2013 – 2014 Student Organization Handbook

Take Root; Branch Out.

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Table of Contents Section 1: Welcome from Campus Programs …………………………………………….……………………..3

A) Campus Programs Contact Information……………………….……………………………………………. 4 B) Campus Resources Contact Info…………………………….……………………..……………………….. 5

i) MCSG & PB ii) Other key campus contacts

Section 2: Starting an Organization……………………………………………………………………………….. 8 A) How to charter a student organization: Chartering process, constitution (guidelines and example)…..8 B) Resources for chartered student organizations….………………………………………………………….10

i) Email & using the web ii) SORC

Section 3: Student Organization Leadership...............................................................................................12 A) Effective

Leadership.............................................................................................................................................12 i) Meeting facilitation ii) Membership recruitment and retention & group dynamics iii) Accountability: How to be a Mac leader iv) Leadership transition: Past leadership information & future leadership sustainability v) Collaboration vi) Creating an environmentally-sustainable student organization

Section 4: Programming & Events...............................................................................................................16 A) Campus

calendar............................................................................................................................................... 16 B) Event planning pocess ........................................................................................................................ 16

i) Goals of event ii) Logistics: Time, Date, Location

(a) Reserving space iii) Budget iv) Publicity v) Food vi) Following up after the event

C) Special events ......................................................................................................................................20 i) Performer/Speaker/Vender contracts & Movie/video viewing rights ii) Media, Custodial, Security iii) Outdoor events iv) Alcohol present at event

D) Travel....................................................................................................................................................25 Section 5: Money Management.. ..................................................................................................................27

A) MCSG budget approval process...........................................................................................................27 i) Semester budget allocation ii) Additional allocations

B) Budget restrictions – how NOT to spend student organization funds................................................. 28 C) How to use student organization funds............................................................................................... 28

i) Tax exempt status ii) P-cards, Check requisition, & Petty cash

D) Fundraising..........................................................................................................................................29 Section 6: Forms...........................................................................................................................................32

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September 2013 Congratulations! As a leader in a student organization, you are embarking on an experience that will shape the Macalester community and provide opportunities for meaningful engagement outside of the classroom. Over the course of this year, you will have the chance to:

• learn more about yourself and others, • strengthen your communication skills, • encounter challenges and celebrate successes, • engage in problem solving and conflict management, • reach out to those with differing viewpoints, • make connections with new people, and • have fun.

We look forward to working with you along the way! Student Organizations play an important role in creating the vibrant campus community that we all enjoy. Imagine our campus without the level of energy and diversity of activities created by student organizations. It’s quite a different place than the Macalester we value so much, isn’t it? The Student Organization Handbook is intended to provide you basic information that will help you successfully navigate the year ahead. Be sure to refer to it, and to the other resources that are available to you. Here’s to a great year! The Campus Programs Staff: Robin, Allison, Suresh, & Jessica

SECTION 1: WELCOME FROM CAMPUS PROGRAMS

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Campus Programs Contact Information The Campus Programs Staff are available to generally advise student organizations, although we strongly encourage student organizations to build relationships with their designated faculty/staff advisor, and to first contact that person for support. Please reach out to your adviser first. Beyond that, in order to ensure that organizations get consistent information and support, organizations have been assigned a generalist advisor based on organization type. Check out the listing below to determine whom you should consult for assistance. Robin Hart Ruthenbeck • x6874 • CC 230 • rhartrut@macalester.edu Academic Organizations: Art Alliance EXCO Women in Science and Math Art History Club Mac Investment Group Bio Club Women in Economics Cultural Organizations:

¡Adelante! Caribbean Student Association Mac Korean Cultural Organization Afrika! Chinese Culture Club MESA Asian Student Alliance Europa PIPE BLAC MASECA Queer Union Black History Month Cmte Mac International Organization Ua Ke

Political/Social Justice Organizations: Active Minds at Macalester Mac Public Health Mac Model UN Amnesty International Mac Activists for Choice MacDEMS Mac SUPER Colleges Against Cancer Mac Development Group MPIRG Mac GOP Mr. M FIA-STARSA Mac International Socialist Organization MULCH Mac CARES Students for a Free Tibet

Allison Greenlee • x6202 • CC 228 • greenlee@macalester.edu Media Organizations:

Chanter The Macalester Review Thistle The Hegemonocle MacPic WMCN 91.7 FM MacAnime The Mac Weekly Consonat

Recreational Organizations: Climbing Club Mac Cricket Mac Soup DJ Club Mac First Aid MACYARN Fencing Club Mac Gaming Society Outing Club GeoClub Mac Jump & Jive Quiz Bowl KAADATT Mac Martial Arts Club SMILE Mac Badminton Club Mac Metalheads SSERBA Mac Bike Mac Quidditch Triathlon Club Mac Clabbers Mac Salsa MacDagohir

Service Organizations: Alternative Breakers Habitat for Humanity Maction

Suresh Mudragada • x6311 • CC 229 • smudraga@macalester.edu Program Board Advisory Organizations Residence Hall Association Student Athlete Advisory Committee Performance Organizations: Bad Comedy Mac Players Scotch Tape Bodacious Hip Hop Dance Team Mac Slams Sirens Flying Fingers Medicinal Melodies Team Asia Fresh Concepts Off Kilter Trads Kilt Crew Scoil Rince Mac Visceral Religious Organizations: MacCatholics Muslim Student Association Mac Protestants Macalester Unitarian Universalists Mac Christian Fellowship Sitting at Mac Mac Multifaith Council Mac Bahai Club Mac Jewish Organization

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Campus Resources Contact Information Macalester College Student Government (MCSG) The purpose of the Macalester College Student Government is to ensure direct student participation in campus governance, to uphold and protect the rights and freedoms of the student community as expressed in the Students’ Rights, Freedoms, and Responsibilities document, to incorporate the needs and desires of the Student Community in Macalester College policy and programs, and to distribute the student activity fee to student organizations. (Statement of Purpose, MCSG Constitution, May 2007, reaffirmed April 2011) MCSG can be reached at mcsg@macalester.edu, 651-696-6485, or CC 235. For more information, visit www.macalester.edu/mcsg. The 2013-2013 MCSG Executive Board: President/Presidential Commission Chair: Kai Wilson ‘14 VP/Student Services/Relations (SSRC) Chair: Rothin Datta ‘16 Academic Affairs Commission (AAC) Chair: Merita Bushi ‘14 Financial Affairs Commission (FAC) Chair: Adinah Zilton ‘14 Student Organizations Commission (SOC) Chair: Maddie Arbisi ‘15 Program Board (PB) Chair: Matt Dehler ‘14 Staff Advisor for MCSG Exec Board: Jim Hoppe, Dean of Students Staff Advisor for SSRC: Keith Edwards, Director of Campus Life Staff Advisor for AAC: Ann Minnick, Director of Academic Programs Staff Advisor for FAC: Robin Hart Ruthenbeck, Associate Director of Campus Programs Staff Advisor for SOC: Allison Greenlee, Assistant Director of Campus Programs Staff Advisor for PB: Suresh Mudragada, Assistant Director of Campus Programs Financial Affairs Committee (FAC) The (FAC) manages MCSG's funds. The FAC works with student organizations to efficiently and responsibly allocate money for events and programs in and around the Macalester community. It reviews budget submissions for the upcoming fiscal year and also reviews any additional allocation requests wekly. The FAC, through its own review process, can allocate requests of up to $500. Any greater requests will be reviewed by the FAC on a recommend and not recommend basis and will then proceed to a vote by the full legislative body. All FAC decisions can be appealed to the legislative body at their meeting. The FAC can be reached at fac@macalester.edu. Check the FAC page on the MCSG website to see the 2013-2014 Financial Affairs Committee members.

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Program Board (PB) Program Board was formed: to provide cultural, educational, and social events for the students of Macalester College; to strive for the highest quality, variety, and diversity in all events; to create and implement multiple shared experiences per year for the Macalester College student body; to responsibly utilize student activity fees allocated to the Program Board and maintain accountability to the student body; to promote and foster collaboration between Mac chartered student organizations; and to promote and foster leadership opportunities for Macalester students. The PB can be reached at pb@macalester.edu, 651-696-6132, or CC232. For more information, visit www.macalester.edu/pb. The 2013-2014 Program Board: Chair: Matt Dehler ‘14 Office Manager: Sana Naz ‘16 Concerts and Festivals: Badhaftu Kadir ’14 & John Kreitzberg ’15 Off Campus Events (Fall): Megan Renslow ‘15 Off Campus Events (Spring): Erin Slater ‘15 Cinema: Aman Imani ‘16 Traditions: Brynna Crockett ’15 & Jolena Zabel ‘16 On-Campus: Ian Calaway ‘16 Staff Advisor: Suresh Mudragada, Assistant Director of Campus Programs Staff Advisor: Jessica Proskin, Graduate Assistant for Campus Programs Administrative Staff Contacts Campus Center: Cindy Haarstad, Director of the Campus Center chaarsta@macalester.edu 651-696-6259 Andy Williams, Assistant Director of the Campus Center awillia8@macalester.edu 651-696-6472 Pratik Singh, Reservations & Info Desk Manager psingh1@macalester.edu 651-696-6473 Mark Bechtel, Operations Manager mbechtel@macalester.edu 651-696-6004 Onenee Saloka, Card Services Manager osaloka@macalester.edu 651-696-6104 Melanie LaBrasseur, Department Coordinator mlabrass@macalester.edu 651-696-6644 Student Affairs Office: Laurie Hamre, VP for Student Affairs hamre@macalester.edu 651-696-6220 Jim Hoppe, Dean of Students hoppe@macalester.edu 651-696-6990 Lisa Landreman, Assoc. Dean of Students llandrem@macalester.edu 651-696-6136 Athletics: Kim Chandler, Director of Athletics kchandle@macalester.edu 651-696-6366 Vanessa Seljeskog, Associate Director of Athletics seljeskog@macalester.edu 651-696-6736 Career Development Center: John Mountain, Associate Director of the CDC mountain@macalester.edu 651-696-6729 Kate Larson, Senior Career Specialist klarson7@macalester.edu 651-696-6191 Mary Emanuelson, Assistant Directore of the CDC emanuelson@macalester.edu 651-696-6393 Center for Religious and Spiritual Life: Lucy Forster-Smith, Chaplain forstersmith@macalester.edu 651-696-6293 Barry Cytron, Jewish Chaplain cytron@macalester.edu 651-696-6117 Civic Engagement Center: Consuelo Gutierrez-Crosby, Student Leadership Coord gutierrezcrosby@macalester.edu 651-696-6363 Department of Multicultural Life & Lealtad-Suzuki Center: Chris MacDonald-Dennis, Dean of Multicultural Life cmacdona@macalester.edu 651-696-6210 Karla Benson-Rutten, Director of Lealtad-Suzuki benson@macalester.edu 651-696-6258 Demetrius Colvin, Assistant Director of Lealtad-Suzuki dcolvin@macalester.edu 651-696-6652 Afifa Benwahoud, Department Coordinator DML benwahoud@macalester.edu 651-696-6243 Health and Wellness Center: Lisa Broek, Associate Director of Health & Wellness broek@macalester.edu 651-696-6055

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International Student Programs: Aaron Colhapp, Director of Intl Student Program colhapp@macalester.edu 651-696-6078 Campus Life: Keith Edwards, Director of Campus Life kedward2@macalester.edu 651-696-6323 Residential Life: Coco Du, Associate Director of Residential Life jdu@macalester.edu 651-696-6690 Other Campus Resources for organization assistance: Bon Appétit Catering: Leah Thomas leah.thomas@cafebonappetit.com 651-696-6313 Custodial Services: Ralph Williamson rwillia4@macalester.edu 651-696-6073 Document Services: Edwin Reynolds documentservices@macalester.edu 651-696-6226 Media Services: Mark Eggert meggert@macalester.edu 651-696-6378 Security: Terry Gorman gorman@macalester.edu 651-696-6218 Robbie Seals rseals@macalester.edu 651-696-6555 Web Support: Sara Suelflow suelflow@macalester.edu 651-696-6307

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Creating a New Student Organization MCSG Constitutional Guidelines for New Student Organizations

1. New student organizations must demonstrate a unique purpose or reason for existence. They should be able to distinguish themselves from all other organizations on campus.

2. Student organizations must have a significant amount of interested and committed people. Significant is understood to be at least 10 students who consistently attend organizational meetings.

3. Student organizations must be non-exclusive. Any student who wishes to join the organization should be allowed to do so.

4. Student organizations will be audited at the end of their charter cycle by the Student Organizations Committee (SOC) of MCSG. The aim of this process is to ensure organizations are healthy, fulfilling their purpose on campus, and getting the support they need. This review process may have implications for the budgeting process. The SOC will evaluate organizations and this evaluation may influence how the FAC distributes funds.

a. The review will be based on the following criteria: i. The extent to which the organization fulfills its purpose ii. Level of activity on campus iii. Membership

5. Student organizations will appoint leadership through fair elections a. New leadership will be required to identify itself to Campus Programs and MCSG for the purpose

of maintaining an accurate list of active organizations and organizational contact persons. b. Groups without leaders will be required to identify at least one contact person to MCSG and

Campus Programs. Contacts will be subject to the same notification procedures as leaders in other student organizations.

Non-Discrimination Statement from MCSG Macalester College guarantees the freedom to organize and join organizations.

1. The Macalester College Student Government officially charters student organizations on behalf of the College, making criteria for the granting of charters consistent with the general policies of the College.

2. Although organizations may set restrictive membership criteria (e.g. tryouts/auditions), these should have a basis in the functioning of the organization and should not be discriminatory, as specified in the College’s non-discrimination policy.

3. No organization shall be required to submit a membership list to the College. After waiting the required one week, the Legislative Body (LB) votes on whether they will ratify the new student organization charter.

Chartering Process

1. Student organizations need to create a charter (see outline of a sample charter) and submit it to the SOC of MCSG. See Campus Programs staffers or the SOC chair for assistance on creating your charter.

2. A member of the SOC will review the charter with members of the proposed student organization. 3. The charter of the proposed student organization will be reviewed by the SOC, with a recommendation

going to a LB meeting.

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Sample Charter Title The charter should be entitled, “Charter of (official name of the organization).” State the full, official name of the organization. The name as it appears in the charter should be used in any advertising or business done by the organization and should reflect the nature of the organization. Article I – Purpose State the purpose, aims and functions of the organization. Article II – Membership

a) This article should explicitly state that membership may not be restrictive or discriminatory, unless the organization is such. If the organization is discriminatory, this article should state that “in no aspect of its programs shall there be any difference in the treatment of persons because of race, creed, color, national origin, disability, age, gender, any consideration based on sexual orientation, or associational preference or any other classification which would deprive the person of consideration as an individual.” A non-discriminatory organization will guarantee that equal opportunity and access to membership, programming, facilities, and benefits shall be open to all persons. For reference, see the College Student Handbook – Students Rights, Freedoms, and Responsibilities Document containing the college’s policy on Human Rights and Regulations Affecting Students and Student Organizations.

b) State the limitations of membership, if any (minimum or maximum limits). c) State the procedure for selection and revocation of membership. For example: how the organization

admits or removes persons from membership. Article III – Officers and Duties

a) What are the offices and what are the duties and responsibilities of each officer? b) Who is qualified to hold office? What are the requirements of persons to be elected to office? c) How are the officers elected or selected? How may a vacant office be filled? d) What is the procedure for removing a person from office?

Article IV – Advisor It is recommended that student organizations have an advisor, who may be a faculty or staff member.

a) Who may serve as an advisor? b) What are the responsibilities and duties of the advisor? c) How are they selected? How are they replaced?

Article V – Meetings a) How often will meetings be held? b) By what means and how far in advance will the membership be notified of special meetings? c) What constitutes a quorum – the number of members needed in order to validate an issue and make the

meeting official? d) Who has authority to call meetings?

Article VI – Elections a) When and how frequently will elections be held? b) By what means and how far in advance will the membership be notified of any upcoming elections?

Article VII – Finances a) Are there dues? If so, how will the amounts be determined? b) Who is in charge of financial affairs? Consider both administrative (collection of dues, disbursement of

funds, etc.) and authoritative (MCSG allocations, fund raisers, etc.) responsibilities. Article VIII – Amendments

a) How will eligible members be informed of the proposed amendment (i.e. reading at two consecutive meetings, posting, notification by mail, etc.)?

b) What vote is required to ratify an amendment? (Usually 2/3 of 3/4 or those present and voting.) c) Note that all amendments or changes to your constitution must be submitted to the SOC chair via

OrgSync. Article IX - Ratification If more than a majority of those present is desired to ratify this constitution, then this article must be included. Article X – Sunset Clause This charter will expire on March 1st, (three years after previous approved constitution), at which time it may be resubmitted for renewal and must be reapproved by the Legislative Body.

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Resources for Chartered Student Organizations Organization Email

• Each organization charted by MCSG will receive an organizational email address. • Check this address regularly, as many students will email this address to find out more information about

your organization. • If you do not know the password for you email login, a leader of the organization can request that it be

reset by contacting the Help Desk in ITS. This must be done in person and during daytime business hours.

• Organizational leaders are highly encouraged to utilize OrgSync and Google Docs within their organization’s email account to keep records, track budgets, and document event planning processes. This will ensure that future leaders will have access to archival information.

Using the Web Charted student organizations that have had space on the Macalester web server may maintain that space.

• For organizations with an existing web folder: - If your organization’s web page has not been updated in two years, Web Services has archived

previous web pages. - If you need to access the folder to update the website, email Web Services at

webmaster@macalester.edu and include the details of your request. - If you need help updating your web page, Information Techonology Services (ITS) offers training.

Google Sites Dreamweaver (web-editing software) KompoZer (web-editing tool) Contact the ITS Helpdesk of you would like to schedule a group training session, or

check out the self-paced training resources available on the ITS website. • New organizations without an existing web folder can build a website using OrgSync.

- Go to your organization’s website builder on the left hand side of your organization’s welcome page.

- Build your organization’s website to your specifications. Space Allocation Lockers and cubbies on the second floor of the Campus Center and several additional office and storage areas across campus are available to chartered student organizations that are in good standing with MCSG. Organizations may request office and/or cubby space at any time, although organizations are limited to either a locker or a cubby at any given time. Both spaces are available on a first-come, first-serve basis, with office allocation preference given to those organizations that demonstrate need. Allocated space includes exclusive use space, communal or shared space, and storage space. To request space, complete the application available at http://www.macalester.edu/committees/spaceallocation/.The policy below defines procedure for initial requests as well as routine evaluations of assignments. Guidelines for Space Assignment Student organizations requesting new or renewal of space must demonstrate the following:

• A charted student organization with MCSG and in good standing with MCSG, Campus Programs Office, and the College (Priority will be given to groups who have been chartered and requested a budget for at least 5 consecutive years.)

• Documented activities/programs that warrant space (e.g., public contact, workspace files, equipment; phone).

• Documented activities/programs that serve the college student body (e.g., number of programs, numbers of student participation in meetings and events; co-sponsorship, open engagement with the college and greater community).

• Demonstration that the organization’s activities reflect its stated mission, goals, and objectives. • Suitability of organizational functions and needs to available space. • Ability to share space with other groups. • Lack of other designated space on campus. • An active, designated faculty or staff advisor.

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Procedures for Space Assignment

1. All organizations requesting new or re-evaluation of current space designation must complete an online Space Allocation Application.

2. The Space Allocation Committee (comprised of the 3 MCSG student representatives, and 3 staff members) will review all applications and make recommendations for space allocation to the Dean of Students.

3. The designated leader of the organization will be notified of the space assignments by the chair of the Space Allocations committee.

4. Completion of the Terms of Agreement within 2 weeks of the assignment by the designated leader of the student organization is required or the space allocation will be forfeited.

Terms of Agreement for Space Usage

1. Organizations must complete an inventory of items in the space, a list of members permitted to have access to the space, and must schedule an appointment with a member of the Campus Programs staff to review the “Terms of Agreement” (this form) for space use.

2. Any furniture or equipment supplied by or borrowed from the College remains the property of the College. Property, furniture, and equipment purchased with MCSG or College funds are considered College property. Any furniture or supplies provided by the organization must be approved and removed at the end of the agreement term if the agreement is not renewed. A removal fee for office contents or clean up will be assessed to the student organization should they be negligent to the terms of this agreement.

3. All damages to the space (carpet, furniture, walls, equipment, locks) are the responsibility of the organization, which may be assessed the cost of repairs, replacement and/or fines for the damage.

4. Exclusive and shared use space must be kept neat at all times. Although facilities will perform routine care of the space, the organization is responsible for keeping the area in a condition that makes this possible. Food refuse, waste, and recyclables should be placed in designated containers.

5. Overnight sleeping is not permitted in any office or lounge space. All facilities are smoke-free environments.

6. Guest Policy: A Macalester College student organization member must accompany visitors who are not Macalester students. Organizations are responsible for guests’ behaviors and actions.

7. Macalester College assumes no responsibility for materials placed in or missing from allocated spaces. No cash should be left in offices; deposits should be made immediately following any collections.

8. Approval must be obtained by facilities to hang or fasten any items to walls and/or floors. 9. Organizations that lose recognition by MCSG or Campus Programs will automatically forfeit their

allocated space. 10. Allocated spaces may be checked periodically to ensure appropriate use and safety. 11. Groups must be in compliance with federal, state, municipal laws and fire codes, as well as Macalester

College policies and procedures. 12. If it is determined that an organization is not utilizing their designated space or is using it inappropriately

the space allocations committee or college official has the right to terminate the organization’s use of the space.

Student Organization Resource Center (SORC)

• Located on the second floor of the Campus Center (Near the MCSG, PB, and Campus Programs offices) • Contains:

- Storage & Workspace: large worktables, and lockable cubbies. - Art Supplies: paint, banner paper, markers, a die-cutter, a laminator, and paintbrushes. - Other: Computers, a printer, and a copy machine.

• Please clean up after yourself after using this space. Note: Supplies are purchased only twice per semester. Be mindful of waste; take only what you need.

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Be an Effective Leader How to Facilitate a Meeting Before calling a meeting, leaders should define its purpose and create an agenda. The agenda will help guide the meeting and allow it to run more smoothly. Consider distributing this agenda to members before the meeting. Make sure to inform members of the location and time of the meeting. At the beginning of the meeting, be sure to lead introductions, especially when there are new members. Consider asking a question that everyone answers. Be aware of time – consider creating time limits for lengthy agenda topics. Be flexible with the agenda but also be mindful about accomplishing what needs to be accomplished. Encourage participation from everyone. Keep minutes for future reference. Try to engage everyone in the meeting. After the meeting, discuss whether or not the goals of the meeting were reached. If there are any problems that came up, address them. Follow up on any tasks that were delegated. If there is unfinished business from the meeting, place it on the agenda for the next meeting. Remember to give recognition! Create a Lasting, Effective Organization Recruit Members

• Post flyers. • Place an ad in the Mac Weekly. • Tell people about your organization. • Host a booth at the Involvement Fair. • Utilize OrgSync by keeping organization information up to date. • Use social media, like Facebook and Twitter

Retain Members

• Make sure that meetings have a purpose. • Follow the agenda. • Make new members feel welcome. • Create goals as an organization. • Make sure everyone has a role. • Recognize accomplishments. • Allow for input from members.

Get input from within your organization. Long-lasting, effective, and just social systems are key to sustainable organizations. Evaluate your organization’s decision-making protocol to make sure that everyone has a chance to participate. Respect and consider varied opinions. Collectively we have a lot of expertise and knowledge at Macalester College from many different experiences and backgrounds: take advantage of it! Ask for and consider new ideas. Keep in mind the advice, “listen to understand, not to respond.” Delegate. A good leader keeps other members informed. By delegating to members who have better skills in certain areas and for certain tasks, you can strengthen your organization (and take on less work yourself!) Make your voice heard. The Macalester College Student Government (MCSG) Legislative Body meetings always begin with an open forum so that students can talk to their representatives. You don’t have to do anything special to attend the once a week meetings; all that is requested is that is that you let the Legislative Body know you’re coming so that they can schedule enough time for you. Invite participants. Sometimes the most helpful ally you work with is someone unexpected. Need advice? Try asking your professors and friends outside of your organization. Respectfully approach Macalester staff (in departments across campus such as Facilities Services, Campus Programs, the Department of Multicultural Life, the Civic Engagement Center, or the Sustainability Office) asking for their ideas, participation, and words of advice.

SECTION 3: STUDENT ORG LEADERSHIP

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Be accountable.

• Have an advisor. • Identify one person to be in charge of finances, who checks in with the President and Advisor, and keeps

records of finances throughout the year. • Keep things documented, which will be beneficial for current and future leaders. • How is your organization adding to the Macalester community?

Frequently evaluate your organization and your role as a leader. Think about the following: • What are the goals and needs of the organization? • How can you meet all members’ needs? • How can you get more involvement? • Who could you be excluding or making feel uncomfortable based on your language use, assumptions,

generalizations, programs, activities, food choices, etc…? Collaborate with other organizations Keep in mind that you can collaborate with other organizations when planning events. This can bring more people to an event and make it more successful overall. Tasks can be spread out amongst group members as well. Working with other organizations will also allow your group to learn what works and what doesn’t work. Each group has a different way of how they run things and another approach might work better for your organization. Remember that collaboration needs to take place early in the process, and requires flexibility and compromise from all partners. Approaching another group with an idea that is fully formed is not a good way to begin a partnership. Think ahead to future leadership transitions

• Use your organization’s Google Apps account so organization leaders from year to year have access to previous documents and emails.

• Have old leaders mentor new leaders. • Keep 1st and 2nd year members involved and prepare them to be leaders. This will aid in having a more

sustainable organization. • Reflect

- What do you wish someone told you when you started? - What resources did you find beneficial as a leader?

Resources Student Organization Advisor Student organizations are strongly encouraged to identify a faculty or staff advisor.

• The role of an advisor varies from group to group which depends on the organization’s needs and the personalities involved.

- It is important that the role the advisor will play in the organization is discussed and that everyone concerned has the same expectations of the advisor role.

- Both advisors and organizations must understand the roles and responsibilities that they hold in relation to each other and to the organization, and must be realistic and flexible when defining the advisor role.

• Perks of having an advisor: - Advice about being an effective leader in your organization. - Direction for planning successful events, meetings, etc. - Guidance and assistance with any questions that your organization may have.

• The relationship of the advisor will vary from organization to organization as well as within a particular group over time.

Note: If your organization would like assistance in identifying an advisor, let us know. There are a number of faculty/staff wiling to serve in this capacity. Expectations of advisors

• To assist the group in the formulation of long-term goals in addition to planning and initiating short-term projects

• To be available as a resource person • To suggest and encourage improvements • To serve as an ambassador for the organization • To assist with evaluation of group projects and progress

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• To assist leaders in practicing leadership and in problem solving • To serve as a sounding board for the organization

Benefits of advising a student organization

• Contact with students outside of the classroom setting • Assisting students with leadership and management skills • Establishing friendships with colleagues and students • Watching students gain confidence and take pride in their accomplishments

Create an Environmentally-Sustainable Student Organization There are many ways that you, an active Macalester student, can help the college achieve its sustainability goals and build an environmentally conscious campus culture. Running a sustainable organization means paying attention to justice, organization, the environment, and economics: all “’pieces’ that not only fit together but cannot exist separately of each other.”1 Below are some ways to get started. Keep in mind though, that the more creative you are and the more ideas are shared, the more sustainable and fun these “green” efforts will be! Sustainable and Socially Just Advertising

• Print double sided, on used paper, or on half sheets. When printing and hanging flyers, think about how you can reuse paper to reduce the amount of energy, money, and waste needed to advertise events.

• Be creative. Do you really want to print all those flyers? Instead, brainstorm alternative ways to showcase your organization’s efforts; your new ideas will be eye-catching and will get the Macalester community talking about your organization. For starters, try designing a visible art project.

• Consider language/images. Be sure that you are appropriately using inclusive language and images. Think about the messages that you send with the choices you make.

• Partner with other student organizations. Word of mouth is one of the most reliable ways to spread information. It also allows you to expand your organization’s membership base, collaborate, and share resources.

• Use electronic technology. Use electronic technology to cut down your paper use. Create an event website; advertise using the Daily Piper, Mac Weekly, Facebook, an electronic newsletter, or email; ask if a department will post your event on its website.

Travel

• Reduce guests’ travel impact. Reduce distances traveled by speakers and attendees, if possible. Offset your airline travel by speakers. Some departments have “offset” travel emissions by donating to the Clean Energy Revolving Fund. Try to host guest speakers located close to Macalester to reduce expenses and carbon emissions from travel. If you are hosting a guest, provide them with the information about alternative transportation: carpooling, bike rental, bus routes, etc. MCSG recommends that guests stay in hotels according to MPIRG’s list of boycotted/unionized hotels if possible.

• Sign up for an HOURCAR membership. Student orgs can now pay for, at a specially reduced price arranged for Macalester, a “departmental” HOURCAR membership. Instead of using the campus vans, appoint and sign up a few drivers so that you can use the smaller, more efficient Toyota Priuses available through HOURCAR for trips that require only a few people. For more information, contact Ari Osfevit at ario@thenec.org.

• Take advantage of low-carbon transportation. Subsidized Buss Passes are available at the Info Desk. Free bike rentals (courtesy of MacBike’s BikeShare and complete with helmets, bike locks, and maps) are available for checkout at the Library Circulation desk.

Purchases, Food Orders, and More

• Think before you pay. The procurement Office is in the final stages of approving a campus-wide Responsible Purchasing Policy, including the development of a web-based catalogue of products that are environmentally, economically, and socially responsible. For more information, contact the procurement sustainability student worker at (651) 696-6565.

•

1 For a more detailed discussion of “What is Sustainability?” please see students Timothy DenHerder-Thomas and Rob

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• Order local, low-carbon food. When ordering food for events, consider the impact of your choices. Bon Appétit’s Macalester website has a wealth of information on sustainable eating. Check it out: http://www.cafebonappetit.com/macalester/index.html. The Catering Director, can be reached at (651) 696-6313, and can also help you choose low-budget and low-carbon options. Just make sure to order food from the catering department a week in advance.

• Host zero waste events. Reduce waste by including composting and food waste recycling in your event. Composting requires special compostable dishware and silverware and special compost pickup, so it is applicable for large events. Arrangements can be made for picking up food waste that will be made into pig feed. Patty Jacobson (patricia.jacobson@cafebonappetit.com) is the contact for dishware and the pig feed.

Another option to minimize waste is to utilize the melamine dishes that MCSG purchased for student orgs to use. If you are hosting a small event catered by Bon Appétit, you may be able to use these dishes rather than paper products. Check with MCSG about the process from checking out the dishes, and make note of the Café Mac guidelines regarding their use:

1. Café Mac will wash the melamine dishes during the hours of 9:00am – 7:30pm. If dishes are brought to Café Mac during peak times, they will be washed as soon as possible.

2. All dishes must be scraped and cleaned of food before being brought to Café Mac. 3. All dishes must be brought in a container/box with a list of its contents. 4. Please check in with the Manager on Duty when bringing dishes to Café Mac to be washed.

• Consider the source. Are the businesses you patronize local? Fair-Trade? Do they pay their workers a

living wage? Are you also supporting minority- or women-owned businesses? These choices send messages. What are your choices saying?

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Programming is a key element of any successful organization. Whether you are programming only for your members, or for a broader range of people, successful programs all require some degree of careful planning. Feel free to consult with Campus Programs Staff or Program Board members at any step of the way; both are great resources, and are eager to support you.

Event Planning Process BEFORE YOUR EVENT Determine the Goals of the Event

• Define your organization’s goals. • Facilitate a brainstorm session of program ideas that further these goals. Ask your peers, advisor,

professors, and other friends for suggestions. • Narrow down your program ideas:

- What are the goals of the program? - What appeal will the program have? - Whose needs or interests, will the program serve? - What organizations/groups can you collaborate with in order to enhance the program and/or

broaden its appeal? Logistics: Date, Time, & Location Campus Calendar Please take note of some large events that take place annually:

MONTH CAMPUS EVENTS September

Latino Heritage Month

MCSG Elections Involvement Fair Welcome Week

October Disabilities Awareness Month National Coming Out Week

Domestic Violence Awareness

Alcohol Awareness Week Family Fest Weekend Transgender Day of

Remembrance Health Awareness Week International Roundtable

November Native American Awareness

Month

Hunger & Homelessness Week

December World AIDS Day Midnight Breakfast

February Black History Month

African American Studies Conference

International Week March

Women’s History Month African Awareness Week

Latino Heritage Week April

Asian American Awareness Month

Sexual Assault Awareness

Caribbean Heritage Week APA Month

Relay for Life Earth Day

Spring Fest

May Senior Week Commencement

Reunion (Alumni Relations)

SECTION 4: Programming & Events

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• Consult with the Reservations Staff (reservations@macalester.edu or x6638) to inquire about an

appropriate venue to have your program, or search for spaces using the online system at http://ems.macalester.edu/.

• Check the College Events calendar, http://events.macalester.edu/. Your program should complement, not compete with other programs.

• Allow enough time for your organization to complete program planning; create a timeline to ensure that your plans are realistic.

• If the program involves bringing a performer to campus, call to obtain information use the “Contracting Worksheet” found in the appendix to guide your discussion with any potential performer or agent. Keep in mind that students are not authorized to sign contracts on behalf of Macalester or any Macalester organization.

- Discuss available dates, performance fees, contract requirements, technical requirements, and promotional information.

Reserve a Space

• Reservations for events should be made at least 3 weeks in advance. • All setup and Campus Event Detail (CED) forms are due 14 days prior to the event. • Revisions and/or cancellations are just as critical as your initial reservation; please contact the

Reservations Desk as soon as this information becomes apparent. All set-ups require both an accurate diagram and written description of your event needs.

Most venues on campus are reserved through the Reservations Desk staff, at 651-696-6638 or email reservations@macalester.edu. If you want to check on room availability, it is recommended to use Macalester’s online venue reservation system, located at http://ems.macalester.edu/. Check out information on the CED Form in the Appendix for specific details about various venues on campus. Some venues must be reserved through other contacts: For the Leonard Center, contact Soren Nelson, Leonard Center Manager at snelso10@macalester.edu or 651-696-6629 For the Alumni house, contact Mary K. Briggs at briggs@macalester.edu or 651-696-6728 Facility Arrangements

• Communicate date and facility needs with the Reservations staff. Be sure to also reserve publicity space: table tents, banner space, sandwich board, display cases, literature tables, etc.

• Obtain a College Event Description (CED) form from Reservations. The CED form will help facilitate the planning of a successful event. This form must be signed by a Campus Programs staff member and turned in to Reservations fourteen days prior to your event. Failure to do so may result in the cancellation of your reservation.

• Consider food service requests. Bon Appétit Catering must provide any food service for the Campus Center, Hill Ballroom or the Leonard Center. No outside food is allowed in these venues. The Bon Appétit Catering manager can be reached at 651-696-6313.

• Determine if tickets will be needed for your event. • Determine if Security Officers will be required for your event. The guidelines for Security at Student

Organization Events can be found in the Appendix. Budget During the beginning stages of planning for your event, consider ALL expenditures and sources of funding that you expect from this event. If you need to submit an additional allocation request, the request must be submitted at least two weeks before the date of the event, although it may be submitted well before that. Event Expenditures

• Speaker/Performer fees: Honorarium, additional contract fees (e.g. travel, hotel, etc.), and artist hospitality

- In order to pay any individual or group for services to your organization, a contract must be generated and signed with assistance from Campus Programs staff. See page 19 for information regarding this process.

• Event preparation: Promotion/publicity, decorations, event printing (e.g. tickets, etc.), and facilities fees • Event needs: Security, food and beverage, and media (e.g. movie viewing rights, etc.) • Potential custodial charges

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Event Sources of Funding

• Ticket sales (if necessary). • Co-sponsorship funds • Semester budget allocation or additional allocations from MCSG • Fundraising

Publicity Effective publicity is crucial to getting the word out about your event. It’s really important to plan ahead! Don’t wait until the day before your event to publicize an event you’ve worked on all semester! Be creative and have fun with it! Plan to publicize your event in a variety of ways. Your options include, but are not limited to:

• Banners • Posters • Flyers • Table tents • Display cases • Chalking • TV screen in the entrance of the Campus Center • Sandwich boards • Special invitations • Painting the rock • Emails • Social Media • Literature tables • Buttons

In the spirit of the mission of Macalester College, students and campus organizations are free to examine and discuss all questions of interest to them and express opinions publicly and privately. To promote this atmosphere of free expression, members of the community are obligated to take responsibility for that expression and to respect the expression of others. Individuals and/or groups will be held accountable for postings that are not respectful of Macalester College community standards. The following guidelines apply to postings, fliers, electronic mail announcements or messages, chalking and other forms of printed or written expression:

• Members of the college community must include their name, organization name or department, and a phone number and/or email address on any public document, poster, or sign that they circulate or prepare for circulation.

• POSTER RUN: Sponsoring individuals or groups may provide the Campus Center Information Desk with 20 posters, which will then be distributed on non-residential bulletin boards every Wednesday.

• For posting in the residence halls, see below. • To ensure equitable circulation opportunities, information should be placed on unused bulletin board

space or in place of outdated materials. • Members outside the immediate college community are asked to contact the Campus Life/Campus

Center Desk (located on the 2nd floor of the Campus Center) for posting information and approval. • All flyers posted on campus must have the name and contact information of the sponsor prominently

displayed. • Flyers/posters are not to be taped to walls, columns, doors, mirrors, or bathroom stalls.

Note: In addition to the above policies and procedures, all publications are subject to applicable Federal and Minnesota state laws. Publicity Reservation Specifications Table Tents - Reserve table tent space in advance; then give 30 4”x 6” copies of your table tents to the Info Desk by Friday afternoon for distribution on Sunday. (Posters are also dropped off at the Reservations Desk, but no reservation is required. See the posting policy above for more information.)

• Banners – make sure to fill out a design form as you make your space reservation. • Sandwich Boards in front the Campus Center – for one week at a time. • Display Cases near the SPO area – can be reserved for one week at a time per organization (only one

per org per week). • Literature Tables near the SPO area – only one table can be reserved by each organization for up to one

week at a time.

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• White Board – can only be reserved for events taking place in the Campus Center and on the day of the event only.

• TV Screen in the entrance of the Campus Center can be reserved for up to 7 days per event series. Use the SORC to make banners and utilize other resources

• Campus Programs has a poster maker that can be used to enlarge single-color documents. Each organization can request one large poster each semester at no cost. Additional posters can be made for a small fee.

• Facilitate a brainstorm session of promotion ideas. Relate the ideas to the goals(s) of the program. • Discuss target audience(s) and approaches to inform the audience of the program. • Inform WMCN and The Mac Weekly if appropriate. • Check out a button maker and make buttons to publicize your events in advance. • Use OrgSync to share information about your event. • Submit your event to the Daily Piper. • Talk to others face-to-face!

Residence Hall Posting Policies The Office of Residential Life has specific policies for posting flyers in their spaces. If you would like publicity posted for your events in the halls:

• Please drop off 35 copies to the main Campus Life/Campus Center desk (located on the 2nd floor of the Campus Center). This will cover all the Halls including the Cultural House. It does not include Language Houses or the three Cottages.

• Signs are typically 8 1/2x11 (in inches) but Office of Residential Life could allow space for 11x17 (in inches) if necessary. The Office of Residential Life will not take banners unless it is through a pre-approved special request.

• The Office of Residential Life will then put them in the correct boxes for the Residential Hall Directors to pick-up. Signs will be posted within 48 hours unless submitted on Fridays.

• The Office of Residential Life asks that you do not post signs yourself. Poster Runs Sponsoring individuals or groups may provide the Campus Center Information Desk with 18 posters, which will then be distributed on public posting locations on campus. Materials are due to the Info Desk in the Campus Center by 430pm Tuesday for posting in the same week. Literature Tables Tables in the lower level of the Campus Center are provided for distribution of information by Macalester departments and organizations.

• They may be used by Macalester student organizations, academic and support departments or by specific off-campus groups that have been invited and sponsored by a Macalester organization.

• Reservations for literature tables may be made through the Reservations Desk. College Chalking Policy The College has a great deal of pride in the campus grounds and physical facilities. The College provides bulletin boards for posting of notices and also numerous campus publications to allow free expression and communication. The College does have a policy of removing graffiti from all buildings and other facilities. Chalking on the sidewalk is removed during periodic cleaning of the sidewalks. Chalking on vertical surfaces is prohibited. Chalking and posters will be removed from walls, benches, posts and other surfaces. Because of the nature of the site, chalking is also removed immediately from the memorial garden around the flagpole and from the entrance to the Chapel. (Macalester College Student Handbook, http://www.macalester.edu/studentaffairs/studenthandbook/campuspoliciesandprotocols/publicityandposting.html) Mail Stuffing Policy Campus-wide mailings (through mailbox stuffing) are not permitted unless special permission is given by the Dean of Students. Dissemination of information for the entire campus should be made through existing publications, bulletin boards, and copies to appropriate student organizations and departments, etc. Document Services and the Post Office will implement a campus-wide mailing only upon receipt of a written authorization from the Student Affairs Office.

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Printing & Copies Document Services:

• Located in the lower level of the Campus Center, next to the Post Office. • They can be reached at documentservices@macalester.edu. • They can help you by copying your fliers and posters for your upcoming events. • Send them an attachment of your publicity, with your FOAPAL number, and precise details of what you

need. SORC copier:

• Located on the second floor of the Campus Center near the SORC. • Enter the last 5 digits of your student org number. • Your org will then be charged for these copies.

Copying Code of Ethics Macalester College honors intellectual property, respects the privacy of data, and recognizes the rights of others. Each individual has a responsibility in turn to use copying technology in an ethical manner. Anything less than adherence to the letter and spirit of copyright laws and regulations is unethical. Respect for intellectual labor and creativity is vital to academic discourse and enterprise. This principle applies to works of all authors and publishers in media. It encompasses respect for the right to acknowledge, right to privacy, and right to determine the form, manner, and terms of publication and distribution. Because printed and recorded information is easily reproduced, respect for the work and personal expression of others is critical. Violations of authorial integrity, including plagiarism, invasion of privacy, unauthorized access, and trade secret and copyright violations may be grounds for sanctions against members of the academic community. At Macalester, violation of the Copying Code of Ethics may subject the offending individual or organization to disciplinary action. Use of Macalester Name/Logo Although chartered student groups can obtain access to the Macalester website and email addresses and utilize space on campus, individuals and individual groups may not imply in any way that they represent the college in an official capacity. Individuals and groups may take positions on issues. However, the college strives to maintain a neutral and professional position in regards to political issues and the like. Only the trustees, the president, or faculty voting as a group can take an official position on behalf of the college. For access to Macalester logos, please visit http://www.macalester.edu/collegerelations/logos/ Food Bon Appétit is available for catering services at any campus venue. Student organizations are required to work with Bon Appétit when catering in the A.G. Hill Ballroom in Kagin, within the Campus Center and Leonard Center. Please contact the Bon Appétit Catering Manager at 651-696-6313 for more details. During Your Event

• Be sure that group members are aware of what will be expected of them during the event. What will be needed during setup or cleanup for your event? Who will welcome guests? Do you have a speaker that will need a host? To be introduced?

• Keep in mind that you will have responsibilities throughout the event to ensure that everything runs smoothly.

Following Your Event

• Immediately following your event, be sure that the space you used is cleaned up and returned to its original state.

• Be sure to send thank you notes to the artist, volunteers and other special people. • Be sure that you conduct evaluation through either informal discussion or formal evaluation tools. Include

questions such as: Were the goals of the program met? Is the program worth repeating? How could it be done better in the future? Decide whether to have a closure meeting and/or conduct a survey. Share results with your organization.

• Finalize budget expenditures, revenue, and program report – these may be useful to the organization in the future.

• Record all expenditures in checkbook on OrgSync.

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Special Events Community Service Events The Civic Engagement Center (CEC) acts as a bridge between the Macalester community and Twin Cities' non-profit organizations and schools. Call the CEC at 651-696-6040 if your organization is looking for:

1. A one-time service project that is integrally connected to the group’s focus; 2. A one-time service project unrelated to the central mission of the organization -- for the purpose of getting

to know one another better and benefiting others, and/or 3. An ongoing project that coincides with the group’s mission and enhances members’ experiences.

Keep in mind that many non-profit organizations have existing opportunities for group service and do not have the capacity for self-defined projects. For the success of the project and the organization, it is best to work together on a defined project. The CEC student staff members are available to assist you in the process of answering the following questions and setting up service projects. A few questions to ask before your organization explores service project options:

• What type of service project would your group like to do? • Does this project meet an existing community need? • What local organizations work on this issue? Is the project realistic? • Is this project a good fit for your organization? • Will the project cost your organization money or resources?

Dances Things to keep in mind:

• What kind of music do you want played? • Do you want an intimate space (10K) or a large, open space (A.G. Hill Ballroom in Kagin)? • Will you find a Mac student to DJ or hire someone from off-campus? • Do you want decorations? • What kind of sound/lights do you want? If so, this info needs to be relayed to Reservations through your

program’s CED Form. • Will Security Officers be required?

Note: Fog machines are not permitted. Performer/Speaker/Vender Contracts If your student organization is bringing someone to campus as a speaker, performer, entertainer, consultant, instructor, etc., and you are planning to compensate them in ANY way, shape, or form, you MUST have a contract, and the contract should be signed by them IN ADVANCE of their scheduled date on campus. In some cases, even if they are not being compensated, a contract is a good idea. Contracts are important because they ensure that both parties have a shared understanding about what is expected.

• How long will a speaker address an audience? • Will the speaker also participate in a Q&A session with the audience? A reception? Attend classes? • How will they be compensated? • Exactly when and where will the engagement take place? • Who is responsible for any travel expenses? For making travel arrangements? • Can photographs or recordings of the event be made/used? • Who is responsible if something goes wrong?

The list goes on and on…and all of these questions are important to have considered. Contracts are also important because they provide the legal documentation that is required in order for Macalester to pay someone for her or his services. (A signed contract alone is not enough, however. We also need a completed W-9 form from the person or entity who will be paid. More on this later…) Contracts may also include RIDERS.

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A rider is an additional set of demands/requests that must be met in order to fulfill the terms of the contract. There are two primary types of rider:

• Hospitality: A hospitality rider commonly includes requests to ensure the comfort of the speaker/performer on the day of the engagement. This may include information about transportation from an airport, hotel needs, snacks and beverages, and the like.

• Technical: A technical rider addresses equipment and/or crew needs, and might include such things are requests for particular lighting, microphones or other sound or AV equipment, for example.

So, how do you get a contract for an upcoming engagement? There are two main options:

1.) Sometimes an agency or performer has their own standard contract and rider that they prefer to use. This is okay, but our preference is to use the Macalester Standard Engagement Contract, because that way we are certain that we have clear answers to all of the questions that we have.

2.) The other option is to connect with Robin, Suresh or Allison in Campus Programs or one of the Campus Programs student assistants. They can help you gather all of the information that you will need to generate a contract. Use the Contracting Worksheet found in the appendix to guide your discussion with any potential performer or agent, but keep in mind that students are not authorized to sign contracts on behalf of Macalester or any Macalester organizations. You may collect the needed information and give it to a Campus Programs staff member. Be sure that you don’t just send the contracting worksheet to an external person to complete; it’s important that you talk through the information together.

3.) After a contract has been generated by Campus Programs, it will be provided to you either electronically or as a paper copy (or both). You will need to ensure that it gets to the other party to get their signature, and THEN submit it to Robin for final approval. The other party also needs to provide a copy of their W-9 in order to ensure that Macalester can report appropriate tax information. A blank W-9 can be found at www.irs.gov. The signed contract serves as authorization for payment, and will be submitted to Business Services. Check processing takes two weeks. The Artist/Entertainer will be paid following the performance.

A Few Important Things to Know: Visitors from outside of the United States require additional paperwork and withholding of taxes. If this applies, some additional steps must be taken with Employment Services in advance of their visit. Failure to do so may result in delayed payment. If you are paying a Macalester Faculty or Staff member for some outside services, we won’t use a Standard Engagement Contract; a different form is used. Talk to Robin if this is the case. Contracts may include confidential information, so do not share contract details with anyone not involved in the event. The compensation that non-residents receive for performances in Minnesota is subject to a 2% nonresident entertainer tax. Macalester College is responsible for withholding the 2% tax from the nonresident entertainer payments, remitting the withholding amounts and reporting to the Minnesota Department of Revenue. (NOTE: Due to reciprocity agreements, residents of Wisconsin, North Dakota, and Michigan are exempt from this tax, provided they submit a Minnesota Department of Revenue form MWR: “Reciprocity Exemption”.) Movie/Video Viewing Rights Copyright laws can be confusing, and it is easy for organizations to inadvertently violate the laws about public performances. For an easy to follow guide, see the Public Performance Chart in the Appendix. Macalester College has determined that in order to comply with the Copyright Act, public or semi-public showing of films or DVDs, except those secured from and with permission of the copyright owner, are not allowed on campus. Contact Media Services or Campus Programs for more information. This means your organization cannot order a Netflix video and show it to the public! Note that it is not cheap to request the rights to screen a movie, and the fees can range anywhere from $100 - $1000, depending on the particular title. Plan your budget accordingly. The U.S. Copyright Act (U.S.C. 17, 101, and 106) grants all rights of public exhibition of a copyrighted work to the owner of the copyright. Such rights of public exhibition include the right to show a film or video tape to a group, whether or not admission is charged. Congressional reports on copyright applications make clear that even “semi-public” exhibitions in residence halls, clubs, and colleges are often classified as public for copyright purposes.

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Organizations and individuals desiring to show DVDs or films must secure permission from the holder of the copyright. Generally, this means that videotapes or films must be rented from companies who hold the rights. Neighborhood video stores do not hold these rights. Even if a tape has been purchased and is owned by a member of the community, it may not be shown in a publicized screening in any public venue. Criminal penalty for willful violation of the Copyright Act is up to one year in jail and/or a $25,000 fine. Inadvertent or innocent violations may bring substantial civil penalties. Media, Custodial, & Security Some events (especially those that are larger and/or publicized to the entire campus) require Custodians, Security, and/or Media Services. Upon completion and distribution of a CED Form, event organizers must follow up with pertinent college personnel regarding event details, needs, and expectations, communicating any changes along the way. Custodial Staff & Security may be reached at 651-696-6278 and Media Services at 651-696-6377. More information on the security needs can be found on page 28. Fundraiser More information on fundraising can be found on page 28 under budgeting information. Outdoor Events & Noise Policy/Variance Reserve outdoors spaces through Reservations (651-696-6638); they will then advise the Facilities Services’ Grounds Crew as needed.

• When planning an outdoor event, be mindful of nearby classrooms, offices, & residence halls. • There cannot be any amplified music while classes are being held or after 8:00pm.

- Contact the High Winds office at 651-696-6552 to find out how and when to contact the neighbors about your event.

• Be familiar with the latest St. Paul noise ordinances. • Create a rain plan in case there is inclement weather.

- Reserve an indoor venue. - Decide who will make the decision to move indoors. - Establish when this decision will be made. - Communicate this information to pertinent constituents.

The City of St. Paul states that it is unlawful for any person to make, continue, permit, or cause to be made a loud, disturbing or excessive noise which would be likely to cause significant discomfort or annoyance to a reasonable person of ordinary sensitivities in the area. After 8:00 p.m., no outdoor events utilizing projected sound may be hosted by any Macalester department or recognized student organization without a noise variance from the City of St. Paul. Applications and processing of requests for noise variances must be done in collaboration with Campus Programs staff. The city takes into consideration a number of factors (time, duration, number of people affected, etc.) when determining whether a noise is loud, disturbing, or excessive. A sound level variance may be requested by the city, by filling out an application and submitting the relevant fee. For more detailed information, please visit http://www.ci.stpaul.mn.us/code/lc293.html or the Office of Campus Life. The High Winds office is also available to assist student organizations in communicating with our neighbors about events occurring on our campus. Note: Campus Life will not sanction events and/or activities with excessive noise that take place during class period times. Drop Box Solicitation Student Organizations may arrange to have items (i.e. books, school supplies, winter accessories) collected at the Campus Center Information Desk by filling out the Campus Center Drop Box Info Sheet. The Campus Center staff requires that the student organization/department monitor the box daily and remove items as necessary so the box does not overflow, become unsightly, and/or obstruct one’s movement through the Campus Center. Prize Drawings, Ticket Sales, & Gambling/Raffle Cash Receipts – Prize Drawings Prize drawings may be utilized as a fundraising method both on and off campus. Please see a member of the Campus Programs staff for details regarding City and State Laws that pertain to raffle fundraising activities. Cash deposits should be made daily by organization members. Organization members selling raffles are responsible for the cash and/or tickets in their possession. MCSG cannot fund the prizes for events.

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Cash Receipts – Ticket Sales Student Organizations may sponsor activities that charge a fee for entry. All revenue must be deposited on a daily basis into the Macalester student organization account. Students are encouraged to work with Campus Programs staff when engaging in selling tickets for events. Organization members selling tickets are responsible for the cash and/or tickets in their possession.

Cash Receipts – Gambling/Raffles Macalester College, as an organization, can request up to four “one day gambling permits” per year. A city of St. Paul application, fees ($50 effective 1/2009 for St. Paul & up to $100 for State of Minnesota permit), letter, proof of non-profit status, & a State gambling form must be submitted to the City of St. Paul Office of License, Inspections and Environmental Protection at least thirty days prior to the requested date of the gambling event. A gambling event shall be described as any event (i.e. Raffles, Bingo, Pull tabs, Tip boards, Paddlewheels) that takes in fundraising revenue for an organization. All city and state gambling requirements must be fulfilled. Please see the Office of Campus Programs, www.ci.stpaul.mn.us/liep, or www.gcb.state.mn.us for more details. Event with Alcohol Present Macalester College Policies for Events with Alcohol All Macalester community members are required to follow the campus drug and alcohol policies found in the Student Handbook and the Staff and Faculty Handbook. Student Organizations are not exempt from adherence to such policies. It is assumed that individuals, as responsible members of the Macalester community, will be familiar with and adhere to all policies and procedures. Violations of policies that occur in the context of a student organization’s programs or activities may result in disciplinary action for the individuals involved and for the organization. The following policies must be observed to ensure compliance with Macalester community expectations and all state and local laws relating to the serving (and sale if appropriate vendor and license is secured) of beer and wine on campus. Beverages other than beer or wine are not permitted at college events. Minimum Requirements to Comply with Minnesota Law & Macalester Community Expectations Planning an Event at which Alcohol will be Present

• Student activity fee monies may not be used to purchase alcohol except in the case of alcohol for religious purposes. This exemption must be issued by the Dean of Students, Jim Hoppe.

• Any event at which alcohol will be present requires a completed Alcohol Approval Request Form submitted to the Reservations Office for approval no less than 3 weeks prior to the event. This includes events where wine and/or beer will be served at a reception or dinner.

• Events at which alcohol will be present may require completion of a Certificate of Insurance indemnifying Macalester College, which is available at: http://www.macalester.edu/campuscenter/forms/alcohol_approval_policy_and_form_june2011.pdf

• Events which require a license for the sale of alcohol or any event with an estimated attendance of 100 or more people will require additional planning and appropriate forms must be submitted 9 weeks prior to the event.

• Only beer and/or wine may be served on campus. • Event sponsors must provide non-salty snacks (e.g., veggies, fruit, crackers) and equal amounts of non-

alcoholic beverages (e.g., soda, tea, lemonade, water, punch) when alcohol is being provided for free. Equal amount is defined as an equal amount of ounces of non-alcoholic beverage to alcoholic beverages available.

• The presence of alcohol at an event may not be publicized in any way, implicit or implied. • People attending campus events where alcohol is being served for free must be Macalester community

members or guests of Macalester community members. • Security officers will be required at some events involving the distribution of alcohol. Determination of this

requirement is at the discretion of the Director of Safety and/or the Director of the Campus Center. Cost for the officers is the responsibility of the sponsoring Macalester department or recognized student organization. At least one faculty or staff person is required to attend an event where alcohol is being served.

• A group sponsoring an event with alcohol is responsible for overseeing distribution and consumption and accept financial responsibility for any costs associated with extra clean up or repairs due to behavior of guests.

• Minnesota law and Macalester policy prohibit open containers on public rights-of-ways (i.e. streets, sidewalks, public areas in buildings, etc.). Alcohol must be contained in a designated serving and consumption area. The Campus Center Atrium, Art Gallery Hallways, Olin-Rice Smail Gallery or any other publicly used space are not permissible locations for the service of alcohol unless the entire building/space is reserved for the event or alcohol is only served and consumed in a controlled area not

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accessible to the public or those under 21. Bon Appétit may serve wine and/or beer at a served, sit-down dinner in these spaces. For outdoor events, the serving area must be contained within a fenced-in and controlled area.

On Procuring Alcohol for an Event

• Alcohol can only be purchased, served, and sold by an outside vendor in possession of a Minnesota alcohol license.

• Alcoholic beverages cannot be sold without a license issued by the St. Paul Office of License, Inspection and Environmental Protection. Application forms are available from the Reservations Office and must be submitted in cooperation with the Director of Campus Center. Indirect distribution of alcohol (through the sale of admission tickets, donations, etc.) is considered selling alcohol and requires a license from the City of St. Paul.

• The distribution of alcohol is to cease at least 45 minutes prior to the end of the event. On Being a Responsible Host

• Individuals are not allowed to bring any alcohol to a campus event • State law prohibits serving alcohol to those under the age of 21. • State law prohibits persons under the age of 21 from holding a retail liquor license. • State law prohibits serving alcohol to anyone already intoxicated. • Event hosts/organizers are responsible for preventing and confronting underage drinking at the event,

and must require noncompliant guests to leave the event. • It is the responsibility of the event organizers to confront intoxicated guests and assist in their safe

departure from the event. • Event hosts should not permit guests to drive if they believe guests may be impaired. • Indoor events must end no later than 2:00 a.m. Alcohol service must cease no later than 12:30 a.m.

Work with Security to coordinate a smooth ending of your event. Travel

• All College-related student travel must be pre-approved to assure that the travel plans are safe, well planned, and meet the College’s risk management guidelines.

• Student travel is considered College travel if any of the following apply: - Travel is 50 miles or more from campus - Travel is overnight - College vehicles are used - College or student government funds are used to support travel - Travel for Athletics or Club sports teams - Travel is to participate in an event on behalf of or using the name of the College

The Travel Grant Fund

• Student organizations can submit requests for funds to support travel related to their chartered organizational purpose.

• All funding for College travel must come from the Student Travel Committee which manages the Student Travel Fund.

• Student organizations should apply for funding support for travel by submitting a Student Travel Request form to the STC and not through the regular MCSG budget or additional allocations process so that the safety of the trip can also be assessed and emergency contact information is captured.

• Submit a travel request - Submit as early as possible (no later than 3 weeks before event) - A single request can be made for each trip, which includes information about all students

traveling, rather than separate applications for each student. - The submission form can be found at:

http://webapps.macalester.edu/forms/campuslife/travelgrant.cfm - Requests submitted before 9am on Monday morning will be considered that week.

• General guidelines for funding of student organization travel that the committee considers include limiting support to one trip per year, unless trips are part of the purpose of the student organization (e.g. Outing Club or Habitat for Humanity); limiting support to $50 per person; covering the cost of vans and leaving other trip expenses to the participants. There is flexibility with these guidelines given unique circumstances but limitations are in place so that support for a variety of student organization related travel is possible.

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• Additional information regarding the Travel Grant Fund can be found at: http://www.macalester.edu/campuslife/resources/travelgrant/ or by contacting Keith Edwards, Director of Campus Life at kedward2@macalester.edu

Note: Approval of travel and or funding for travel does not constitute an excused absence from class. Please refer to the policy on excused absences in the Student Handbook. If College funding is being requested, College vans are strongly recommended for ground travel due to liability and insurance concerns. For large groups over 16, chartering a bus through Minnesota Central may be more cost effective. Campus Van Rental A complete listing of guidelines and policies pertaining to Macalester’s motor pool can be found at the following website: http://www.macalester.edu/facilities/motorpool.html. Please also see the forms, “Motorpool Reservation” & “Motorpool Trip Sponsor and Itinerary” in the appendix. Vans are available to College Departments and MCSG chartered and funded organizations only. When using Facilities Services’ motor pool vans, you must make a reservation and recruit a driver. Remember:

• All drivers must be pre-qualified. Pre-qualification requires ALL of the following: o Minimum age of 19 o Driving record check (motor vehicle report) for the past three years and annually thereafter o Classroom/video training o Successful completion of a behind-the-wheel checkout o A minimum of 8 hours of local driving with Macalester vans before driving on a long trip

• The current fee for van rental is $57/day plus $0.45 per mile. • No more than 3 vehicles may be used for a single-destination trip. Groups of 27 or more are required to

use buses with paid drivers. Contact the Purchasing Department for information on securing buses. • Maximum mileage on Fall Break trips is 800 miles round trip. Maximum mileage on Spring Break trips is

1,800 miles round trip. No more than 800 miles may be traveled in one day. • A minimum of one qualified driver per 400 miles of driving must be identified with a two-driver minimum

for any trip. • A maximum of 16 hours of continuous travel is allowable after which a layover of at least 8 hours is

required. Van operation is prohibited between midnight and 4:00 a.m. • Cargo trailers and car top storage units are prohibited. Vehicle occupancy must be reduced to 9 to

accommodate baggage or equipment, if payload is expected to meet vehicle’s maximum weight. • A faculty or staff sponsor must be identified. The sponsor will either go along on the trip or provide written

acknowledgement of responsibility to serve as emergency contact here on campus. • Van rental is on a first reserved, first served basis.

In the Event of a Breakdown: For Minor or Major repairs: Call Security 651-696-6555 then call Ford Roadside Assistance 1-800-241-3673. Roadside assistance covers: Flat tires, Dead Batteries, Lock Outs, Warranty and Non-Warranty Tows and Fuel Deliver.

• Drive/tow van to Ford dealership (preferred) or Repair shop. • Get estimated cost of repair. (If over $300.00 - Notify one of the people listed at the bottom of this page**

(The College may not pay for a repair of over $300.00 without authorization of one these people.) Then have van repaired.

• Charge expense with a personal card or call campus.** • Document everything: save all receipts.* • Turn in receipts to Facilities Services.

In the Event of an Accident:

• Assist injured persons. (Each person in van needs to be checked by Physician within 24 hours of accident, whether you think you may have an injury or not.)

• Always call the proper authorities: police, fire, paramedics (911). • Stay inside vehicle if possible, if unable to stay in vehicle, move to safe area away from vehicle or

roadside. • Read accident information in packet on clipboard. • Get all pertinent information on any vehicle involved:

Name, Address and Phone number of Driver Driver's license number Vehicle make and model

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Vehicle license plate number Insurance company/policy number of driver Names of injured Name and phone number of hospital Extent of injuries

• Notify one of the people listed at the bottom of this page** (For ANY accident, a Macalester campus representative MUST be contacted. 1st call should be to Security Officer on Duty.)

• Notify trip sponsor (if sponsor is not a trip participant). • Do not notify family members of injuries of death concerning others involved. This will be done by

Macalester Personnel or the Police • Repair of damage: see above information, MAJOR and MINOR repair.

* Depending on the nature of the repair/accident, the college MAY or MAY NOT make reimbursement for food and lodging expenses incurred as a result of the repair/accident.

** People to contact: Security Office should be called first. (If you must call collect ask the operator to specify that the call is about a van emergency.)

(Day) (Night) Security Officer (651) 696-6555 (651) 696-6555 Terry Gorman (Director of Security) (651) 696-6218 or 696-6278 (651) 955-7072 Mark Dickinson (Facilities Services Director)

(651)696-6140 or 696-6278 (651) 815-2827

BE SURE TO REPORT ALL VEHICLE DAMAGE OF ANY SEVERITY (SCRATCHES, DENTS,

FLAT TIRES) TO FACILITIES SERVICES OFFICE IMMEDIATELY UPON YOUR RETURN.

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MCSG Budget Approval Process Semester Budget Allocation MCSG budget allocations for student organizations Money allocated by MCSG is the money from the Student Activity Fee that every student pays. This money is split between the Program Board, and MCSG along with a few other student activity related funds. MCSG allocates its portion of the fee to the various student organizations to cover expenses related to the planning of events and capital investments. (Capital counts as anything that is a tangible object that will last longer than 2 years. These investments cannot be kept in the personal possession of the individuals of the org and must be reported in an annual capital inventory.)

• The Financial Affairs Committee (FAC) reviews budget submissions to create an acceptable budget that then passes through the MCSG legislative body for approval.

• Student organization budgets are allocated by MCSG each semester for the following semester. - Budget for traditional events that happen each year. - Budget for any event that is already in the planning stage.

If you know you are going to have an event, budget for it as much as possible rather than waiting for additional allocations.

- Make budgets specific enough to know what money will be spent on. Budgets do not need to be specific down to the cent but the FAC would like to be able to see that organizations have thought about the costs and that there is decent idea of how much things will cost.

- Organizations can schedule a time to meet with the FAC about their individual budget submissions. Decisions that the FAC makes about budgets are made behind closed doors, but minutes

will be published on the MCSG website. - Any decision can be appealed to the MCSG Legislative Body.

• The FAC keeps office hours during the week during which they can help with the financial planning process of events. The FAC may also be contacted at fac@macalester.edu

- Utilize the FAC as a resource. - Get your questions answered about budgeting. - Ask them to review your budget before submitting it to gain feedback.

Additional Allocations MCSG oversees a fund to support activities and programs that were not included in the previous semester’s budget requests. The Additional Allocations come from the remainder of the Student Activity Fee that is granted to MCSG but not budgeted.

• Possible reasons for seeking Additional Allocations o Unforeseen costs associated with events that were budgeted for. o Funding for new events that have arisen during the semester (e.g. events related to current events

or new ideas). • If seeking Additional Allocations, student organizations should complete an Additional Allocation request

form that can be found on OrgSync. • When seeking an Additional Allocation, requests need to be submitted 2 weeks in advance. Submissions

need an absolute minimum of 2 weeks before the funds are needed, but can be submitted earlier. • Additional Allocations will be reviewed by the FAC following the same process as budgeting.

o For amounts greater than $500, the FAC will submit the Additional Allocation request to the MCSG Legislative Body for approval.

Fund for Lavender Life - A fund that is currently administered by the Student Affairs Office to support activities for members of the gay, lesbian, bisexual, and transgender student community.

SECTION 5: Money Management

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MCSG Budget Restrictions You can never use student organization funds to do the following:

• Purchase alcoholic beverages or tobacco products. • Make charitable donations (if funds are from activity fee monies). Funds may be raised for this specific

purpose. Talk to Campus Programs about the Fundraising Approval Process. • Fund competitive athletic groups. • Fund activities specifically supporting a particular political candidate or party, with the exception of

advertising costs for on-campus speakers. • Fund requests previously rejected by the Program Board • Fund campus-wide lecture events.

How to Spend Your Budget 1. You can check out a Macalester College Student Organization Credit Card (or P-card) from the Campus

Life desk on the 2nd floor of the Campus Center. 2. You can request an invoice or itemized receipt from a vendor and submit a check request to the FAC chair

to be processed. 3. If you are paying a speaker/performer or some other service provider, you should work with Campus

Programs staff to generate a contract. This must be done in advance of the event to ensure proper payment.

4. You can use your own money and get reimbursed, but this is not recommended. Do this only as a last resort. You must have an original itemized receipt in order to get reimbursed.

Note: Be sure to receive an invoice (bill) for all goods/services purchased, regardless of how the purchase was made. Tax Exemption Status Macalester is a non-profit institution and is therefore exempt from sales tax on most purchases.

• Macalester is not exempt from sales tax at restaurants and hotel lodging. • Remember to get sales tax exemption on purchases. • Macalester’s certificate of sales tax exemption is located at: http://www.macalester.edu/payables/forms.html

Note: Present this to the retailer and they will take the sales tax off your total. P-Cards P-cards are available for student organizations to check out. These help reduce paperwork and simplify tracking expenses. How does it work?

1. Check out a P-card from the Campus Life desk. 2. Purchase what you need. This can be online or for purchases at area businesses. 3. Bring back the card with original itemized receipts. If you do not bring the card back with the original

receipt, your organization’s future card usage may be suspended. 4. Whenever possible, plan to return the card on the same day or the very next day. There are limited cards

and the demand is high. Failure to return the card in a timely manner will jeopardize your organization’s ability to use the card in the future.

Check Requisition A check requisition is a request for payment either for reimbursement, or payment to a vendor.

• Check requests are submitted to Melanie LaBrasseur at the Campus Life desk (2nd floor of the Campus Center) by 4pm Tuesday at least a week before the check is expected.

• It takes one week to process a check requisition. Plan ahead. Note: Payments can only be processed from original invoices, receipts, or contracts.

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Petty Cash Cash reimbursements (Petty cash) of miscellaneous expenses of $50.00 or less can be obtained at the Cashier’s Office, located on the 1st floor of 77 Mac.

• Petty cash vouchers must: - Indicate the organization’s FOAPAL - Be signed by the organization authorized person and the FAC chair - Be accompanied by original receipts

• The only person who can receive the petty cash is the person who expended the funds. Cash Receipts If you receive cash or checks for your organization, or in support of specific activities at the college, deposit these funds to the appropriate account at the Cashier’s Office. The Business Office can assist you in identifying the proper FOAPAL. The Cashier will provide Business Services with a copy of the cash receipt. See the web site for the deposit form: http://www.macalester.edu/businessservices/forms.html Purchasing Office Contact Information The Purchasing Office, located on the 3rd floor of 77 Mac, can assist you with any purchasing questions. Contacts: Nicole Tillander 651-696-6565 ntilland@macalester.edu Matt Rumpza 651-696-6551 mrumpza@macalester.edu Katie Scott 651-696-6654 scottc@macalester.edu

Fundraising Chartered student organizations may wish to raise money for their group or for a particular project. Organizations must meet with a Campus Programs staff member at which time fundraising guidelines will be reviewed. Have this meeting early in order to ensure that the fundraising guidelines will be followed. Note: The approval process for fundraising includes completing the Student Organization Fundraising Proposal Form that must be turned in at least 2 weeks before the proposed fundraising event. Fundraising with Outside Vendors/Organizations A contract must be negotiated when collaborating with an off-campus vendor to conduct fundraising initiatives. The Campus Programs staff can assist with this process as well as go over the guidelines of fundraising with outside vendors/organizations. Soliciting Off-Campus Donations/Grants In an effort to both assist and regulate student organizations seeking to solicit gifts from alumni, parents, local businesses, corporations or foundations, the following requirements have been established:

• When your group decides to raise funds or other donations from off-campus individuals, you must contact the Associate Director for Campus Programs prior to beginning the initiative. The student organization Fundraising Approval Form must be completed a minimum of 2 weeks prior to conducting solicitation along with information regarding the purpose, goals, and targeted groups. The approval must be granted prior to the start of any solicitation.

• In the event that solicitations are made off campus, potential donors must be informed of the following: 1. Gifts to this cause are not recognized as charitable contributions to Macalester College. 2. Names and contact information of those being solicited were not provided to the student

organization by Macalester College. Note: Failure to adhere to the above requirements may result in the suspension of fundraising privileges.

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How to Use EMS Macalester EMS (event management systems) provides a way to explore reservation options and make reservations online. To start using EMS, go to http://ems.macalester.edu/ and click on the My Account tab. Follow the directions to set-up your account using your Macalester email. Then, login using your account information.

The Search Tab Spend some time exploring EMS. The “Search for Space” option under the Search tab brings up a calendar showing when spaces that can be reserved by EMS are available on a day-by-day basis (shown below). We recommend checking this calendar before making any reservations to be sure the space is available.

SECTION 6: How-to Guides

You can also search for events that already have reservations by using the “Mid/Large Event” or “Search Events” options under the “Search” tab. The “Search for Room Capacity/Setup” option gives you a list of reservable spaces and the setups available for each space.

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Making Reservations To make a reservation click on the “Request a Room” tab, hover over “Reservations” and click “Room Request”. Then fill out your event’s information. The Reservations Desk will email you for confirmation and get in contact with you if they have any questions.

Forms The forms tab provides link to different PDFs you may need during the reservation process. The Campus Event Detail (CED) Form must be filled out for all mid to large sized events and must be submitted to Reservations 14 calendar days before the event. A copy of the CED form is included in Section 7 on pg####.

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Organization Account Numbers (FOAPALs) Every chartered student organization has its own assigned number that is used as a part of a series of numbers called a FOAPAL. A FOAPAL looks like this: 81002 – xxxxxx – xxxxxx - 51- xxxx - xxxx

Fund Organization Account Program Activity Location (6 digits) 810002

(6 digits) xxxxxx

(6 digits) xxxxxx

(2 digits) 51

(4 digits) (optional)

(4 digits) (rarely used)

The description of FOAPAL elements is below: Fund: This number represents MCSG, meaning the money will come from the MCSG account. This number does not change. Organization: This six-digit number is specific to your organization. If you do not know this number, ask MCSG or a Campus Programs staff person. Account: This number will change depending how the money is spent. For example, if you purchase clothing this number would be ‘700002’ (see frequently used codes below). Program: This number is always 51 when you are spending funds. If you are depositing money, use 99. Activity and Location: These do not need to be filled in. Some of the more frequently used account codes are listed below. The FOAPAL will be used to request funds when working with any campus department, such as Bon Appétit catering, Security and Document Services. This number is also used on the forms listed below. For more information go to: http://www.macalester.edu/accounting/WhatsaFOAPAL.html

ACCOUNT CODE TYPE OF EXPENDITURE 703005 Advertising Services 700003 Audio Visual Supplies 700002 Clothing 704500 Conference Fees 702000 Dues, Memberships and Subscriptions 700600 Equipment under $10,000 700602 Equipment Maintenance and Repair 700601 Equipment Rental 700503 Films and Slides 700005 Food 704003 Ground Transportation - Travel 703200 Honoraria 704001 Hotel – Travel 710001 Licenses, Fees and Permits 704002 Meals - Travel 700000 Office Supplies 703310 Outside Services 701000 Postage 703003 Printing Services (Copying) 720003 Prizes and Awards - Mac 717002 Support To/From Departments

SECTION 7: Forms & Additional Information

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Security Needs Security Officers must be requested for student organization events in any of the following circumstances:

• If alcohol will be present • If the anticipated audience is greater than 100 people • Concerts without seating • Dances • If the event involves a controversial speaker/topic • If there will be VIPs in attendance/keynoting • If the event is advertised outside of the campus community • If there is likelihood of protestors • If the event is a fundraiser – significant cash being collected at the door

ANTICIPATED ATTENDANCE

VEN

UE

Up to 200 201-300 301-400 401-500 Kagin 2 officers 3 officers 4 officers 5 officers MGO Stage 2 officers 3 officers 4 officers Smail Gallery 2 officers 3 officers 10K or The Loch

2 officers (max capacity is 100)

Purpose of Security staff at student organization events:

1. No searches – unless the need is identified in advance 2. Confront and take alcohol 3. Maintain decorum 4. If not problems, officers stay in background 5. Officers are there for host to ask for support 6. Officers will react to visible problems to protect the safety of the community

Process/Budget: Reservations staff sends request to Security to Robbie Seals, Security Officer based on information from CED form. The organization’s FOAPAL will be provided to Security. Note: There is a required 14 day advance notice for Security. Cost: 2 officers/minimum 4 hours - $240 ($30/hour) Responsibility of the host organization: It is the responsibility of the host organization to secure the appropriate security in advance of the event. Events will not be allowed to take place if security is needed but not secured. Organization leaders are responsible for confirming that Security will be present, and for finalizing any arrangements at least 5 days prior to the event. Events where such provisions are not finalized 5 days prior to the event may be cancelled.

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S A M P L E

Above is a scan of page on of the Campus Event Detail (CED) Form that student organizations are required to turn in to the Reservations Desk at least 14 calendar days before your scheduled event. Download the current version of the CED form at http://www.macalester.edu/campuscenter/reservations/forms/

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