Event Planning

After Drive Safe Kalamazoo was restructured in

2009, the organization bounced back and began

the climb to success. With this great comeback,

DSK was asked to host its 19 sister programs for

the annual SRPU conference - the first time the

conference has been held outside of the founding

program, Texas A&M University. Aaron served as

the SRPU Conference Coordinator and organized

travel plans, accommodations, programming,

entertainment, and even a blizzard on the day of

departure. The conference received rave reviews

from attendees and started the trend of different

programs hosting the 5 day event.

National 2011 Conference Safe Ride Programs United

Conference Invite

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Safe Ride Programs United

Conference 2011 Information Packet

February 17 – 20, 2011

Hosted By: Western Michigan University

Kalamazoo, MI

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Version 3 Edited 2/4/11

What is Safe Ride Programs United (SRPU)? SRPU is a national alliance of safe ride programs that connects current programs and is a beacon for people interested in starting their own program. We are all moving together toward one goal: to eliminate drinking and driving in our communities. How many safe ride programs are there? Currently, there at 21 safe ride programs across the U.S. They include:

o ASUA Safe Ride – Tucson, AZ o Binghamton Safe Ride – Binghamton, NY o Carpool – College Station, TX o Drive Safe Kalamazoo – Kalamazoo, MI o Driving Jacks – Nacogdoches, TX o ENMU Safe Ride – Portales, NM o MTU Safe Ride – Houghton, MI o OU Saferide – Norman, OK o Palo Alto Saferide – Palo Alto, CA o Ram Rides – Fort Collins, CO o Safe Rides Home – Maryville, MO

o SafeRide – Manhattan, KS o Saferide Fennimore – Fennimore, WI o SafeRides – Harrisonburg, VA o Stripes – Columbia, MO o Traveller – Lexington, VA o TTU SafeRide – Lubbock, TX o UNT Safe Ride – Denton, TX o UPass SafeRide – La Crosse, WI o Washburn Safe Ride – Topeka, KS o Watchdawgs Inc. – Athens, GA

Where do we stay? All attendees will be housed at the Comfort Inn Kalamazoo, MI. Attendees will be placed with the same gender and with their respective program if possible. Address: 739 West Michigan Avenue, Kalamazoo, MI, US, 49007 Phone: (269) 384-2800 Who can go? All safe-ride programs and potential safe-ride programs in the nation are invited. All safe-ride programs/potential programs can bring as many delegates as they would like.

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Version 3 Edited 2/4/11

Costs Conference fee $120 per person Hotel Included Ground transportation to/from airport Included Air/ground transportation Not provided Important Dates Conference registration and payment due Friday, December 17, 2010 Flight Information due Friday, February 4, 2011 Conference February 17-20, 2011 Airport Information There are multiple airports that can be used to fly into the Kalamazoo area. Here is the preferred list of airports in order. Please find a flight that is financially feasible for your program. City Airport Code Distance Kalamazoo, MI Kalamazoo/Battle Creek Intl AZO 5.6 mi Grand Rapids, MI Gerald R. Ford Intl GRR 54.8 mi Detroit, MI Detroit Metropolitan Wayne County DTW 127 mi Chicago, IL O’Hare ORD 163 mi Chicago, IL Chicago Midway Intl MDW 146 mi

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Tentative Itinerary Thursday February 17, 2011 All Day Arrive Kalamazoo, MI 3:00 pm EST Check-in begins 6:30 pm Pick up schools from hotel and bring to Seelye 7:00 pm Introductions, opening remarks 8:00 pm EST Dinner at Arctic Square Friday February 18, 2011 9:00 am EST Pick up schools from hotel and bring to Seelye 9:30 am Conference session #1 (9:30 – 10:45) 11:00 am Guest Speaker – Dr. Diane Anderson – Dean of Students 12:00 pm Lunch/Group Activities at Seelye 1:00 pm Conference session #2 (1:00 – 2:15) 2:30 pm Group Discussion 5:00 pm Dinner (TBA) 6:15 pm Depart for Timber Ridge 7:00 pm EST Tubing at Timber Ridge Ski Resort 9:00 pm Depart Timber Ridge 10:00 pm Tour Saturday February 19, 2011 9:00 am EST Pick up schools from hotel and bring to Seelye 9:30 am Conference Session #3 (9:30 – 10:45) 11:00 am Group Discussion led by WMU 12:00 pm Guest Speaker – Amber Peoples - Enterprise 1:00 pm Lunch 2:00 pm Conference Session #4 (2:00 – 3:15) 3:30 pm Goal Setting for schools 4:00 pm Goal Presentations 5:00 pm Future of SRPU – Vote on 2013 Host 6:00 pm Dinner at Bimbos Pizza 8:45 pm EST Broomball at Lawson Ice Arena Sunday February 20, 2011 All Day Depart Kalamazoo, MI

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Safe Ride Programs United Conference February 17-20, 2011 Registration

Program Name: School: Address: Website: Year Created: Number of Delegates Attending: Conference Fee ($120/Delegate): Contact Name: Contact Email:

Make checks payable to Drive Safe Kalamazoo

Delegate Information Name Sex Year Phone Number Position

Please mail registration with payment by Friday, December 17, 2010 to:

Drive Safe Kalamazoo Attn: SRPU

1903 W. Michigan Avenue Kalamazoo, MI 49008-5356

Any questions should be directed to SRPU@drivesafekalamazoo.com

Master Logistics Samples

Presentation Examples

7/14/11%

1%

Case Study

Case Study ! Two sophomores from a mid-western public university of

about 25,000 students would like to create a safe ride program open to all students. These students have no idea where to start in the creation process.

Next steps… ! What steps should these students take? ! What areas do they need to concentrate on in each stage of

the process?

Small Group time ! Each group will take a stage decided on by the large group

and elaborate on each stage.

What will we do with this?

2/6/12%

1%

Welcome to Kalamazoo!

Going to Downtown Staying at Hotel

Tonight’s Shuttle Plan

! Dinner 5:00 – 5:45 p.m. ! 5:45 – 6:15 – Break @ Hotel ! 6:15 – Meet in lobby to explore

Downtown Kalamazoo! ! 11:00 p.m. Meet in lobby for DSK

apt/SOC tour

! P.S. It’s windy, wear a coat!!

! Dinner 5:00 – 5:45 p.m. ! 5:45 – 11:00 p.m. – Break @ Hotel ! 11:00 p.m. – Meet in lobby for DSK

apt/SOC tour

Time Grouping Topic

2:30 – 3:15 p.m. Large Group Recruitment practices 3:15 – 3:20 p.m. 5 MINUTE BREAK 3:20 – 4:05 p.m. Large Group Fundraising practices 4:05 – 5:00 p.m. By Program Goal Setting – Recruitment &

Fundraising 5:00 p.m. PANDA!!!!

Group Discussion Friday 2:30 – 5:00 p.m.

Add us on Facebook!

Wear SRPU ‘11 Shirts Tomorrow!

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WMU$Safe)Ride$Overview$!

What%is%DSK’s%relationship%with%the%university?%

Drive!Safe!Kalamazoo!has!a!great!relationship!with!Western!Michigan!University.!Technically,!DSK!is!a!separate!entity!from!WMU!as!DSK!is!a!self>sustainable!501(c)3!nonprofit!organization,!however,!DSK!is!a!registered!student!organization!and!does!receive!student!activity!fee!funding!from!our!Western!Student!Association!Allocations!committee.!University!administrators!are!extremely!happy!that!DSK!exists!and!provides!a!safe>ride!service.!Furthermore,!the!university!is!proud!of!the!initiatives!DSK!has!accomplished!over!the!years.!

With!that!said,!university!administrators!are!forced!to!take!a!“don’t!ask,!don’t!tell”!policy!when!dealing!with!DSK!publicly.!Even!though!DSK!is!in!constant!conversation!with!university!administrators!with!updates!and!guidance,!there!is!a!mutual!agreement!that!the!university!“supports”!but!doesn’t!“support”!DSK!at!the!same!time.!The!university!will!support!DSK!by!allowing!student!activity!fee!dollars!to!be!allocated!to!DSK,!providing!insurance!coverage,!and!the!use!of!university!resources!to!rent!vehicles.!This!university!support!unfortunately!must!stay!confidential!from!the!public!and!other!student!organizations.!WMU$is$noted$as$a$“party1school”$in$Michigan$and$university$administrators$feel$that$if$WMU$publicly$supports$DSK,$the$public$will$see$that$WMU$condones$partying,$under1age$drinking,$etc.$even$though$DSK$is$a$safe1ride$home$service$–$not$a$drunk$taxi$service.$

What%is%DSK’s%insurance%policy%like?%

DSK!has!two!insurance!policies!and!are!used!in!this!order:!

1. Enterprise!Rent>A>Car!Liability!Insurance!! DSK’s!rental!agreement!with!Enterprise!includes!a!liability!waiver,!which!includes!full!coverage!of!

rental!vehicle!damage,!third>party!vehicle!damage,!and!$10,000!of!liability!insurance!for!injuries,!etc.!Once!the!$10,000!is!at!cap,!the!university!will!step!in!and!cover!the!remainder.!!

2. WMU!Insurance!! WMU!has!partnered!up!with!other!public!and!private!universities!in!Michigan!to!construct!a!

shared>pool!of!liability!funds.!This!means!whenever!WMU!or!DSK!are!sued!by!a!third>party,!WMU!will!pull!funds!out!of!this!liability!pool!to!either!cover!the!cost!of!the!lawsuit!or!settle!out!of!court.!This!will!only!work!if!the!driver!of!the!DSK!vehicle!is!WMU!student.!Therefore,!DSK!requires!all!members!to!be!WMU!students.!

The%information%in%this%document%is%confidential%and%should%solely%be%used%to%develop%or%enhance%other%safe>ride%programs.%By%possessing%this%information,%you%agree%you%will%not%advertise%or%share%this%information%with%other%universities,%or%other%sources%that%could%hinder%the%reputation%of%Western%Michigan%University%or%Drive%Safe%Kalamazoo.!!

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What%is%WMU’s%population?%

Demographics$ Students$Spring!2010!Enrollment! 25,000!

Undergraduate!Students! 20,000!Students!Enrolled!at!Regional!Sites! 3,600!Students!Living!On>Campus! 5,000!Students!Living!Off>Campus! 11,400!

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When%was%DSK%developed?%

DSK!was!founded!as!a!class!project!during!the!spring!semester!of!2002.!Five!students!organized!a!hypothetical!organization,!which!has!now!become!a!reality.!With!the!help!of!the!class!Professor!and!the!former!Director!of!Alcohol!and!Drug!Prevention!from!WMU,!DSK!became!a!501(c)3!nonprofit!organization!and!a!registered!student!organization.!DSK!initially!began!with!the!idea!of!using!taxicab!services!to!pick!up!patrons!and!deliver!them!home.!DSK!would!then,!in!turn,!reimburse!the!companies!for!their!services.!

Through!research,!however,!the!founders!came!across!a!designated!driver!organization!at!Texas!A&M!University!called!CARPOOL!(Caring!Aggies!R!Protecting!Over!Our!Lives).!CARPOOL!has!been!featured!on!CNN$Homefront!and!has!helped!organize!19!other!safe!ride!programs!in!the!nation.!With!the!help!of!CARPOOL!and!a!similar!program!from!the!University!of!Missouri!–!STRIPES,!WMU!developed!its!very!own!safe!ride!program!–!Drive!Safe!Kalamazoo.!

After!a!year!of!planning,!DSK!gave!its!first!ride!home!on!Thursday,!September!18,!2003.!On!the!first!night!of!operations,!DSK!successfully!provided!52!rides!home.!Since!then,!DSK!has!been!very!busy;!on!average!DSK!provides!400!rides!home!to!students!per!weekend.!To!date,!DSK!has!provided!over!48,437!rides!home!in!seven!years.!

DSK!is!still!a!project!in!the!making,!but!the!governing!board!(consisting!of!all!students)!continues!to!make!strides!in!the!right!direction.!With!support!from!the!Kalamazoo!community,!DSK!has!caught!the!eyes!of!universities!across!the!nation!who!have!contacted!DSK!to!start!similar!programs.!As!a!member!of!Safe!Ride!Programs!United!(SRPU),!along!with!19!other!safe>ride!organizations!throughout!the!U.S.,!DSK!is!constantly!collaborating!with!other!universities!to!improve!each!other’s!safe>ride!programs!to!increase!efficiency!nation>wide.!

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How%many%rides%has%DSK%given?!

Year$ Fall$$ Spring$$ Year$Total$ Cumulative$Total$

2003)2004$ !2,984!! !3,231!! !6,215!! !6,215!!2004)2005$ !2,810!! !3,231!! !6,041!! !12,256!!2005)2006$ !5,176!! !4,720!! !9,896!! !22,152!!2006)2007$ !4,285!! !3,708!! !7,993!! !30,145!!2007)2008*$ !3,471!! !2,974!! !6,445!! !36,590!!2008)2009$ !3,432!! !2,807!! !6,239!! !42,829!!2009)2010$ !3,969!! !3,504!! 7,473!! !48,437!!2010)2011+$ !3,031!! !1,639!! !5,670!! 54,500!!

!*DSK$implemented$a$computer$dispatch$system,$which$caused$a$decrease$in$rides$due$to$technical$difficulties.$+As$of$February$13,$2011.$Last$day$of$operation$for$spring$2010$is$April$24,$2010.$

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How%is%DSK%funded?%

DSK!is!funded!in!two!parts:!

1. Enterprise!rental!vehicles!and!95%!of!fuel!costs!are!funded!directly!through!WMU’s!student!government!(Western!Student!Association)!through!the!student!activity!fee.!DSK!is!allocated!on!a!monthly!basis!upon!review!from!the!allocations!committee!totaling!approximately!$40,000!annually.!

2. DSK!has!other!expenses!such!as!cell!phones,!utilities,!rent,!office!supplies,!etc.!which!are!paid!for!by!fundraising,!sponsorships!and!grants.!Please!see!DSK’s!line>item!budget!on!the!next!page!for!more!information.!

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DSK$FY$2009$–$2010$Budget$(July%1,%2009%–%June%31,%2010)%

$ $Estimated$Revenue$$ $Estimated$Expense$$$Carryover$$ $$3,000.00$$ $$)$$$$$200812009$$ $$3,000.00$$ $$Vehicle$Rentals$$ $$40,000.00$$ $$42,000.00$$$Car$Rental$Fall$$$ $ $$20,000.00$$$Car$Rental$Spring$$ $ $$20,000.00$$$Gasoline$$ $ $$2,000.00$$$WSA$Sponsorship$$ $$40,000.00$$ $$Telecommunications$$ $$)$$$$ $$7,655.00$$$Internet$$ $ $$840.00$$$Cellular$Phones$$ $ $$5,590.00$$$Office$Phone$$ $ $$265.00$$$Hotline$Phone$$ $ $$960.00$$$Apartment$$ $$7,200.00$$ $$7,200.00$$$Westchester$Woods$Rent$$ $$7,200.00$$ $$7,200.00$$$Utilities$$ $$)$$$$ $$1,050.00$$$Electric/Gas$$ $ $$600.00$$$Water/Garbage$$ $ $$1$$$$$Maintenance$$ $ $$250.00$$$Cleaning$Supplies$$ $ $$200.00$$$Sanitary$Equipment$$ $ $$Marketing/Recruitment$$ $$)$$$$ $$5,240.00$$$Other$Promo$Items$$ $ $$5,240.00$$$Office$Supplies$$ $$)$$$$ $$1,750.00$$$Printer$Ink$$ $ $$200.00$$$Paper$$ $ $$50.00$$$Copies$$ $ $$500.00$$$Postage$$ $ $$500.00$$$Misc.$$ $ $$500.00$$$Fundraisers$$ $$18,000.00$$ $$2,000.00$$$DEMF$$ $$1,500.00$$ $$Hoedown$$ $$1,000.00$$ $$Michigan$International$Spdwy$$ $$1,500.00$$ $$Cedar$Point$$ $$6,000.00$$ $$Misc.$Fundraisers$$ $$5,000.00$$ $$Parking$Fees$$ $ $$Gala$$ $$3,000.00$$ $$2,000.00$$$Tips$$ $$5,000.00$$ $$)$$$$$Fall$Semester$$ $$1,000.00$$ $$Spring$Semester$$ $$1,000.00$$ $$Fundraising$Tips$$ $$3,000.00$$ $$Miscellaneous$$ %$700.00%% %$2,000.00%%$Discretionary$Budget$$ $ $$1,000.00$$$Member$Shirts$$ $$700.00$$ $$1,000.00$$$Upgrades$$ $$)$$$$ $$1,950.00$$$Website$$ $ $$750.00$$$Operations$Phones$$ $ $$200.00$$$Cellular$Phones$$ $ $$500.00$$$Apartment$$ $ $$500.00$$

(Continued$on$next$page)$

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$Special$Events$$ !$2,500.00!! !$4,500.00!!$Safe1Ride$Week$$ $$2,500.00$$ $$2,500.00$$$Weekends$Themes$$ $ $$1,000.00$$$Volunteer$Appreciation$Fall$$ $ $$500.00$$$Volunteer$Appreciation$Spring$$ $ $$500.00$$$Sponsorship$$ $$4,500.00$$ $$150.00$$$Monetary$Sponsors$$ $$4,500.00$$ $$Sponsorship$Recognition$$ $ $$150.00$$$Food/Beverages$$ $$200.00$$ $$2,000.00$$$Sugar$Shack$$ $$200.00$$ $$1,000.00$$$Nightly$Food$$ $ $$1,000.00$$$Professional$Development$$ $$)$$$$ $$4,000.00$$$SRPU$$ $ $$1,500.00$$$Retreat$$ $ $$2,000.00$$$Conferences$$ $ $$500.00$$$Grants$$ $$5,000.00$$ $$)$$$$$Unrestricted$Grants$$ $$5,000.00$$ $$Reserve$$ $$ $$4,605.00$$$Total$$ $$86,100.00$$ $$86,100.00$$

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Who%does%DSK%service%to?%

DSK!only!provides!safe>rides!home$within!Kalamazoo!city!limits!to!WMU!students!with!a!valid!Bronco!ID,!however,!each!WMU!student!is!permitted!to!have!two!non>WMU!guests.!DSK!only!serves!WMU!students!because!DSK!is!partially!funded!by!student!activity!dollars!at!WMU.!Insurance$is$not$a$factor$in$this$decision$as$all$patrons$are$covered$as$long$as$a$WMU$student$is$operating$the$vehicle.!

DSK!is!currently!looking!to!expand!to!area!colleges!(Kalamazoo!College!&!Kalamazoo!Valley!Community!College),!however,!difficulties!are!arising!between!university!administrations!in!regards!to!different!insurance!policies!and!the!confidentiality!of!WMU’s!insurance!policy.!

What%is%DSK’s%accident%history?%

DSK!does!have!an!accident!history,!however,!only!one!serious!accident!has!happened!in!DSK’s!seven>year!existence.!On!average,!DSK!is!involved!in!two!minor!accidents!a!year,!none!of!which!have!included!injuries!to!members!or!patrons.!These!accidents!also!did!not!occur!while!any!patrons!were!in!DSK!vehicles.!!

In!the!spring!of!2006,!a!DSK!member!was!at>fault!for!an!accident!that!caused!a!WMU!(non>DSK,!non>patron)!student!to!go!to!the!hospital.!Enterprise!Rent>A>Car!covered!vehicle!damages!and!hospital!costs.!WMU’s!Risk!Management!department!settled!with!the!WMU!student!out!of!court!for!an!undisclosed!amount!of!money.!

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What%is%DSK’s%lawsuit%history?%

DSK!has!never!been!involved!in!a!in!its!seven!years!of!operation.!(In$the$spring$of$2006,$WMU$did$settle$out$of$court$with$a$WMU$student$in$regards$to$a$DSK$accident.)!DSK!does!not!have!a!lawyer!on>staff,!however,!DSK!receives!legal!advice!from!WMU’s!General!Counsel!on!an!on>going!basis.!If!DSK!were!to!get!sued!because!of!an!accident,!WMU!would!step!in!and!provide!representation.!If!DSK!were!to!need!legal!services!in!regards!to!other!operation!issues,!DSK!would!utilize!a!Kalamazoo!lawyer!recommended!by!WMU’s!General!Counsel.!

Is%WMU%a%public%or%private%university?%

Western!Michigan!University!is!one!of!15!public!universities!in!Michigan!–!specifically!the!fourth!largest!higher!education!institution!in!the!state!and!the!only!university!to!have!a!safe>ride!program.!

Do%you%have%patron%registration%before%patrons%use%DSK?%

DSK!prides!itself!on!non>judgmental!and!confidential!stances.!This!means!that!DSK!members!will!not!judge!patrons!for!reasons!included!but!not!limited!to!race,!ethnicity,!age,!location,!sexual!orientation,!intoxication!state!(unless!medical!attention!is!needed),!etc.!It!also!means!that!DSK!and!its!members!will!keep!information!pertaining!to!their!DSK!use!confidential!unless!requested!by!legal!authorities!with$a!valid!search!warrant.!There!are!exceptions!to!these!rules!such!as!member!safety,!damage!to!DSK!equipment,!abuse!of!service,!or!patron/member!abuse.!

DSK’s!confidentiality!stance!limits!the!ability!to!require!prior>registration!to!use!the!service.!DSK!requires!one!Bronco!ID!per!three!people!(one!WMU!student!with!two!non>WMU!guests)!upon!entrance!into!a!DSK!vehicle.!Furthermore,!DSK!requires!all!patrons!to!sign!a!“Release!and!Hold!Harmless!Agreement”!which!waives!all!liability!from!DSK!in!case!of!accident,!injury,!etc.!This!agreement!also!verifies!that!patrons!do!not!have!alcohol!or!drugs!on!their!person,!the!understanding!that!DSK!can!terminate!a!ride!at!anytime!for!any!reason,!and!the!patrons!are!going!home!(or!where!they!are!staying!for!the!night).!It!is!required!that!patrons!sign!their!legal!name!with!the!understanding!that!their!information!will!remain!confidential.!!

A!few!times!a!night,!patrons!will!abuse!DSK!and!use!the!service!to!go!to!a!party.!In!those!cases,!a!party!agreement!is!read!that!states!that!transportation!to!places!other!than!a!home!location!is!not!allowed!and!further!abuse!will!result!in!blacklisting!from!DSK.!Blacklisting!means!DSK’s!computer!system!will!alert!the!operator!that!the!person!requesting!a!ride!used!a!phone!number!linked!to!someone!who!is!no!longer!permitted!to!use!DSK!due!to!abuse.!DSK!is!also!not!held!liable!if!this!situation!occurs!because!of!the!“Release!and!Hold!Harmless!Agreement”!that!was!signed!by!the!patrons!stating!that!this!ride!was!meant!as!a!safe>ride!home.$

GOOD$LUCK,$SRPU!!%