalkboard or piece of newsprint, write the goal, problem or purpose for the actions the group will be brainstorming. 6. Give each person several minutes to think alone and write down some ideas. 7. Record all responses under the problem statement so that everyone can see them. 8. Record only key words and phrases, not verbatim. 9. Also, do not include the name of the person suggesting each point.
Rules for Brainstorming (explain and post for all to see) 1. Do not discuss ideas. 2. Do not judge, criticize, or praise any ideas. 3. Repetitions are okay. 4. Do not bother to raise your hand, just call out ideas. 5. Quantity counts. 6. Build on each other's ideas - "piggy-backing" is encouraged. 7. It is okay to be outrageous or silly. The wilder the ideas, the better. 8. Appreciate silent moments - great ideas can come from silent contemplation. 9 Making Use of Your Brainstorming List 1. If more than one group brainstormed simultaneously, post the lists near each other. 2. Group related ideas into categories. 3. Decide which ideas are most promising and which can be eliminated. Place a "plus" or "minus" mark next to each item. 4. Rank the most promising. 5. Of the ideas with the most potential and priority, make selections for implementation or for refinement by committee. 6. Be sure to make use of the brainstorm list. It is extremely gratifying for a group to see its ideas brought to life, yet it is also demoralizing when those ideas are completely discarded.
EVENT PLANNING CHECKLIST
Initial Planning 1. Establish goals for your organization and your events. 2. Identify your target audience. 3. Determine tasks for each cosponsor and/or each committee. 4. Determine possible facilitators, entertainers, and/or speakers. 5. Identify potential times, dates, and locations. 6. Plan the event budget. 7. Create a publicity plan. 8. Devise a timeline to complete each component of the event. * Remember that your SLD advisor is available to help you in planning your events and programs.
Pre-Scheduling 1.Determine the type of event (conference, workshop, performance, banquet, etc.) 2.Name the event for publicity purposes (e.g., “Flaming Torch Awards;” “Meet the Industries Expo;” “Spring Ceramics Sale”). 3.Estimate attendance. 4.Decide on date and time of the event, with alternates. 5.Determine means of publicity (flyers, banners, newspaper ads, radio announcements, etc.). 6.Resolve your security needs (Are you required by regulations to hire campus police, or will organization volunteers suffice?). 7. Decide whether you will need special parking arrangements and/or vehicle access. 10 8. Ascertain whether you will charge admission. 9. If charging admission, settle on a single fee or on variable admission rates (e.g., student rate, group rate, general admission, advance sale, at-the-door rate, etc.). 10. Determine whether you will be serving food and of what kind. 11. Decide whether alcohol will be served (see section on Alcohol on page 24). 12. Determine equipment needs (A/V equipment, podiums, staging and risers, flip charts, chairs and tables, trash/recycling, lighting, etc.). 13. Ascertain needs for rehearsal time, setting up, and cleaning up. 14. Determine extra rooms needed for support of event (coat room, registration, dressing room, prep. room, etc.). 15. If any, or all, of your event is outside, choose a "rain alternate" location.
Scheduling and Approvals 1. Contact the appropriate scheduling site and check on availability. 2. Meet with your SLD Advisor to pick up and fill out a "Program and Regulation Clearance Form" (PRC). 3. Return the PRC to the USU CEC and reserve on-campus facilities. 4. If your first choice of sites and times are not available, USU CEC staff can explain your options. 5. Arrange room setup and reserve equipment with USU CEC. 6. Your SLD Advisor will determine the deadline for finalizing the PRC so that you can plan any additional approvals and reservations. 7. If scheduling an alternate campus facility, obtain and complete the appropriate reservation forms and arrange your setup requirement. 8. If attendance at an event will meet or exceed 200, make arrangements with Disabled Student Services to secure an interpreter for hearing-impaired guests if necessary. You should use the following phrase on your advertisement to ensure that you arrange appropriate interpreters: “If special accommodations are required for attendance at this event, please contact: ______.” 9. If attendance will meet or exceed 300 (100 or more in the Soroptimist House), or alcohol will be served, your advisor will arrange a security consultation meeting with the Director of SLD and a University Police representative. 10. If necessary, fill out form(s) for special advertising (e.g., Marquee, display case, hanging banner) 11. If necessary, consult with Parking and Transportation Services and complete a "Special Event Parking Form." 12. If necessary, make catering arrangements with the Catering Office. 13. If tables, chairs and/or trash cans must be ordered, or if you need to have sprinklers turned off, for events outside of the USU/Soroptimist House, fill out a Facilities Management Work Order at the ASBO a minimum of one week prior to the event.
11 You will be charged for these services and must pay at the time you make the arrangements. Any other special requests of Facilities Management must be made with the assistance of your SLD Advisor. 14. If you need to hire performers for an ASI-funded event, complete a "Performing Artist Agreement;" and obtain an IRS W-9 form, a Report of Independent Contractor form, and a General Release of Liability for each performer with whom you are contracting. 15. If you need to hire speakers for an ASI-funded event, complete a "Speaker Contract;" and obtain an IRS W-9 form, a Report of Independent Contractor form, and a General Release of Liability for each performer with whom you are contracting. 16. If you need to hire specialized service providers (e.g., movers, game booth operators, lifeguards) for an ASI-funded event, complete a "Service Contract;" and obtain an IRS W-9 form, a Report of Independent Contractor form, and a General Release of Liability for each performer with whom you are contracting. 17. If you are being reimbursed for food purchases for an ASI-funded event, you must submit a “Hospitality” form to the ASBO. This form is basically a sign-in sheet for your event participants to sign if they receive food or beverages. 18. If you are seeking an exception to any publicity or scheduling policy, obtain the necessary signature(s) on the PRC. 19. If your event will include several components encompassing a large space (e.g., conference, banquet, festival), provide a diagram or map indicating landmarks and stations. 20. Turn in your completed PRC, with all additional forms and approvals, to your SLD advisor for final approval and processing. 21. Consult with your SLD advisor on any special forms, signatures, or documents needed to process your "Program and Regulation Clearance Form." For complex events, they should remind you of necessary details.
Budgeting 1. Estimate expenses for each component of the event and prepare a detailed budget 2. Determine whether the event will be co-sponsored by other groups or individuals; if so, get a sum of committed funds from each co-sponsor. 3. If additional funding is needed, consult with your SLD advisor to find out whether your event is eligible to seek ASI funds. 4. If eligible, make an appointment with your SLD advisor to prepare an ASI grant proposal. 5. Submit a grant application (with your SLD advisor's signature) to the ASI Treasurer, and verify your appointment to defend your request before the ASI Board of Control. 6. After the ASI Board of Control and the ASI Senate has had time to review your proposal (3 to 4 weeks), you will be notified by the ASI Treasurer whether your grant was approved. 7. Your grant account will be established and held at the ASBO. Notification will be placed in your SLD mailbox of the exact amount and account number of your grant. 8. As you make orders and purchases, keep all invoices and receipts. 12 9. Attach receipts and invoices to "Request for Payment or Purchase" forms (RPPs), and seek approval from your SLD advisor before submitting the RPPs to the ASBO. 10. Make sure to allow enough time for the ASBO to prepare checks (as much as ten days). You should not solely depend on ASI to fully fund your event. Fundraising by other means are necessary and crucial to the overall success of your event. Refer to the S.H.E.L.L.S. Financial and Budgetary Guide for additional assistance 11. If you intend to sell tickets to an ASI-funded event, you must arrange ticket sales with the ASI at least 3 weeks in advance of the event. Please note that because the ASI grant requests can take several weeks for processing and approving, you are advised to prepare your funding proposals several months in advance; the ASI never funds programs after they have occurred. Also, academic organizations are required to submit proposals to their appropriate college councils in accordance with their council’s allocation cycle.
Publicity 1. Make sure that the event PRC is finalized before proceeding with any publicity. 2. Compose advertising (flyers, posters, announcements, newspaper ads, press releases, etc.). 3. Make sure that the names of all organizations responsible for the event are included in the publicity. 4. If the event is ASI-funded, be sure that the publicity recognizes ASI support. 5. Include an English translation for any publicity written in another language. 6. Be sure that no event advertising includes any commercial solicitation. 7. Obtain SLD approval for publicity under the following circumstances: if the event is off campus if the event is sponsored or co-sponsored by an off campus group if you are using posters on stakes (SLD date stamp required) if you are using special event banners (SLD date stamp required) 8. Create a contact list of guests and invitees and prepare address labels. 9. Send out invitations to VIPs and special guests (see Tips for Inviting VIPs to Your Programs on page 30). 10. Arrange announcements and ads with newspapers and other media. 11. Post your flyers and posters, making sure to follow University publicity regulations.
Event Preparation 1. Determine the program format and draft an agenda. 2. Confirm volunteers and assign tasks for the day of the event (setup, registration, hosting, security, clean- up, etc). 13 3. Train volunteers, if necessary. 4. Type a list of members of each program committee and distribute to all leaders and volunteers. 5. If necessary, plan a menu and place a catering order. 6. If necessary, review Hot Food Safety Guidelines with your SLD advisor. 7. If your event is approved for serving alcohol, review the campus alcohol regulations. 8. Arrange transportation, parking, and a campus escort as needed. 9. Gather program supplies (decorations, printed materials, utensils, etc.). 10. If necessary, verify qualifications of service providers (e.g., lifeguard, self-defense trainer, language interpreter). 11. Compose bios and introductions for speakers and performers. 12. Conduct a safety and logistics walk-through with your SLD advisor. 13. Confirm Sign Language Interpreter and/or other support services from Disabled Student Services. 14. Have the event space and setup confirmed by the office responsible for scheduling that location. 15. Confirm event with other stakeholders, including: Leaders of cosponsoring organizations A/V equipment providers performers, speakers, and service providers caterers VIPs University Police Parking and Transportation Services Facilities Management Advertising venues (Marquee, newspapers, radio, etc.)
Event Day 1. Prepare directional signs to the event, if applicable. 2. Arrive early to verify equipment and room set up. 3. Ensure that volunteers are stationed to welcome people. 4. If necessary, prepare a registration/welcome table (cash box, sign-in sheet, name tags, pens, event brochures, etc.). 5. Verify quality of food and that hot food service meets University regulations. 6. Make sure that event organizers are easily recognizable and available to volunteers in need of urgent assistance. 7. Prepare and distribute program evaluation materials. 14 Post-Event 1. Analyze evaluations. (See Sample Evaluation in Appendix) 2. Send appropriate “Thank You” notes and acknowledgments. 3. Finalize all payments. Remember, reimbursements from ASI grants have fiscal deadlines. See your SLD Advisor for assistance. 4. Prepare program report for next year's event planner. 5. Depending on how much funding you have received from ASI, you may have to complete additional Post Event Assessment forms. See your SLD Advisor for assistance. 15 SCHEDULING AND APPROVALS
GENERAL SCHEDULING POLICIES
The following policies comprise a summarized version of CSULB scheduling regulations. For full details, see the "Campus Scheduling Policies and Procedures" brochure, or see Regulation V in the Campus REGS: Regulations for Campus Activities, Student Organizations and the University Community.
1. Scheduling Procedures For student organizations, scheduling an event requires a fully approved and finalized "Program and Regulation Clearance" (PRC) form, which is available from an SLD advisor. The approved PRC constitutes a contract with the University that must be filed with the USU CEC in order to confirm a facility reservation.
Registered student organizations may schedule facilities through the USU CEC no earlier than one year in advance, with a maximum of six events scheduled at a time. In addition, no programs may be scheduled during a final examination period.
2. Scheduling Deadlines The following deadlines for filing of forms, completion of program details, and approvals and payment of fees must be met before the program can be confirmed. Failure to meet these deadlines will result in automatic program cancellation. Major programs, concerts, speakers, conferences o Four weeks prior to program
Workshops, seminars, events being catered, hot food sales, student filming o Two weeks prior to program General meetings, bake sales, information tables o Five working days prior
3. Maximum Number of Scheduled Events Campus organizations may have six reservations on the university calendar at one time in addition to weekly business meetings. The Soroptimist House may be scheduled one Friday, Saturday or Sunday per month, and regularly scheduled Monday through Thursday. The USU may be scheduled six times per month. Reservations by campus organizations and departments for the Soroptimist House and USU will be accepted up to one year in advance.
4. Cancellations Cancellations for CSULB groups must be made at the USU CEC prior to the event date. To avoid late charges for the USU or Soroptimist House, meetings must be canceled at least three (3) business days prior, and minor/major events must be canceled at least 10 business days prior. If a confirmed reservation is canceled less than 72 hours prior to a scheduled event in the USU or the Soroptimist House, the responsible organization will be charged all personnel costs. If a confirmed reservation is not canceled and the event does not take place, the organization is liable for payment of all costs itemized on the confirmed Event Reservation form. For cancellations by off-campus groups, refer to the USU Operating Manual.
16 5. Closing Hours Scheduled programs and events end at midnight (11 p.m. in the USU) Sunday through Thursday, and at 1 a.m. (12 a.m. in the USU) Fridays, Saturdays and days preceding a holiday. The building or facility must be cleared by these hours. The USU is closed on Sundays.
6. Scheduling Violations Individuals or organizations in violation of scheduling policies, to include physical damage to any facility, will be required to have a conference with SLD staff and/or the venue operator. If the violation occurs in the USU or the Soroptimist House, the conference will be held with the USU director or associate director. The organization will receive a written warning and a charge to cover restitution for damages. Restrictions on the use of facilities may also be imposed or other sanctions as appropriate to the violation. Scheduling violations which also violate student conduct and discipline regulations will be referred to the director of Judicial Affairs.
PROGRAM AND REGULATION CLEARANCE FORM
Prior to reserving campus facilities, advising must be arranged with an SLD advisor or the assistant dean of students. At that time, a Program Regulation and Clearance Form (PRC) will be provided. A PRC is a contract between you, the event planner, and the University. The PRC must be completely filled out and approved prior to the event. All major programs will require additional approval. Officers wishing to schedule Bake Sales, General Meetings and Information Tables may contact the USU CEC directly. A PRC is not required in these instances.
It is your responsibility to complete the "Program and Regulation Clearance Form" (PRC) and have it signed by your SLD advisor (and any other appropriate University officials as deemed necessary), after you have reserved your room through USU CEC. Your reservation will not be confirmed until you have returned the approved PRC to the USU CEC. It is at this point that you can start advertising your event. 1. Sponsoring Organization: Write out the name of the organization. Greek letters or acronyms (SSCA or NSBE) are not necessarily recognizable to everyone.
2. Name of Program: Provide a descriptive title for the event you are sponsoring.
3. Type of Program: What kind of event is it? Bake sale? Lecture? Conference? Prayer meeting?
4. Description of Program: This information should be as detailed as possible. It is mandatory that you give the complete name, position, and company/affiliation of the speaker or performer. Also, provide a description of what will actually be taking place at the event.
5. Event Date/Time/location: Make sure to clearly describe your facility reservation.
6. Estimated attendance: Often it is determined by the room size and room set up; nevertheless it can be difficult to estimate attendance for some events. For example, a bake sale provides more of a service to people as they pass by. For an event such as this that does not require a large set up but may serve many people over a time period, you may simply indicate "many" as your estimated attendance.
7. Open or Closed to Public: You must state whether the event will be open or closed to the general public. In other words, will non-CSULB students, faculty and staff be invited to attend your event? 17 8. Advertising: Select what type of advertising you are planning for both on and off campus.
9. Fundraising: You must specify, before your event, the fee structure you will be charging and where the proceeds will go. If you are using ASI funds to sponsor an event where revenue will be generated, you must adhere to ASI fiscal policy as it relates to fundraising. If your event is funded by the ASI you will receive an invoice after your event by the ASBO, which will be placed in your student organization mailbox. Student organizational events not funded by the ASI must pay their reservation fees 2 weeks prior to their event. Failure to pay for services may result in loss of scheduling privileges.
10. Parking: Arrangements can be made for guest speakers/performers coming to campus. Your SLD advisor has a form (Special Event Parking Information Form) that you fill out and take to Parking and Transportation Services.
11. Security: The sponsoring organizations are responsible for providing volunteers to work their event. The number of volunteers is determined by the complexity of the event and must be approved by the SLD advisor. Programs with anticipated attendance of 300 or more, or 100 or more at the Soroptimist House, or those which warrant crowd control precautions, or student events where alcohol is served, will be required to obtain approval from University Police and the Director of SLD.
12. USU Conference and Events Center Staff: This area is reserved for USU CEC Staff.
13. Program Advising: This area is reserved for your SLD advisor's comments, recommendations, and special instructions. In some cases, event insurance may be required based on your SLD advisor’s consultation with Safety and Risk Management. In addition, your SLD advisor may request to see a copy of your advertisement.
14. Exception to Policy: Your SLD advisor and/or the USU CEC will inform you when part of your program calls for an exception to policy. All exceptions must be signed off by an SLD Director/Assistant Director. Exceptions are not regularly approved.
15. Signatures and Clearances Needed: This box is very important. Your SLD advisor will check the areas from which you need to get clearance signatures. Your SLD advisor will not sign off until this process is complete. While some events are simple to coordinate and do not require a detailed contract, others may require additional meetings and/or signatures.
16. Signatures: The student making the reservation must sign and print their name, and provide their phone number and email address before the SLD advisor will sign off. By signing this PRC form the student is agreeing to abide by the rules and regulations set forth by the Campus Regs. The student listed on the PRC is the only person who can make any changes or requests prior to or during the event.
17. Final Approval: This is perhaps the most important area on the PRC. The SLD advisor will sign approval only after all details of the event contract are completed. The facility reservation is not confirmed until this area is signed. Also, organizations may not begin advertising their event until the PRC has been approved and processed by the USU CEC.
18 ACTIVITIES THAT DO NOT REQUIRE A PRC
Some events are simple to coordinate and do not require a detailed contract. Events and activities that can be scheduled without a PRC include weekly business meetings, information tables, and bake sales. While a PRC is not required, students who schedule these kinds of events must still have attended the Orientation and Event Planning workshop.
NOTE: Currently, students can book meeting rooms for General Meetings online via the USU CEC website www.csulb.edu/studentunion. In order to utilize the USU CEC’s on-line process you must attend the Orientation and Event Planning workshop and then get access information from USU CEC.
Weekly Business Meetings/General Meetings Weekly business meetings are held to conduct the normal planning and administrative tasks of an organization. A PRC is not necessary unless the organization intends to use its regular meeting times to hold workshops or receptions.
You may reserve rooms within the USU or a classroom for weekly business meetings because these facilities can be reserved for an organization on an ongoing basis without override from another individual or group. Complete the semesterly meeting room request form and submit it to the USU CEC to reserve a room one semester at a time. Academic courses have priority for all classroom reservations, yet a student organization's preference will be accommodated, if possible.
Information Tables Information tables are used to promote an organization, to recruit new members, and to publicize upcoming events and activities. They are typically set up in high pedestrian traffic areas on campus. Information tables, which do not require a PRC, may be reserved through the USU CEC in the following locations: (a) in the area between Faculty Office Building 1 and Lecture Halls 150 and 151, exclusive of the north and south walkways; (b) the patio area between the Women’s Gym and Engineering 1; (c) the area immediately north of Technology Education 2; (d) the Main Library Patio east of the main walkway; (e) near the wall of the Science Lecture Hall between Peterson Halls 2 and 3; (f) the LA-5 Patio; (g) the Psychology Building quad; (h) the College of Business Administration East Walkway; (i) west wall of the Multicultural Center
Information tables in any other location will require a PRC and the approval of your SLD advisor. Information tables in areas in or around the bookstore, food court, or USU will require the additional approval of an appropriate manager from those facilities.
Information tables must be staffed by at least one organization representative throughout the duration of the reservation. Because University Police monitor the activities of off-campus solicitors, it is recommended that you have a copy of your reservation at the information table in order to readily document your approved status.
19 Bake Sales Sales of simple foods, which do not require special heating or refrigeration, are easy to coordinate. Saleable items, which fall under "Group One Foods", include: prepackaged foods and beverages, baked goods, and fresh fruit (fresh flowers may also be sold except during University Commencement Ceremonies). A PRC is not required as long as Group One foods are sold in pre-approved locations (the same locations listed above for information tables). Any other kind of food, or any other scheduled location demands a completed and approved PRC. Nevertheless, a bake sale must be scheduled through the USU CEC.
For information on more elaborate food sales, see the "Food Sales on Campus" section later in this chapter.
PARKING AND TRANSPORTATION SERVICES
Specific parking arrangements can be made through the Parking and Transportation Services Office. Your SLD advisor can give you a "Special Event Parking Form." This form must be completed and arrangements must be confirmed at least two weeks in advance of the event. Depending on the complexity of the event, Parking and Transportation Services may need even earlier notice; so parking arrangements should be decided as early as possible. Also, any necessary parking arrangements must be made before your PRC receives final approval.
Parking permits can be obtained for a small number of guests or VIPs. Organization representatives can pick up the permits and mail them to event guests, or the permits can be made ready for pick up by guests at the Visitor Information Center on Beach Drive.
Charter/School buses must make their drop off at the East Turnaround on East Campus Drive and State University Drive. If they need to park on campus they must do so at Parking Lot 11 or 14. Charter buses must pay for parking while state buses (yellow school buses) can park for free. Day Permits must be purchased for each vehicle space a charter bus will take up (usually four spaces).
Additionally, one or more parking lots can be reserved when large numbers of off-campus guests are expected. As an additional service option, an organization can request that a parking attendant provide lot access from a prepared guest list. Keep in mind, however, that Parking and Transportation Services reserves the right to refuse lot reservations, if doing so could significantly interrupt parking access to students and faculty.
The complexity of parking needs and the number of additional staff required to work during a major event will affect the cost of parking services. Consult with Parking and Transportation Services staff to determine fees in advance.
20 SECURITY CLEARANCES
The following policies comprise a summarized version of CSULB event security regulations. For full details, see Regulation VII in the Campus REGS: Regulations for Campus Activities, Student Organizations and the University Community.
It is in the best interest of the student event planner to provide accurate and complete information about his or her program on the "Program and Regulation Clearance Form" (PRC). A fully completed PRC will enable the SLD advisor to provide helpful and detailed guidance on implementing events and activities. The student who provides the "Authorized Signature" on the PRC (and who has attended an Orientation and Event Planning Workshop) will be held responsible for any charges for extra University personnel (e.g., parking attendants, wait staff, security guards, property damages, facility fees, clean up, or other costs related to the event.)
Additional clearances from University Police and from the Director of SLD will be required when the event (a) has an anticipated attendance of 300 or more, or 100 or more in the Soroptimist House, (b) will include beer and/or wine service, or (c) will warrant crowd control precautions. Your SLD advisor will coordinate the approval process, and a consultation meeting with University Police and other administrators may be required.
Admission cut-off time occurs when the anticipated maximum capacity for an event is reached. Admission must be monitored by responsible organization members at the event. In addition, University Police have the authority to monitor any event on campus, and they may also terminate any event that is deemed a threat to safety and security. In this regard, organization representatives must cooperate with the decisions of University Police and University administrators.
The Chief of University Police may require that one or more police officers and/or security guards be hired to monitor the event. The sponsoring organization will be responsible for paying any additional personnel costs.
WORK ORDERS FOR TABLES AND CHAIRS
For events in the USU, Soroptimist House or the Terraces, tables and chairs can be requested and reserved through the USU CEC.
For those events that will be held in locations where tables and chairs are not sufficiently available (i.e., outdoors), students may go through Facilities Management. Students must go to the ASBO and fill out a Facilities Work Order. The form must be completed where indicated, and the students must specify the number of tables and chairs, as well as delivery and pick-up times. Fees for the reservation may be paid at the same time with the ASBO.
21 CONTRACTS WITH OFF-CAMPUS AGENCIES AND PERFORMERS
Sometimes, the ASI grants funds to a student organization to co-sponsor an event where off campus persons will provide entertainment or service. In these cases, a contract must be drawn. Depending on the work involved, the student organization may be required to complete either a "Speakers Contract”, a "Performing Artist Agreement" or an “Independent Contractor’s Agreement”. In addition, “Federal IRS” (W-9), “State Report of Independent Contractor” (EDD), and “Insurance Release and Hold Harmless Agreement” forms must be obtained and submitted for each person who will be paid from the contract. A contracted agency or individual may also be required to provide a certificate of insurance. Due to the complexity of contracts, your SLD advisor will guide you through this process.
These contracts and forms must be completely filled out along with an RPP and submitted to the ASBO PRIOR to the event where the services will be provided. Remember, it can take up to 10 days for a check to be cut from the ASBO so keep this in mind if the contactor is expecting to get paid for their services on the same day they perform.
ASSOCIATED STUDENTS POLICY ON ACCESSIBILITY
It is the goal of the Associated Students, Inc. that no program or activity funded by ASI exclude from participation, deny benefits to, or subject to discrimination any individual solely because of his or her disability. To this end, ASI requires that organizations receiving grants take affirmative steps to provide reasonable accommodations in all facilities and services to the known physical or mental limitations of any individuals wishing to participate.
For ASI funded events that have an anticipated attendance of 200 or more students, student organizers must arrange with their program advisor to have a qualified interpreter or transliterator provide access for hearing impaired attendees. The grant award may cover costs for this service. This requirement shall apply to programs such as lectures, seminars, workshops, and guest speakers. It shall not apply to concerts or other musical events unless there are significant speaking parts included as part of the event.
You should use the following phrase on your advertisement to ensure that you arrange appropriate interpreters: “If special accommodations are required for attendance at this event, please contact: ______.”
Tips on how to implement ADA (Americans with Disabilities Act) policies can be acquired from: Disabled Student Services, BH-270 (562) 985-5401 www.csulb.edu/dss
22 FOOD SALES ON CAMPUS
If your organization is planning on serving or selling food to your organization members only, there are no restrictions except to follow basic safe food handling procedures. See the Guidelines for Hot Food Preparation and Service section below for further detail.
If your organization is planning on serving or selling food to non-organization members (the general on and off-campus community) then you must attend a “Hot Food Handling” workshop prior to the event. These workshops are conducted by an Environmental Health Specialist from the City of Long Beach’s Department of Health and Human Services. SLD coordinates these workshops and registers students to attend. Due to the complexity of these types of events, please see your SLD Advisor for assistance.
Food sales shall be permitted on campus subject to regulations by the University President as to time, place and manner and the California Health and Safety Code. Food sales in violation of established campus directives and the Health and Safety Code are prohibited and subject to termination and/or restrictions placed on the organization or persons involved.
Time: Monday through Friday, 8 a.m. to 9 p.m. (maximum of 4-hour blocks of time)
Place: In the area between Faculty Office Building 1 and Lecture Halls 150 and 151, exclusive of the north and south walkways; the patio area between the Women’s Gym and Engineering 1; the area immediately north of Technology Education 2; the Main Library Patio east of the main walkway; near the wall of the Science Lecture Hall between Peterson Halls 2 and 3; the LA-5 patio; the Psychology Building Quad; the College of Business Administration East Walkway; the designated area west of the main entrance to the Family and Consumer Sciences Building,; and the designated area next to the grass, north of the SS/PA Building. Contact SLD, for approved locations for Group Two Foods as described below.
Manner: Food sales are permitted which do not interfere with classes in session or obstruct the free flow of pedestrian or vehicular traffic and which are carried out without shouting, voice amplification or other loud noise, and without provocation, harassment or disturbance of persons in the area. Preparation or storage of food in private homes is not permissible. For the protection of the health and safety of the campus community and guests, the sale and distribution of food as covered under this regulation will be carried out in compliance with the City of Long Beach Health Department, Bureau of Environmental Health, whose personnel may inspect campus food sales at anytime.
Group One Foods: Group One Foods usually approved for regulated sales are prepackaged foods and baked goods not requiring refrigeration or heating. In addition, packaged candy, fresh fruit, canned soft drinks and flowers may also be approved. Events in this category (involving food sales) may occur no more than three (3) days in a 90-day period for each group or organization. Contact the USU CEC for the Student Organization Vendor Permit.
23 Group Two Foods: Group Two Foods are those requiring heating or refrigeration. These perishable foods are capable of supporting rapid growth of microorganisms, which can cause severe illness. Care must be given to the storage, preparation and serving of these foods. Group Two Foods usually approved are hot dogs, hamburgers, tacos and the like. The distribution (selling or giving) of these foods must be limited to group or organization members and their guests. Distribution of Group Two Foods to the general student body or to the general campus community, including visitors-at-large, is permitted only as follows. A minimum of one student per organization must complete and pass the City of Long Beach Health Department workshop, offered through SLD, to provide Group Two Foods. The student(s) who successfully completes the workshop must be in attendance for the entire event during which the food is made available. Foods prepared by one of the campus food services for student organization distribution or sale may also be approved. Successful completion of the City of Long Beach Health Department workshop is valid for one academic year, July 1 through June 30. The maximum serving time for any Group Two Food is four (4) hours. Guidelines and Procedures for Hot Food Preparation and Serving and the necessary approvals are available in SLD.
Group Three Foods: Group Three Foods are those packaged or requiring heating or refrigeration but which are to be distributed or sold over a period to exceed four (4) hours. In addition, it is often requested that these foods be distributed with other foods, possibly as a part of a major campus event such as Kaleidoscope or Homecoming. These special event food sales may require a Temporary Food Facilities Permit, which includes compliance with temporary food stand specifications from the City of Long Beach Health Department. Contact SLD for more information.
GUIDELINES FOR HOT FOOD PREPARATION AND SERVICE
If violations of the following guidelines are observed in a food preparation/serving area, SLD reserves the right to prohibit further food service and/or sales until corrective action has been taken by the sponsoring organization.
Safety 1. Provide an isolated, secure area away from the flow of traffic. The area should be roped off and should have a safe, nonflammable surface. 2. Have well spaced and properly designated areas for safety equipment, preparation, cooking, and serving. 3. Provide running water at or near the program site, or a minimum of a 1/2-gallon of bottled water. 4. Keep all electrical cords covered and check to see that cords and plugs are in good condition. 5. Make sure there are no dangling electrical cords. 6. Have a minimum 2A10BC-rated portable fire extinguisher on site. 7. If using a charcoal grill, it must be kept away from public access and be a minimum of 10' from any booth or table and a minimum of 15' away from any permanent structures. 8. Any table coverings used must be flame retardant. 24 Food 1. Avoid overfilling containers with foods and be especially careful of hot foods. 2. Open pot lids and steamer doors away from you and others. 3. Warn others of hot surfaces.
Preparation 1. Store all food and food containers off the floor or ground. All food handling and preparation must take place within the food booth unless the food comes from another APPROVED SOURCE (e.g. Costco, restaurants, etc…). 2. No food offered for sale, sold, or given away to the public may be stored or prepared at a private residence. 3. Maintain the cleanliness of food and preparation areas at all times. Wipe up spills immediately and keep the preparation site sanitized. service area clean. 4. Persons preparing foods must be experienced at food handling and preparation. 5.Foods should remain cool until they are to be cooked or served. Hot foods must remain at the desired serving temperature and not be allowed to cool. 6. All back-up or perishable foods must be refrigerated.
Serving 1. Servers must maintain cleanliness of utensils and themselves at all times. 2. Servers must wear aprons and keep their hair confined. 3. Foods that come into contact with servers' hands should be protected from contamination by the use of plastic disposable gloves. plastic disposable gloves. 4. Metal tongs, spatulas, and serving spoons should be used whenever possible to serve food or to move food from one container to another. 5. The serving areas need to be maintained in a safe and sanitary manner at all times.
Structural Requirements 1. All booths must be entirely enclosed with four complete sides, a top and a cleanable floor (concrete is acceptable). The top of the booth must be made of a solid material. The sides may be solid or constructed of a 16 mesh screening material. Doors and food service openings must be equipped with tight-fitting closures to minimize the entrance of insects or airborne contaminants. Pass-thru windows (openings) may be a maximum of 432 square inches. 2. Food operations that have an adjoining barbecue operation should have a pass-thru opening at the rear or side of the booth. 3. BBQ Grills should be located outside of the enclosed booth area.
Food Temperature Control 1. All potentially hazardous foods must be maintained at a temperature of 41°F or below for cold foods or 135°F or above for hot foods. 25 Food Handling 1. All food handlers shall wash their hands with soap and water prior to the start of food preparation or serving activities. This should be done at regular intervals and especially after smoking, eating, drinking, using the restroom, handling raw animal product and/or any other activity that may contaminate the hands. 2. If gloves are worn they should be changed at regular intervals and when gloves are removed for any reason they must be replaced. Hands must be washed prior to putting gloves on and also every time gloves are changed.
Food Storage 1. All food must be stored in approved containers so as to prevent any type of contamination, exposure to the elements or the ingress of rodents or other vermin, and temperature abuse. 2. All food items, including soda cans, food condiments, utensils, plates, napkins, etc., must be kept inside the food booth at least 6 inches off the ground at all times.
Sinks 1. Each booth must have access to a 3-compartment sink with hot and cold running water for the purpose of washing utensils. Use of the sink at Surf City should be requested one day in advance. You must provide at least two sets of serving and/or cooking utensils as access to the sink at Surf City is difficult. 2. All booths that handle or prepare unpackaged food must have a hand washing station set up inside the booth. A “gravity feed” system consisting of a water tank, a catch basin for the wastewater, liquid hand soap and single use paper towels will be acceptable.
Wastewater 1. Water and other liquid wastes, including waste from ice bins and beverage dispensing units, must be contained in, or drained into, a leak-proof container. 2. Liquid waste must be disposed of into an approved sanitary sewage system or holding tank. Liquid waste SHALL NOT be discharged to the ground or into the storm drains. Use bathroom toilets to dispose the liquid waste. NOTE: You may check out an approved enclosed canopy, food thermometer, and fire extinguisher from SLD.
CATERING SERVICES
The only entity on campus to hold the proper licenses to prepare, serve, and sell food or alcohol is the Forty- Niner Shops. Therefore, student event planners are required to seek the permission of authorized Dining Services staff to provide catering to student programs or to seek exemptions to Dining Services policies. The only exceptions to this are bake sales and food service events in the USU and Soroptimist House. Because the USU and the Soroptimist House are owned and operated by the Associated Students, Inc. recognized student organizations may seek catering contracts with other agencies, with the approval of their SLD advisors.
In the case of programs serving only light refreshments (i.e., non-alcoholic beverages and snack foods that do not require special handling) additional approvals and contract specifications are not required by the University.
26 Planning your Event In addition to your SLD advisor, the catering manager of Dining Services will help you in selecting a menu and in planning your function. Catering Services offers a wide variety of menu selections; for an additional cost, catering personnel will be glad to design a customized menu, while seeking to work within your budget. You should contact Catering Services no later than two weeks prior to your event.
Have the following information ready when you meet with Catering Personnel: Name of group Contact person Phone number of contact person Date of event Estimated attendance Serving time Vacate time (Will you have a program prior to or after the meal?) Location Special requests (e.g., vegetarian plates)
Contracts A contract will be prepared for you. Please check the contract for accuracy on date, time, and location. Call the Catering Office if you have questions regarding your contract or if changes need to be made.
Menu Selection To guarantee your menu, serving time, and selection, Dining Services must be notified two weeks in advance. Menus chosen less than two weeks prior to the event will be based upon availability.
Time Limit on Catered Meals Breakfast and lunch functions are scheduled for up to two hours. Dinner functions are scheduled for three hours. Functions extending beyond these time frames will be assessed additional fees.
Final Counts Final counts are due two (2) weeks prior to your event. If you do not call in your final count, Dining Services will use the estimated attendance on your initial contract and charge you that amount. Dining Services will prepare meals for an additional five percent above the final count.
Service Charge A 15% service charge will be assessed to any event requiring a server. Student organizations are tax-exempt, and therefore, will not be charged sales tax.
Billing Student organizations are required to pay 50% of all estimated fees up front. The remaining balance is due no later than three days prior to the scheduled food service event.
27 Drop-off/Deliveries At the time of food delivery, someone from the organization must be available to receive and sign for the order; otherwise, your order cannot be dropped off. In some cases, a delivery fee may be applied.
Cancellations If you need to cancel a catered event, you must give Dining Services at least 48 hours notice. Late cancellations will result in billing for any costs already incurred by Dining Services.
Unused Food Food left over from a catered function is the property of Dining Services and cannot be issued to guests after a function. This policy complies with health regulations.
ALCOHOLIC BEVERAGE SERVICE
The sale and consumption of alcoholic beverages pose a significant risk to University liability and to the safety of event participants. Therefore, approval of alcohol service will be made only under exceptional circumstances. Unless worthwhile benefits to event success can be identified, student event planners are discouraged from pursuing alcohol clearance.
The following policies comprise a summarized version of CSULB alcohol regulations. For full details, see Regulation XI in the Campus REGS: Regulations for Campus Activities, Student Organizations and the University Community.
Registered student organizations may serve alcohol only at "approved group sponsored events." Approval will normally be limited to functions in the USU, the Soroptimist House, or the Chartroom.
Necessary Conditions of "Approved Group Sponsored Events" In promoting events, alcoholic beverages may not be referred to in publicity, including signs, fliers, mailing and media announcements (including websites and internet advertisements). Use of such words as "beer," "brew," "kegs," "wine," "cocktails," "open bar," "booze," "mixed drinks," "spirits," etc. is prohibited. Illustrations must not make reference to alcoholic beverages (i.e., no pictures of kegs, cocktail glasses, beer mugs, etc.) Alcoholic beverages generally may not be consumed on campus except at sponsored events and, at student-sponsored events, with specific approval of the Dean of Students Office, USU- 219B, phone (562) 985-8670, and the Forty-Niner Shops Director of Food Service or his/her contractor/designee, phone (562) 985-8898. Alcoholic beverages may only be consumed on University premises that have been licensed by the Department of Alcoholic Beverage Control or on other University premises at "approved group sponsored events." Sponsors of such events must obtain prior written approval. Approval normally will be limited to events in such areas as the USU, the Soroptimist House, the Chartroom, Carpenter Performing Arts Center, and Earl Burns Miller Japanese Gardens. All of the following conditions shall prevail with respect to "approved group sponsored events": o Attendance shall be limited to members of the sponsoring group and their invited personal guests.
28 o The event shall not be advertised or promoted to the public or the University community as an event where alcoholic beverages will be served. The Chair of the event and the sponsoring organization and officers are responsible for compliance with applicable state and municipal laws and regulations, and California State University's system policies. No persons under 21 years of age, nor persons obviously intoxicated shall be furnished, served, or given an alcoholic beverage (reference: California Business & Professional Code 25658). Any person under the age of 21 years old who presents or offers false or fraudulent identification for the purpose of obtaining alcoholic beverages is guilty of a misdemeanor (California Business & Professional Code 25661). Any person under the age of 21 years old who purchases or consumes alcoholic beverages is guilty of a misdemeanor (California Business and Professional Code 25658). There shall be no sale or serving of alcoholic beverages except pursuant to a valid license or permit issued by the Department of Alcoholic Beverage Control to the Forty-Niner Shops, Incorporated. Sale means to exchange any consideration for alcoholic beverage. Sale also includes an “admission charge” to an event where alcoholic beverages are served exclusively to those who pay the charge. "Consideration" includes money, tickets, or tokens, or chits, which have been issued in exchange for money or anything else of value (California Business and Professional Code 23025). The use of donated alcoholic beverages must be approved by the Forty-Niner Shops Director of Food Service, or his/her contractor/designee, prior to the event, phone (562) 985-8898. All requests for service of donated beverages must include a letter from the donor. Keg beer is not permitted for use by student organizations. Sale or service of alcoholic beverages may not begin before 11 a.m. Non-alcoholic beverages shall be available at all times when alcoholic beverages are served. Should the availability of non-alcoholic beverages end before the designated service time expires, the service of alcoholic beverages will also terminate.
Procedures At events where alcohol would be served, Scheduled Certified officers must submit an approved "Beer and Wine Clearance Request Form" in addition to their PRC. The form must be submitted at least seven (7) business days prior to the event.
The form must be approved by the Director of Dining Services and by the Assistant Dean of Students. Dining Services shall have authority for monitoring and serving beer or wine at any event for which the approval has been granted.
29 PUBLICITY AND PROMOTION
GENERAL PUBLICITY POLICIES
Student organization leaders are advised to plan publicity for their events well in advance. Spreading the word about your event is an integral part of program planning. Your efforts in this area greatly influence the attendance of your event. The following information will help you to focus your promotional campaign. However, publicity for an on-campus event may not be distributed until the event is scheduled, confirmed, and approved.
The objective of these regulations is to provide a university environment of order, cleanliness and safety. Cooperation is needed to help maintain a campus that is attractive and pleasant for students and visitors and will also provide effective publicity for campus events. Organizations currently registered with SLD, and committees, commissions and individual students, faculty or staff members are allowed to publicize on-campus events, in compliance with university regulations. Off-campus groups may not publicize on campus without prior approval.
The following policies comprise a summarized version of CSULB publicity regulations. For full details, see the "Campus Publicity and Posting Regulations" brochure, or see Regulation VI in the Campus REGS: Regulations for Campus Activities, Student Organizations and the University Community. Identification of Publicity All publicity must state the sponsoring organization, name of program and date, time, location and contact information for the event. Any materials not so identified may be removed. Publicity written in any language other than English must also contain an English translation.
Commercial Solicitation For student organizations, commercial solicitation is prohibited unless prior written authorization has been obtained from the SLD Office. Recognized student organizations may request permission on a Program and Regulation Clearance form (PRC), which must be approved by the Director of SLD. Permitted solicitation will be subject to regulation of time, place, and manner.
Time Limits Material may be posted no sooner than seven business days prior to the event and no later than three business days after the event.
Co-Sponsorship Any group, or individual, who provides significant event support, both through a commitment of time, money, or volunteerism, should receive acknowledgment on publicity and printed materials. Specifically, publicity for events sponsored wholly or in part by the ASI must contain credit for ASI co-sponsorship.
30 Handbills and Circulars Distribution of handbills and circulars, exclusive of commercial advertising and not in violation of CampusREGS or the California Penal Code, is permitted on campus. Distribution is not allowed in buildings or parking lots (see Campus REGS, Regulation IX for other restricted areas). Off- campus individuals must obtain a non-commercial solicitation sticker from SLD.
Kiosks The posting kiosks throughout the campus have been designed to provide publicity for on-campus events and activities. Flyers for posting should be printed on standard 8 1/2 x 11 inch paper, and conform to the policies covering all other publicity described in this brochure. Posters on kiosks may not exceed 17x22 inches. Only two flyers per event and/or one poster per event are permitted to be posted on a kiosk. Commercial posting is not permitted on the kiosks.
Posters on Stakes Posters on stakes must be approved by SLD. Posters attached to stakes, not to exceed 25 for any one event, may be placed by currently registered organizations to publicize approved events. Posters not to exceed 17x22 inches and not over three feet high from the ground may be placed in grassy areas and along edges of sidewalks. Stakes may not be placed in flowerbeds, or in any way that interferes with the irrigation system, or in any manner to block a walkway, driveway or street.
Special Event Signs and Banners Approval for posting or display is required by SLD. Self-supporting signs not to exceed 3x3 feet or banners not over 3x6 feet may be used to publicize events and must be date stamped PRIOR to posting. There is a limit of five signs or two signs and three banners per event. Banners or signs may be placed seven days prior to the event and must be removed within three days following the event. Signs may be placed in campus grassy areas with the same restrictions as noted for posters on stakes above. One banner may be placed on the railing between the Nugget Patio and the Bookstore, one banner on a USU railing and one banner on the Psychology Building vending wall. Signs, banners and posters may not be placed within 200 feet of campus entrances.
Student Union Displays Display cases in the USU South Plaza and Terrace area are available for a period of one week, one case per event. Permission is requested on the Request for Display Case form, available in USU-312. 1. Union Display Cases: Display cases in the Student Union Plaza and Terrace area are available for a period of one week only, one case per event. 2. Hanging Banners: Banners advertising events in the Student Union may be placed in the Student Union for a period of seven days prior to the event and removed the day immediately following the event. 3. Union Marquee: The marquee, located east of the Student Union, may be used to advertise events in the Student Union for a one-day period. Up to two reservations may be made at a time.
TIPS FOR PROMOTING YOUR PROGRAM
Methods of Promotion 1. Paid Advertising: Advertising is paid space in a publication, such as a newspaper, magazine or newsletter. You submit the information and layout for print. 31 2. Publicity: Publicity is unpaid coverage in a publication, i.e., an article written about your program. However, the news story may be positive or negative, a factor over which you have no control because you are not paying for the coverage.
3. Printed Materials/Publications: Most of your promotions will fall under this category. These materials include: flyers, newsletters, invitations, posters, brochures, banners, etc. Be sure to use the appropriate medium for your purpose. Flyers work well for meetings and day events. Invitations spruce up a more formal occasion. Posters are effective for high-profile programs, such as a well-known speaker, campus celebration or series of events. Brochures convey a lot of information in a small space.
Process of Promotion 1. Description: Prepare a short paragraph explaining (a) the nature of your program, (b) all sponsoring organizations, and (c) the date, the time, and location of the event. Also, give brief and specific details of the program speaker's name, refreshments served, why you are doing the program, and where more information may be obtained. Give this information to all committee members.
2. Dollars: Determine how much you would like to spend and whether you will advertise, publicize or create a printed piece. If receiving ASI funding, check the amount allocated for publicity. Include the cost for the designer, printing, stakes, tape, stamps, etc. The ASI does not pay for postage.
3. Due Dates: Set up a timeline with due dates for designing, printing and distribution. Write down names of all members responsible for a part of the promotions. Sharing tasks is a good way to get people involved.
4. Design: Include the following: a) Who? What? When? Where? Why? b) Headline: Should be short, attention getting, and in larger type c) Visual: Clip art, comic strips, etc. are good sources d) ASI logo or the phrase "Funded in part by ASI" (required when an event is funded by the ASI).
5. Distribution: This is another good way to get people involved. Flyers and posters on stakes may be posted on campus one week prior to the event. Send invitations to faculty via their department mailboxes. Notify your faculty at least three weeks before the event.
6. Disposal: Don't forget to take down your flyers/posters after the event. Save your stakes for future use.
7. Discussion: Evaluate your promotional process. Are there ways to save time or money in the future? Does anyone have any connections to help you make the process easier?
32 FEATURES OF A SUCCESSFUL FLYER
Large Headline: Use at least 30 point font size. The headline should be large enough to catch the attention of someone walking by.
Distribution: Hang Interesting Layout: flyers one week prior to The United Student Coalition at CSULB needs you! The layout doesn’t the event on kiosks, Are you tired of . . ? always have to be stakes, etc. Do not tape symmetrically balanced. onto painted surfaces. Car Sharks? Be creative with the Flyers posted in the Higher Fees? placement of headline, USU must be approved Parking in the Boonies? text, and graphic. by USU Asst. Dir. of Marketing, USU-312. Voice your discontent at the: Organization mailboxes are also a great way to distribute your flyers. Parking Lot Protest Wednesday, October 10, 2007 The 5 W’s: 12:00 pm – 1:00 pm Who? What? When? Speaker’s Platform Where? Why? Too (Across from the Bookstore) much information will Color: lose the viewer. Bright paper works Bring your lunch and a friend to Condense your points best. Color used in our sit-in to protest the increase into bullets. design elements also in parking fees for the Spring 2008. makes the flyer stand out. Fun Visual: Use appropriately sized clip art. Cartoons are Presented by: Who usually good sources, is sponsoring and paying but photographs do not for the program? Give copy well. If using credit where it’s due. digital graphics, know Programs funded by ASI the difference between must include the ASI graphic file types to logo. Co-Sponsored by: avoid blurred or jagged Students United Against Unfair Treatment images. Proofread: Nothing is more embarrassing than typos and spelling errors! Have someone, such as your SLD Advisor, proofread your advertisement.
33 TIPS FOR INVITING VIPS TO YOUR PROGRAMS
A VIP is anyone by virtue of his/her presence on the campus, who may be expected to draw special attention to or by the University or the community at large. Guests who would require special handling include well-known speakers, entertainers, and individuals holding public office, CSU Trustees, and all campus presidents, including our own President.
For VIPs in high demand, send out special invitations at least a month or earlier. You may even wish to call VIPs first to ask if they are available on the date of your program. Obtain the correct spelling of names and have accurate titles and addresses. (This is important not only for the invitation, but also if VIP names/titles are to be printed in a program brochure.) Letters of invitation must be written in appropriate business format. Formal invitations printed on card stock or heavy paper should still be accompanied by a letter if the VIP has an actual role during the event. Invitations or accompanying information should include: Date and time of event Names of other VIPs and invited guests Sponsoring organization(s) Person in charge of the event Purpose of the event Event location Activity requested of VIP (i.e., role in the program) Name of representative who will greet the VIP upon his/her arrival
Have several people (including your SLD advisor) proof invitations to insure that there are no grammatical errors and that the date, time, and place of your event are correct.
Include a guest parking pass for off-campus VIPs (or have the pass waiting at the Visitor Information Center) and enclose a campus map identifying the event location. Consider having a student meet VIPs at a prearranged location near the parking lot to escort them to the event.
Ask VIPs to confirm by a certain date that they will be attending your event. Give the name of a contact person and telephone number. If VIPs do not reply, call them to follow up. Verify that the VIPs will attend the event prior to the distribution of any public announcements, invitations or agendas.
If a VIP is a speaker, ask him/her for biographical information or a resume so that your program "emcee" can give an appropriate introduction at your event.
On the day of the program, have pre-printed name tags for VIPs, arrange designated seating, and assign a host. If a VIP is not a part of the formal program, it would be a gracious gesture for the emcee to acknowledge the VIP's presence at the beginning of the program.
After the program, send “Thank You” notes. 34 PROTOCOL FOR INVITING OUR UNIVERSITY PRESIDENT
Invitations to the President must be delivered three weeks in advance to the Administrative Assistant in the Office of the Vice President for Student Services BH-377. Your invitation should specify what role, if any, the President will have during your program. If they are to speak, please state the general topic and time limit. Include a copy of the program agenda showing the precise time that the President is to speak. Also, designate one person from your organization to be the contact person for the President's Office. Due to the quantity of events that the President attends, a time certain should not be established or published unless the President’s staff has confirmed it.
ON CAMPUS PUBLICITY RESOURCES
Poster Supplies The ASI provides a Poster and Paints Station (third floor of the USU) free of charge to all recognized CSULB organizations. The station offers butcher paper, paints, and counter space for students to create banners and event signage. To access the station, give a valid student ID card to the Maxson Student Organization Center (USU-312).
ASI Communications The ASI Communications office (USU-235, in the South Plaza) offers both free and for-fee services to members of the University community. These services include:
Marketing: Student organizations can make free, weekly reservations of USU display cases and marquees, which are perfect for publicizing events and programs.
Graphic Design: In-house graphic designers can help student groups prepare flyers, brochures, pamphlets, banners, and more. The cost is approximately $15 per hour, with the average flyer taking one hour to design. In addition, designers can create logos and copy for promotional products such as T-shirts, buttons, pens, key chains, etc.
Media: For a fee, ASI Communications staff can assist you with a variety of other media, including digital videos, commercials, script-writing, editing, still photography and video/animation slide shows.
Campus Newspapers The Daily Forty-Niner and the Long Beach Union are the two main campus newspapers at CSULB.
The Daily Forty Niner: (SS/PA-004) has an average circulation of 10,000 readers and is organized under the Journalism Department. The paper is issued Monday through Thursday during the academic year. To inquire about advertising, call (562) 985-5736. The Long Beach Union: (USU-239, in the South Plaza) is part of the Associated Students, Inc., and is issued on a weekly basis. The paper's advertising line is (562) 985-8683.
35 Campus Radio There are two radio stations on campus, KKJZ and K-Beach. However, KKJZ is a public radio station with a nationwide audience; it therefore, does not offer advertising for campus-related events. K-Beach (USU-110) is a radio station which caters specifically to the CSULB community. For more information on how to publicize your events and programs with K-Beach, call (562) 985-1624.
Electronic Mail All students, faculty, and staff at CSULB are entitled to a campus e-mail account. As the Internet has become a more popular form of communication, its potential for publicizing activities is significant. E-mail is also quick and convenient. However, campus e-mail users should use e-mail to communicate with other users, but there is currently no University process to broadcast to the entire campus community. You may send messages to specific users, but not to a large subset of CSULB e-mail clients, unless you have permission from an appropriate system administrator.
Violations of campus computing policies can result in fines, suspension of computing services, or even legal action. If warranted, violations by students will be reported to the Office of Judicial Affairs. For the full text of the "Policy Governing Access To and Use of CSULB Computing Resources,” visit the World-Wide-Web site at: http://www.csulb.edu/divisions/aa/academic_technology/acs/about/policies/
36 EVENT LOGISTICS
WHO’S IN CHARGE?
The individual who schedules an event and provides the authorized signature on a PRC should plan to attend the entire event. Since he or she takes contractual responsibility for the outcome of the event, it would be prudent to monitor the logistics personally. For major events, your SLD advisor, the Campus Police, and other important individuals will need to know who to contact.
If you need to divide responsibilities for the program with other student leaders, make each event coordinator easily identifiable (by wearing similar T-shirts, name badges, or other insignia). Program volunteers and guests will feel more comfortable if they know whom to refer questions. Make sure that all leaders and volunteers know who is taking full responsibility for the event.
VOLUNTEERS
One of the most frequent complaints heard from student leaders is that they feel as though they do all of the work for their organizations. However, students join organizations in the first place because they want to get involved! A quality of a good leader is the ability to recruit volunteers by making sure that volunteer activities provide significant value to the organization, are clearly explained, and are organized well in advance of an event. Volunteers want to know that they offer an important and valuable service to their organization, so leaders must make sure that volunteers feel competent and prepared to handle any assigned task. First, make sure that you have enough people to help with set-up, running the event, and cleaning up afterward. Whether help comes from members of your organization or from friends you have recruited, make sure that you are clear with each individual on: (a) when and where to show up; (b) what they will be doing; and (c) how long they will be required to stay. A schedule of work shifts should be distributed several days prior to the event. If organization members will be assisting with alcohol service or crowd control, make sure that they have received advance training from University Police or Catering Services.
SAFETY CONSIDERATIONS
Hosting an event on campus poses numerous physical safety issues affecting participants, guest presenters, and event coordinators. In fact, there are too many safety considerations to cover in this manual alone. A few broad guidelines are listed below for event organizers to follow. In some cases, your SLD advisor will require you to consult with University Police regarding safety and security, such as when organizers seek to exceed the standard attendance policy or to serve alcohol. If you ever have your own questions about event safety, you should feel free to consult with University Police yourself. For purposes of safety and security, authorized University personnel reserve the right to inspect the premises of any event or program at any time. 37 1. Maximum Attendance and Room Capacity Please understand that the maximum capacity of any scheduled space is variable, depending upon the furniture, setup, and activities utilized during your event. Because exceeding the maximum capacity is prohibited by law, student event planners are responsible for taking preventative steps. Your SLD advisor can consult with you on ideas to monitor attendance, such as suggesting the use of wristbands, or the use of admission tickets and hand stamps. If attendance exceeds room capacity SLD, venue staff, and the University Police reserve the right to restrict access or to shut down an event.
Regardless of physical room capacity, all event planners must gain approval from the Director of SLD and from University Police when the attendance for an on-campus event is anticipated to exceed 300 persons at any single time or 100 or more in the Soroptimist House.
2. Exit Doors Exit signs must remain clear and visible at all times, and access routes may never be obstructed-no exceptions!
3. Event Lighting For the safety of event participants, lighting in all campus facilities must be set at appropriate levels. Event organizers should seek approval for lighting specifications and unusual lighting equipment well in advance of the program.
4. Sets and Decorations All sets should be tested prior to the event to ensure sturdiness. Staging and risers should be clean and offer good shoe traction. Seek review and approval from your SLD advisor or from a campus safety expert before constructing set designs for a theatrical, dance, or musical performance.
Any decorations used at an event must be flame retardant. The use of paints should also be approved by your SLD advisor or the appropriate scheduling office. Spray paints are of particular concern due to ventilation issues.
5. Fire Hazards Open flames are prohibited in all CSULB facilities. The use of electrical extension cords are also problematic; make sure that no electrical wiring is bare or exposed, and that cords extending through common pathways are taped down to prevent tripping or equipment damage.
6. Programs Co-Sponsored By Off-Campus Groups Sometimes an off-campus group would like to partner with a student organization to host an event on campus. Make sure that the group obtains a special lease by contacting the Campus Events Office at (562) 985-7810.
7. Safety Certain outdoor games may pose a risk to participants, such as dunk tanks, zip lines, and climbing walls. Student event planners should make sure that they have appropriate insurance for activities that may be potentially unsafe. Work with your SLD advisor to consult with Safety and Risk Management at (562) 985- 2283 if you have questions about safety, liability, and insurance.
38 8. Swimming When scheduling the Union Pool area, you must book the space 30 days in advance. Due to safety reasons, the USU will arrange to have a certified lifeguard to over see all USU pool events. The cost for the lifeguard is $20.00 an hour and will be charged back to the event organizer through the USU Conference and Event Center. Minimum of four (4) hours will be assessed for pool usage and personnel.
OUTDOOR EVENTS
The following are just a few issues when planning an outdoor event:
Inclement weather: Do you have an alternate site scheduled in case of rainy or windy conditions? In case of cold weather, have you rented outdoor heat lamps (and received approval from University Police to use them)?
Lighting: For evening activities, have you provided appropriate lighting? Do you need to rent outdoor lights?
Access: If you will be occupying any sidewalk space, do people with disabilities have room to pass as they travel to and from campus locations? Consult with Disabled Student Services (Brotman Hall, room 270) at (562) 985- 5401 with any questions on access issues.
Unusual Requests: Are you asking to use a space outdoors, which is not normally scheduled? Will you be using grassy or brick-laid areas to park heavy vehicles or equipment? Will you be causing foot traffic in grassy or landscaped areas? Unusual requests such as these should be approved by the Facilities Management Department (562) 985-4357. Facilities Management will indicate which areas can be used and under what conditions. Facilities Management may also stipulate precautions to protect campus grounds. The time of year (such as just before Commencement) may also affect approvals for outdoor areas.
OUTDOOR AMPLIFICATION
Outdoor amplification on campus poses the risk of interruption to classroom activities and the disturbance of a peaceful learning environment. Therefore, any program seeking to amplify a speaker or performer must be approved by an authorized SLD staff member on the Program and Regulation Clearance form (PRC). Sound amplification equipment used on campus is restricted to that provided by the ASI or by the university. Any group wanting to use its own sound amplification system must receive permission. Equipment to be used in the USU and Soroptimist House may be requested at the USU CEC up to three working days in advance of the scheduled meeting. Requests for amplification require approval on the Program Regulation and Clearance form by SLD. The maximum allowable noise level is 100 decibels. Pursuant to the California Code of Regulations, Title 8, Section 5097, this level represents the maximum permissible noise exposure.
39 A mplification TIME: Monday, Wednesday, and Friday, 12 noon to 1 p.m. PLACE: Speakers’ Platform, east side of the Forty-Niner Bookstore vendor pavilion, for speakers only; and Third Floor Southwest Terrace. MANNER: Amplification will be used in a manner that is conducive to, and will not disturb, the academic environment. Amplification above 100 decibels will not be permitted.
Non-Amplified Programs TIME: Monday through Friday, 11 a.m. to 2 p.m. PLACE: Speakers’ Platform for speakers only; Southwest Terrace, USU; and Southeast Terrace, USU. MANNER: Musical groups may perform with no amplification except for the Speakers’ Platform, which is for speakers only.
Exceptions to amplification policies require approval of the Director, Office of Student Life and Development, USU-215 or the Office of the Associate Vice President/Dean of Students, USU-219, (562) 985-8670.
CLEANING UP
It is the duty of your organization to return the facility back to its original condition, once your event is over. The areas used should be tidy and presentable before and after your event, so plan to have a crew of volunteers to help you clean up. You should consult with the appropriate scheduling office to determine the expectations for clean up (picking up trash, mopping floors, scrubbing down tables, etc.), and possible cleaning charges for which you may be responsible for if facility is not properly clean.
40 FACILITIES CAMPUS SCHEDULING SITES
Contact Location USU Conference Speaker’s Platform (near bookstore) and Events Center Soroptimist House (562) 985-5205 University Student Union Rooms
Area between Faculty Office Building 1 and Lecture Halls 150 and Italicized locations 151, exclusive of the north and south walkways; Patio area between are for Bake Sales & the Women’s Gym and Engineering 1; Area immediately north of and Information Tables only Technology Education 2; Main Library Patio east of the main walkway; Near the wall of the Science Lecture Hall between Peterson Halls 2 and 3; LA-5 patio; Psychology Building Quad; College of Business Administration East Walkway; Designated area west of the main entrance to the Family and Consumer Sciences Building; and Designated area next to the grass, north of the SS/PA Building Cameron Ungar East Gym & Goldmine (562)985-8561 Pyramid Physical Education Courtyard George Allen Field Soccer & Track Field Shirley Quan-Neang Main Library Conference Room (562)985-5920 North Library Conference Room Aimee Bramble Carpenter Performing Arts Center (562) 985-7007 Colleen Ryan Martha B. Knoebel Dance Theater (562) 985-4911 Gerald R. Daniel Recital Hall [email protected] University Theater All other facilities in the College of the Arts space Latoria Iimes The Pointe (562) 985-4187 Receptionist Bookstore Conference Room (562)985-5093 Manager Nugget (562)985-4133 Pamela Jesse Unassigned outdoor areas (i.e., Central Plant, Upper Campus Quad) (562)985-8390 Cynthia Schultheis Multicultural Center (562)985-8150
41 USU - FLOOR PLANS
42
43
44 USU - ROOM CAPACITIES
ROOM SET-UP TYPE CAPACITY Alamitos Bay (USU-253) Lecture Style 80 Banquet (6’ Tables) 48 Banquet (Round Tables) 64 Long Beach Ballroom A, B or C Lecture Style 156 Banquet (6’ Tables) 108 Banquet (Round Tables) 80 Long Beach Ballroom AB or BC Lecture Style 288 Banquet (6’ Tables) 216 Banquet (Round Tables) 160 Long Beach Ballroom ABC Lecture Style 500 Banquet (6’ Tables) 360 Banquet (Round Tables) 160 Long Beach Ballroom ABC Round & 6’ Combo 300 Seal Beach Room (USU-249) Lecture Style 30 Conference 20 Naples Island Room (USU-252) Lecture Style 30 Conference 20 Center Courtyard Existing Furniture 120 Beach Auditorium (USU-115) Standard 236 Redondo Beach Room (USU-303) Standard 45 Hermosa Beach Room (USU-304) Standard 45 Manhattan Beach Room (USU-305) Standard 45 Venice Beach Room (USU-306) Standard 30 Santa Monica Beach Room (USU-307) Standard 21 Newport Beach Room (USU-202) Standard 21 Laguna Beach Room (USU-204) Standard 21 Huntington Beach Room (USU-205 A, B or C) Standard 18 Huntington Beach Room (USU-205 AB or BC) Standard 36 Huntington Beach Room (USU-205 ABC) Standard 54
45 USU - ROOM SETUP EXAMPLES
Conference Style This setup is recommended for small groups (less than 20 people). It is composed of rectangular tables placed side by side to function as one large table. Chairs are placed around the tables.
Lecture Style This is best for general meetings and lectures for any size group. It consists of chairs and rows facing either a podium or head table.
U-Shape This setup is appropriate for presentations to groups under 25 people. It is arranged with rectangular tables placed in a U-Shape and surrounded on the outside by chairs.
Hallow Square This setup is similar to the U-shape except that it is enclosed on all sides and can accommodate a larger group. It is not oriented for presentations, but rather for discussions.
Classroom Style This is used primarily for conference and other lectures requiring writing by the attendees. Rectangular tables with chairs are set up in rows facing a podium. 46 DIAGRAMS OF USU MEETING ROOMS
47
48 USU - FACILITY RATES
INTENDED AUDIENCE DEPT/FACULTY/ OFF-CAMPUS STAFF/ALUMNI CSULB STUDENTS USU Facilities Rates Per 3 hour Ea. add’l Per 3 hour Ea. add’l block hour block hour Long Beach 1/3 (A, B, or C) $60 $20 $195 $65 Long Beach 2/3 (AB or BC) $90 $30 $375 $125 Long Beach 3/3 (ABC) $135 $45 $555 $185 Long Beach MAX (LB ABC, 249, 234-5, 237-8, Alamitos Bay, Ballroom Lounge, $210 $70 $765 $255 Foyer)
Alamitos Bay I & II E $90 $30 $180 $60
Seal Beach Room 249 E $45 $15 $90 $30 F Sunset Lounge $45 $15 $120 $40 Beach Auditorium L $135 $45 $270 $90 A
Room 234-5 or Room 237-8 T $45 $15 $120 $40
Center Courtyard N $90 $30 $270 $90 Plaza Lobby (2nd Floor) Flat Rate E $25 $0 $65 R South Plaza $105 $35 $225 $75 1st Floor Mall O $60 $20 $135 $45 N 3rd Floor Terrace (Southwest/Southeast) $75 $25 $255 $85 Huntington Room 1/3 (A, B, or C) 205 $45 $15 $165 $55 Huntington Room 2/3 (AB or BC) 205 $60 $20 $240 $80 Huntington Room 3/3 (ABC) Room 205 $75 $25 $315 $105 Room 202, 204, 303, 304, 305, 306, 307 $60 $20 $90 $30 Vendor Fair $30/day $65/day Soroptimist House $50/3 hr block $60/hr $100/hr $17/hr thereafter
Facilities do not include equipment, personnel or set-ups Admission Admission Admission Per Hour Per Hour Per Hour Games Area Rates Fundraiser Fundraiser Fundraiser Bowling - Under 25 Guests $40 $60 $50 $70 $60 $80 Bowling - 26-50 Guests $50 $70 $60 $80 $70 $90 Bowling - 51 or More Guests $60 $80 $70 $90 $80 $100 Billiards (4 Tables) $20 $40 $30 $50 $40 $60 Billiards (6 Tables) $30 $50 $46 $60 $50 $70 Billiards (10 Tables) $50 $70 $60 $80 $70 $90 Ping Pong (Per Table) $10 $15 $10 $15 $10 $15 Swimming Pool - Rate is for a 4 hour block $25 $50 $75 $100 $125 $150 Checkered Floor $0 $20 $30 $50 $40 $60 Arcade - Guests Provide Quarters $0 $0 $0 $0 $0 $0 Games Attendants $13 $26 $14 $28 $15 $30 Deposit (Refundable) $0 $0 $0 $0 $0
49 INTENDED AUDIENCE CSULB DEPT/FACULTY/ Projectors OFF-CAMPUS STUDENTS STAFF/ALUMNI 35 MM Projector (Beach Auditorium) $50 (First 2 hrs) $60 (First 2 hrs) $70 (First 2 hrs) $10 (each add’l $15 (each add’l $20 (each add’l hr) hr) hr) Portable Screen $10 $20 $40 Overhead Projector (Includes laser pointer) $10 $20 $40 Slide Projector (Includes remote & laser pointer) $10 $20 $40 TV/VCR $10 $20 $40 TV/DVD $10 $20 $40 LCD Projector $15 $25 $50 LCD Projector/DVD Combo $15 $25 $50 Smart Rooms $5 $8 $10
Sound Systems Prices are Flat Fees Hand Held Wireless Microphones (A/V or BA $25 $30 $80 required) Lavaliere Microphone (A/V or BA required) $25 $30 $80 Small Sound System (A/V or BA required) - $25 $30 $80 Up to 5 Mics, Small AMP, 2 Small Speakers Medium Sound System (AV or BA required) - $50 $60 $120 Up to 8 Mics, Medium AMP, 2 Speakers & 1 Monitor Large Sound System (2 A/V Techs required) - Up to 12 Mics, up to 12 Mics, High Power AMP, 2 Large $100 $120 $250 Speakers, 4 Monitors Piano (Cannot be moved to 1st or 3rd floors) $25 $50 $100 Boom Box $10 $15 $25
Lighting & Miscellaneous Equipment Prices are Per Equipment, Per Day Leiko, Footlight, Spotlight & Fresnel $10 $25 $35 Followspot & Lycian Followspot $10 $25 $35 6' Tables & Snack Bar Tables $1 $2 $3 Round Tables $5 $6 $7 Chairs $0.10 $0.25 $0.50 Blue Curtains $25 $30 $50 Stages 16" and 24" Per Section (ea. section 8'x6') $6/$8 $12/$18 $20/$30 Table Skirting (Black, Gold, Royal Blue); Per Skirt $0.50 $1 $2 Stage Skirt (Black, Gold, Royal Blue); Per Skirt $0.50 $1 $2
50 Personnel & Miscellaneous INTENDED AUDIENCE Event Specialist / Audio Visual Technician $13/hr $14/hr $15/hr Based on Event ** Late Set-Up $25 Flat $25 Flat $25 Flat Rate (A/V Equipment & Set-Ups, Based on request) Rate Rate Removal and Set-Up of Bar Tables/Stools $25 $75 $125 (1.5 hrs. take down & 1.5 hrs reset) Reset of Standard Set-Up Rooms (Redondo, Hermosa, $25 $25 $25 Manhattan, Venice & Santa Monica Rooms) Piano Tuning – Rate based by University Tuner $115 Flat $115 Flat $115 Flat Rate Rate Rate Extra Custodial Clean - Up Fee $100 (4 hr $100 (4 hr min.) $100 (4 hr min.) min.) $25 (each $25 (each add’l hr) $25 (each add’l hr) add’l hr)
AUDIO VISUAL EQUIPMENT
For events occurring in the USU or Soroptimist House, students should seek to make arrangements for Audio- Visual (AV) equipment with the USU CEC. The USU CEC can provide a variety of AV support, including overhead projectors, microphones, podiums, flipcharts, etc. However, availability may be limited, depending on other programs occurring at the same time or equipment that may be damaged. Make sure to clearly specify the equipment you need when you reserve your event, and confirm the availability of the equipment several days in advance of the program.
For events elsewhere on campus, use the Audio-Visual Services Office (LA1-107, 985-2392). However, student organization leaders may only use equipment from the Audio-Visual Services Office when their faculty advisor or staff personally makes the reservation. Only regular University faculty and staff are eligible to reserve equipment and are liable for equipment repair or replacement in the event of damage.
51 APPENDICES
GLOSSARY OF ACRONYMS
ASI Associated Students, Incorporated ASBO Associated Students Business Office BH Brotman Hall BOC Board of Control CEC Conference and Events Center CSULB California State University, Long Beach LRC Leadership Resource Center ORC Organization Registration Card PRC Program Regulation Clearance RPP Request for Payment or Purchase SLD Student Life and Development S.H.E.L.L.S. Successful Higher Education Leadership Learning Skills USU University Student Union
DIRECTORY OF OFFICES
Alumni Relations Campus Events Office Disabled Student Services USU-111 Pyramid Red Entrance BH-270 (562)-5252 (562) 985-7810
ASI Business Office Carpenter Performing Arts (562) 985-5401 USU-229 Center (562) 985-4994 CPAC-A135 Japanese Gardens (562) 985-8885 ASI Communications (562) 985-4274 (main) USU-235 (562) 985-7047 (operations) K-Beach (562) 985-4353 USU-110 Catering/Dining Services (562) 985-1624 ASI Government Office Dining Plaza USU-311 (562) 985-4138 Lois J. Swanson Leadership (562) 985-5241 Resource Center Daily Forty-Niner USU-314 Bookstore SS/PA-004 (562) 985-1936 (562) 985-5093 (562) 985-8000 (main) (562) 985-5736 (advertising) Lesbian/Gay/Bisexual Campus Copy Center Transgender Resource Center Bookstore F04-165 (562) 985-5050 52 (562) 985-4585 Long Beach Union Safety/Risk Management University Police Sub-Station USU-239 FND-255 USU- 256B (562) 985-4867 (main) (562) 985-2283 (562) 985-8538 (562) 985-8683 (advertising) USU Conference and Events Sports/Athletics/Recreation - Center Multicultural Center SAR USU-221 F03-003 (562) 985-4655 (main) (562) 985-5205 (562) 985-8150 (562) 985-4790 (scheduling) Women's Resource Center Open Recreation/Intramurals Student Life and LA3-105 PEl-20A Development (562) 985-8687 (562) 985-8122 USU-215 (562) 985-4181 Parking and Transportation Services University Interfaith Center (562) 985-4146 USU-103 (562) 985-4369 President’s Office BH-300 University Police (562) 985-4121 UP/FM (562) 985-4101
53 CALENDAR OF SELECTED MAJOR EVENTS 2008-2009
August March Orientation and Event Planning, Fiscal and American Indian Pow Wow Hot Food Handling Workshops American Indian Student Council SLD, ASI, Long Beach Health Department Cambodian New Year Show Cambodian Student Society September Cesar Chavez Celebration Open House United Migrant Students Association American Indian Student Council India Week Sorority and Fraternity Recruitment Indian Student Association Greek Organizations Luau Dinner and Dance Smorgasport Pacific Islander’s Association Associated Students, Inc. Meet the Industries Expo T-3 Time Out for Teambuilding and Training Associated Business Students Org. Council SLD Nobel Laureate Lecture Week of Welcome College of Natural Sciences and Mathematics Associated Students, Inc. Pilipino Culture Night Pilipino American Coalition October Step Show American Indian Leaders of Today and National Pan Hellenic Council Tomorrow World AIDS Day American Indian Student Council Lesbian, Gay, Bisexual, Transgender Center Ethics at the Beach Seminar Associated Business Students Org. Council April Islamic Awareness Month Chicana/Latina Women’s Conference Muslim Student Association La Raza Student Association Indian Dance Festival and Garbha International Dinner and Show Indian Student Association International Student Association Make Difference Day Islamic Awareness Month Student Life and Development Muslim Student Association META’s Cultural Night LGBT Diversity Week Movimiento Estudiantil de Teatro Y Artes Lesbian, Gay, Bisexual, Transgender Center “Student’s Theater and Arts Movement” Vietnamese Culture Show National Coming Out Day Vietnamese Student Association Lesbian, Gay, Bisexual, Transgender Center Teamwork Leadership Retreat May Student Life and Development Celebration of Leadership Student Life and Development November Cinco de Mayo Black Consciousness Conference La Raza Student Association African Student Union Cultural Graduation Celebrations Dia de los Muertos “Day of the Dead” African Student Union; American Indian Student La Raza Student Association Council; Cambodian Student Society; Latino Homecoming Student Union; Lesbian, Gay, Bisexual, Associated Students, Inc. Transgender Center; Pacific Islanders’ Association; and Pilipino American Coalition December Student Fashion Show Christmas Festival Students in Fashion Pilipino American Coalition Kappa Psi Epsilon 54 FORMS ORGANIZATION REGISTRATION CARD Fall 20___ Spring 20___ **TYPE OR PRINT IN INK ALL INFORMATION REQUESTED** Name of Organization ______SLD Advisor______Name Affiliation with off-campus organization ______CSULB Department Affiliation ______(if applicable) (if applicable) Website______Org. Email Address______Please linkWebsite to SLD Page (circle) Yes No Faculty/Staff Advisor______Name Dept. Office Location Email Ext. Please check the one category that best identifies your organization: _____Cultural _____Community Service _____Honor/Recognition _____Academic (Indicate College Council ______) _____Political/Social Action _____Religious _____Special Interest _____Sorority/Fraternity (Indicate Greek Council ______) ____Sport _____Other Number of active student members______Meeting Location ______Meeting Time(s) ______Meeting Day(s) ______Number of non-student members______As a requirement for recognition, please list the president, treasurer, 2 officers, and 1 member or another officer. These 5 CSULB students must be matriculated and enrolled in a minimum of 6 undergraduate units or 3 graduate units and maintain a minimum cumulative GPA of 2.0. Please initial the last column if you wish to allow the University to release your name, e-mail address and phone number as a contact person to interested students. Ofc Use Ofc STUDENT *Int. Only Held NAME ADDRESS/CITY/ZIP EMAIL PHONE Elig (please print) ID# (please print) ADDRESS
REVISED January 2007 (OVER) Term of all officers listed expires: (Month / Year) ______55 The purpose of this organization is: ______
I hereby certify that the student members of the above organization at California State University, Long Beach are free to choose and accept new members without discrimination on the basis of sex, race, religion, national origin, sexual orientation, ethnicity, color, age, marital status, citizenship, or disability. I am aware of Campus Regulations II on eligibility for undergraduate and graduate students to hold elected or appointed minor offices including those in campus organizations. All students holding office must have a 2.0 cumulative GPA, including transfers from another campus, and may not be on probation of any kind. Undergraduate students must be enrolled in a minimum of 6 units of academic credit and graduate students, 3 units. College council presidents are considered major officers and are subject to additional requirements. I have received a copy of the current CAMPUS REGULATIONS. I have read and understand the Constitution and Bylaws of this organization. I understand and agree to abide by the regulations contained therein. __ Our organization constitution and by-laws are on file in the Office of Student Life and Development and have been updated every five years. __ An officer will check the organization mailbox at least once a week. __ I will respond to University correspondence within 3 school days. __ If I indicated my organization wants a web link from the SLD website, my SLD advisor provided and reviewed the terms and conditions.
My signature indicates adherence to the above statements.
______Term of president expires on: ______Signature of President/Chairperson Date Month / Year
FACULTY/STAFF ADVISOR ACCEPTANCE OF RESPONSIBILITY
California State University, Long Beach Office of Student Life and Development requires all registered student organizations to have a faculty/staff advisor. This advisor must be a faculty member or professional exempt employee of CSULB and is responsible for the following:
To promote a closer relationship between and among students, faculty and staff. To provide assistance to students in setting goals and planning activities for the organization. To be available to meet regularly, as mutually determined, with a) executive officers, or b) members of the organization at their regular business meetings.
__ I agree to serve as the advisor for the ______academic year, and I intend to fulfill the above responsibilities to the best of my ability. __ I understand that as a faculty/staff advisor, I must be a faculty member or a professional exempt employee of CSULB.
______Signature of Faculty/Staff Advisor Date
**Student Life & Development Advisor signature required upon completion. Please arrange for an appointment at (562) 985-4181.
I have reviewed this ORC with the president/chairperson/leader of this organization and have discussed the organization’s recruitment and programming plans for the upcoming academic year. Constitution and Bylaws dated ______Signature of SLD Director/Coordinator Date Month / Year 56 CSULB ALCOHOL REGULATIONS COMPLIANCE AGREEMENT
A. In promoting events, alcoholic beverages may not be referred to in publicity, including signs, fliers, mailing and media announcements (including websites and internet advertisements). Use of such words as "beer," "brew," "kegs," "wine," "cocktails," "open bar," "booze," "mixed drinks," "spirits," etc. is prohibited. Illustrations must not make reference to alcoholic beverages (i.e., no pictures of kegs, cocktail glasses, beer mugs, etc.) B. Alcoholic beverages generally may not be consumed on campus except at sponsored events and, at student-sponsored events, with specific approval of the Dean of Students Office, Student Union, 210, phone (562) 985-8670, and the Forty-Niner Shops Director of Food Service or his / her contractor / designee , phone 985-8898. C. Alcoholic beverages may only be consumed on University premises that have been licensed by the Department of Alcoholic Beverage Control or on other University premises at "approved group sponsored events." Sponsors of such events must obtain prior written approval. Approval normally will be limited to events in such areas as the University Student Union, the Soroptimist House, the Chartroom, Carpenter Performing Arts Center, and Earl Burns Miller Japanese Gardens. D. All of the following conditions shall prevail with respect to "approved group sponsored events": 1. Attendance shall be limited to members of the sponsoring group and their invited personal guests. 2. The event shall not be advertised or promoted to the public or the University community as an event where alcoholic beverages will be served. 3. The Chair of the event and the sponsoring organization and officers are responsible for compliance with applicable state and municipal laws and regulations, and California State University's system policies. No persons under 21 years of age, nor persons obviously intoxicated shall be furnished, served, or given an alcoholic beverage (reference: California Business & Professional Code 25658). Any person under the age of 21 years old who presents or offers false or fraudulent identification for the purpose of obtaining alcoholic beverages is guilty of a misdemeanor (California Business & Professional Code 25661). Any person under the age of 21 years old who purchases or consumes alcoholic beverages is guilty of a misdemeanor (California Business and Professional Code 25658). 4. There shall be no sale or serving of alcoholic beverages except pursuant to a valid license or permit issued by the Department of Alcoholic Beverage Control to the Forty-Niner Shops, Incorporated. Sale means to exchange any consideration for alcoholic beverage. Sale also includes an “admission charge” to an event where alcoholic beverages are served exclusively to those who pay the charge. "Consideration" includes money, tickets, or tokens, or chits, which have been issued in exchange for money or anything else of value (California Business and Professional Code 23025). 5. The use of donated alcoholic beverages must be approved by the Forty-Niner Shops Director of Food Service, or his / her contractor / designee, prior to the event, phone (562) 985-8898. All requests for service of donated beverages must include a letter from the donor. 6. Keg beer is not permitted for use by student organizations. 7. Sale or service of alcoholic beverages may not begin before 11 a.m. 8. Non-alcoholic beverages shall be available at all times when alcoholic beverages are served. Should the availability of non-alcoholic beverages end before the designated service time expires, the service of alcoholic beverages will also terminate.
By signing below, I certify that I have read the foregoing and agree to adhere to the terms specified.
Organization President Signature ______Date ______
Organization Vice-President Signature ______Date ______
Organization Treasurer Signature______Date ______
Organization Secretary Signature______Date ______
Organization Active Member Signature______Date ______
Faculty/Staff Advisor Signature______Date ______
Student Organization Name ______No Acronyms
REVISED February 2008 57 Program and Regulation Clearance (PRC) Student Services Division - California State University, Long Beach (CSULB) PRC issue date & advisor initials: Approved PRC due to USU CEC Office by: A. PROGRAM INFORMATION F. USU CONFERENCE AND EVENTS CENTER STAFF Date Issued:______Booking Reservation #:______Sponsoring Organization Customer Code:______Est. Attendance:______Event Date: ______Event Time: ______am/pm to ______am/pm Name of Program Type of Program Location Requested:______Reservation Time: ______am/pm to ______am/pm Description of Program (include speaker(s) names): A/V Tech: Y/N All Estimated Charges: $______Purchase Order Needed Y/N by:______G. PROGRAM ADVISING Insurance Needed: Y/N Event Date: ______Est. Attendance: ______Attach Text for Advertising: Y/N Event Time: ______am/pm to ______am/pm Preferred Location: ______
______Open to Public ______Closed to Public ______B. ADVERTISING On Campus: Flyers Posters Newspapers Off Campus: Flyers Posters Newspapers Media: Website Emails Radio TV Need for Exception to Policy:______C. FUNDRAISING/BUDGET INFORMATION Action Taken:______Free Donation Ticket SIGNATURES AND/OR CLEARANCES AMOUNT CHARGED: AS NEEDED Student: $_____ General: $_____ Other: $_____ SLD Director Food Clearance Catering Advance Ticket: Y/N Tickets at Door: Y/N Tickets sold at the Photo Ticket Counter: Y/N Catering Will proceeds go to the organization for its own projects? DSS (200+) Beer and Wine Y/N I have read and agree to be governed by CSULB policies, If yes, proceeds deposited to agency acct# ______information and regulations and the statement on fundraising If no, where will they go? ______(when applicable). I understand that violations of campus A.S.I. grant approved: Y/N regulations may result in the loss of privileges or other restrictions at CSULB. D. PARKING Special Event Parking Form filed: Y/N ______Arranged Parking: Y/N Print Name Signature Paid Parking: Y/N Parking consultation with: ______Phone # E-mail E. SECURITY FINAL APPROVAL Date: ______# of Volunteers:______# of University Police:______# of Private Security:______DISTRIBUTION: White-Event Planning/Yellow-Group/Pink- University Police Consultation with:______SLD/Gold-other/Photocopy-ASBO
58 SAMPLE STUDENT ORGANIZATION TIMELINE
Always start a timeline from the date of the event and work backwards. Schedule all meetings of the program team. With the help of the checklist, schedule tasks and deadline dates.
Event: END OF THE YEAR AWARDS CEREMONY/BANQUET
Event Date: WEDNESDAY, MAY 1, 2008 Time: 6 PM
Place: Ballrooms, UNIVERSITY STUDENT UNION
DATE:TASK/ASSIGNMENT:
5/1/08 Awards Ceremony/Banquet 4/28/08 Final meeting of the Awards Program Planning Team to tie up loose ends 4/24/08 Meet with campus officials to confirm tasks and complete last minute trouble shooting. 4/15/08 Awards Program Planning Team: reports on task assignments from member. 3/15/08 Slide show prepared. Awards Program Planning Team: reports on task assignments from members, review and update budget. 3/3/08 Flyers created and posted. Press releases submitted. 3/1/08 Invitations mailed. Decorations ordered. 2/28/08 Disk Jockey contracted 2/25/08 Food and refreshments ordered/contracted 2/20/08 Invitation selected and ordered 2/15/08 Equipment ordered. Awards Program Planning Team: reports on task assignments from members, review and update budget. 2/10/08 Guest list finalized 2/1/08 First meeting of Awards Program Planning Team for the semester. Program Checklist developed: assignment of tasks to members of the team. 11/20/08 Schedule date of the Awards Program 11/15/08 Student Organization meeting to brainstorm awards program ideas and select the date, determine the chair and members of the Awards Program Planning team. Budget designated.
DATE:POST EVENT TIMELINE: 5/3/08 Awards Program Planning Team meets to evaluate the program 5/10/08 Program manual complied for next year’s team 5/11/08 Thank you notes written and sent.
59 PROGRAM PLANNING CHECKLIST
Event/Program Title: ______Event Date: ______
Location: ______Time: ______
Sponsor(s): ______
With the guidance of your SLD Advisor, this checklist is a vital tool for the success of your event. Please seek the assistance of your SLD Advisor often and early. Assigned Target When To Date Done A. Facilities 1. Meet with SLD Advisor to pick up and fill out PRC (Program Regulation Clearance Form) 2. Return completed PRC to the USU Conference and Events Center & reserve on-campus facilities and equipment 3. Determine facility set-up and reserve equipment for program and fill out Facility Management work order form if necessary 4. Check accommodations for disabled presenter or audience
Assigned Target When To Date Done
B. Program Development
1. Determine program goals and objectives
2. Look at possible featured attractions (i.e., speaker)
3. Decide on featured attraction (cost vs. availability)
4. Verify qualifications (e.g., CPR trainer)
5. Confirm event with attraction
6. Arrange transportation, parking, campus escort as needed
7. Determine program format 8. Type list of members on the program committee and distribute to all members
Assigned Target When To Date Done
C. Finances
1. Estimate expenses and outline budget
2. Request funding from ASI
3. Determine co-sponsored, if applicable
60 4. Forms from A.S. Business Office (ASBO) - Request for Purchase or Payment (RPP) - Service Contract/Artist Agreement
5. Set-up ticket sales (See ASBO early), if applicable
6. Change and cash box/money bag (See ASBO), if applicable
Assigned Target When To Date Done
D. Publicity
1. Target audience (on campus and/or community) 2. Event must be approved by SLD and confirmed by the USU Conference and Events Center
3. Send special invitations (VIPs), if applicable
4. Flyers, stakes, kiosks (follow posting regulations)
5. Display cases
6. Banner site reserved and approved
7. Banners finished
8. CSULB newspapers (ads, articles, announcements)
9. Off-campus publicity
Assigned Target When To Date Done
E. Safety 1. Notification of University Police by SLD (security, money, parking, etc.)
2. Tape down electrical cords
3. Do a safety check (unstable stage, no open walk way, etc.)
Assigned Target When To Date Done
F. Parking
1. Notify Parking Office
2. Fill out Special Event Parking Information form
Assigned Target When To Date Done
G. Food/Refreshments/Decorations
1. Plan menu or refreshments
61 2. Discuss with food providers and place order
3. Review Hot Food Safety Guidelines with SLD Advisor
4. Clear unusual or off-campus food
5. Understand campus alcohol regulations
6. Balloons, helium, ribbon, nametags, centerpieces, etc.
7. Secure clean-up volunteers
Assigned Target When To Date Done H. Program Day 1. Directional signs to event 2. Verify equipment and room set up 3. Registration/welcome table (cash box/change, sign-in sheet, name tags, pens, etc.) 4. Volunteers to welcome people 5. Introduction of speaker or artist to audience 6. Check food/refreshments
Assigned Target When To Date Done I. Wrap-up Section 1. Evaluate the program 2. Send Thank-you notes and acknowledgements 3. Pay bills 4. Prepare event/program report for next year’s planner
62 SAMPLE PROGRAM BUDGET
Program Budget Sample Estimated Estimated Actual Actual INCOME total Total Allocation from Student Government $1,000 $1,000 Money raised from Student Organization $1,000 $765.38 fundraiser Total income: $2,000 $1,765.38
EXPENSES Professional Services $350 $335 Disk Jockey $250 $250 Slide Show $100 $85
Supplies and Equipment $179 $181 Rentals: platforms $10 $10 Decorations: $100 $102 Paper Goods $19 $19 Thermos -2 @$10 $20 $20 Serving trays - 4@$5 $20 $20 Ice $10 $10
Invitations $127.50 $127.50 Printing $75 $75 Postage $50 $50 Flyers $2.50 $2.50
Food and Refreshments $1,300 $1,300 Catering: 100 people @ $10 pp $1,000 $1,000 Refreshments: 100 @ $3 $300 $300 Total Expenses: $1,956.50 $1,943.50
63 SAMPLE PROGRAM PLANNING EVALUATION Event: ______Today’s Date: ______Date of Event: ______Attendance: expected: ______actual: ______Time of Event: ______Location: ______Indicate the things to keep and the things to change for your next program!
Timeline: Realistic from the beginning with assignments clear and completed on time? What would you have done differently regarding the timeline? Comments: ______Checklist: What should be added/deleted for future programs? ______Facility: Was it adequate? Too large/too small? Atmosphere? Cleanliness? Staff House managers? Comments: ______Decorations: Appropriate? Thematic? Comments: ______Food/Refreshments: Enough? Temperature? Well presented/received? Comments: ______Publicity: Invitations – appropriate? timely? Flyers: readability, timely? Press Releases: timely? Comments: ______Budget: Appropriate? Inadequate? Comments: ______
General Recommendations: 1. Improvements/Recommendations: Set the date earlier to get the better facilities in the University Student Union Have a back up person in case the Master of Ceremonies becomes ill Have a set of overheads to back up the PowerPoint slides in case the projector or computer fail.
2. Who’s Who (Contacts): Heidi Russell: Scheduling office – 562-555-5555 Roberto Clemente: Student Life and Development Office 562-555-5555 Anna Smith: School newspaper editor 562-555-5555 Maria Garcia: Maria’s Catering 562-555-5555
3. Items to remember next time: Matches for the BBQ
4. Things to forget (let’s not do that again!): Spent too much money on decorations and not enough on food.
Thank you notes: to all who volunteered and the campus administrators and staff who assisted us.
Create program manual/binder: Include all program information and samples for review for next year’s program. Make two copies one for the next set of officers and one for the faculty advisor/department files. Dividers should include: Timeline, Checklist, Budget, Publicity, and Evaluations. 64 SAMPLE PROGRAM PARTICIPANT EVALUATION
Thank you for taking the time to help us evaluate our program.
Event: ______Date: ______
Please rate the items below according to the following scale: 1 = Outstanding 2 = Very good 3 = Average 4 = OK 5 = Poor
______Invitations/Publicity (Timeliness, Theme, Directions) Comments: ______Thematic Decorations Comments: ______Facility (appropriate for the event, room size, set up, temperature, accessibility) Comments: ______Food/Refreshments Comments: ______Program (awards presentations, entertainment, speakers) Comments: ______Overall Rating Comments/Recommendations: ______
THINGS TO INCLUDE IN YOUR PROGRAM PARTICIPANT EVALUATION: . Keep It Simple (make sure it can be completed quickly and easily) . The following items must be on the form: o Name of the Event o Date of the Event o A rating system (i.e. Outstanding – Poor) o What it is you would like to get feedback on, specifically (see above)
You may include the date, time, place and name of the event at the top of the form:
Circle K Club April 30, 2008 6 pm Awards Banquet Evaluation Form
65