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Four R
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Seven Steps forr a Successsful Food Fundraaiser
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Nine Steps for a
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Nine Steps for a
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Clubroom Guidelines 1. The Clubroom, computers, etc. are for club member and senator use only. 2. Be respectful to all clubs and the senate. 3. Respect each club’s space. 4. Only print club‐related materials can be printed from the computers and copy machines. 5. Do not leave any perishable food in your cabinet, drawers, or desk space. 6. If you see trash of any kind in the club area, please recycle or throw it away. 7. Any and all refrigerated items MUST have your name on it. Also, don’t forget about it and make sure to throw away if expired. (No one likes a stinky fridge!) 8. Please be sure to clean the microwave or fridge after you use it or before, if necessary. 9. Please try to limit the amount of paper‐usage; we are trying to become a greener campus. 10. If having an event, please refrain from using any sort of balloons, as it is extremely harmful to our environment. 11. If ANY of the club phones ring, please answer it and be respectful to whoever is on the other line. 12. If you need help, go see the Student Activities Coordinator. P:\Student Services_PUBLIC\Dean of Student Services Office_PUBLIC\Student Activities_PUBLIC\Senate Website Forms Revised 7/27/11 Page 1 How to Reserve a Meeting Room Advisors must make the room reservations! Having weekly or bi‐weekly meetings is a great way to help your club members connect, have fun, brainstorm and plan events. To have a meeting, you need to meet somewhere! Here are some options and the process to reserve the meeting room you need. Availability varies. Reserve your rooms in advance (ASAP). Important Fact: An advisor MUST attend any meeting where money is being approved or when planning an event. Funds cannot be voted on or approved unless an advisor is present. OPTION ONE: SAC EAST There are two rooms in the SAC East building. Room 225 will seat approximately 30 at the table with a maximum capacity of approximately 50. Room 226 will seat approximately 15 at the table with a maximum capacity of approximately 30. Depending on the size of your club, choose the most appropriate room. To reserve rooms in the SAC East building, the club advisor must call Lois Christos – Ext 3584. OPTION TWO: SAC WEST There are two classrooms in SAC West (214 and 202). If you have a large club 202 would work best as it can fit a lot of people. To reserve rooms in the SAC West building, an advisor must call Barbara Rigg – Ext 3242. OPTION THREE: CLUB ROOM This area requires no paperwork, but it also can get crowded and noisy if you are trying to conduct a meeting. OPTION FOUR: CAFETERIA Lots of room here and no paperwork required. Make sure you move furniture back to its original location if you rearrange the area to meet your needs. No outside food unless you fill out a Food Service Request Form a week prior to the meeting. You are always welcome to buy food in the Cafeteria. Like the clubroom, unless you block off an entire area, it can get noisy and distracting. OPTION FIVE: A SPECIFIC CLASSROOM To book a classroom, have your advisor call Cabrillo’s General Facilities‐ Ext. 6133. OPTION SIX: OUTSIDE! If it’s a nice day, why not have a meeting outside on one of the lawns in front of the library? No paperwork or calendars required. P:\Student Services_PUBLIC\Dean of Student Services Office_PUBLIC\Student Activities_PUBLIC\Senate Website Forms Revised 7/27/11 Page 2 Four Rules for Events to be Applied toward Incentives RULE ONE: THE EVENT MUST NOT BE A MEETING OR A FUNDRAISER Here are some ideas for events that do count as incentives:  Tabling/Promoting club at any of the three campuses  Beach Clean Ups  Campus Clean Ups  Student Senate Election Tabling  Second Harvest Tabling  Thanksgiving  Running Start  Conducting Tours  Helping another club with events  Welcome Week Speak with the Student Activities Coordinator to discuss any ideas you might have!  RULE TWO: YOU MUST FILL OUT AN EVENT REQUEST FORM IN ORDER FOR THE INCENTIVE TO COUNT  The form itself is located in SAC East or ICC Website  Have the person in charge, your advisor and Student Activities Coordinator sign it.  Please be sure to turn in the completed Event Request Form one week prior to the event occurring. RULE THREE: AT LEAST ONE EVENT THAT YOU DO MUST BE ON THE WATSONVILLE OR SCOTTS VALLEY CAMPUS  Don’t resort to just tabling, try to plan an actual event that gives support to our sister campuses RULE FOUR: AN ADVISOR NEEDS TO BE PRESENT AND AWARE OF THE EVENT.  Make sure your advisor is involved through every phase of the event planning. Make sure the advisor is available for the date and time of the event!  It may be difficult to get the advisor to agree, so negotiate days and times that work for both you and the advisor to ensure the event is a success!  No event can take place without an advisor present. It is their responsibility to make sure the buildings don’t burn down or someone gets hurt. It might sound silly, but when something unforeseen happens, you’ll want them to be there!  If your advisor is not available for the event, you must find a one‐time advisor just for that one event, i.e. an advisor for Cinco de Mayo event or End Year Dance. Tip: Join up with other clubs to hold larger events! Any clubs involved will earn an incentive and it is a really great opportunity to connect with other clubs and have fun! P:\Student Services_PUBLIC\Dean of Student Services Office_PUBLIC\Student Activities_PUBLIC\Senate Website Forms Revised 7/27/11 Page 3 Seven Steps for a Successful Food Fundraiser STEP ONE: DECIDE ON A DATE Within your club, decide on a date that is several weeks, month, or months in advance!  The sooner you set your date, the sooner you can start planning!  There can only be ‐ 1 ‐ food event per week, so be sure to get the week you want early or it might be already booked!  As an advisor must be present at the ENTIRE event, negotiate dates and times with them and possibly create shifts if you have multiple advisors or find an event advisor for that single event. STEP TWO: FILL OUT ALL THE NECESSARY PAPERWORK In order to sell or give away food you must fill out the Food Request Form.  The food request form must be signed by your advisor, the Student Activities Coordinator, and the Food Service manager in the Cafeteria.  Warning: The food service manager requests that they be given 2 weeks notice prior to the event and will not sign off on requests the week of the event.  In addition to this, if you need plates, napkins, utensils, etc. for your event, they will be provided FREE as long as you fill out the Food‐Ware Request Form and turn it in one week prior to the event.  An advisor must be aware and present for the entire event. STEP THREE: BUDGET FOR THE EVENT This is a key element for a successful event, but is sometimes easily overlooked.  As a club, first decide how much you want to spend on the food itself.  Remember: If your club wants to spend any of the club funds, it must be approved by your club and stated clearly and properly in minutes. This is required so that those who go out and purchase the food can be reimbursed. Minutes Example: Latino Graduation Action 5 Minutes This item is on to approve up to $500 from _ account to support the Cabrillo College Latino Graduation Represenative Hoffman moved to approve up to $500 from Programs account to support the Cabrillo College Latino Graduation. Representative Avila seconded. Vote: 14/0  Along with deciding the amount to spend, also decide on how much you want to charge so that your club can see if the costs outweighs what you will earn.  As long as you fill out the Food‐Ware Request Form, you will not need to budget on utensils, etc., and just need to budget for the food/drink. Something that is also often forgotten is…the bank! How will you give customer’s change without it?  When approving money, be sure to put in an additional amount for change. P:\Student Services_PUBLIC\Dean of Student Services Office_PUBLIC\Student Activities_PUBLIC\Senate Website Forms Revised 7/27/11 Page 4 
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In order to get money from the college bank, you must fill out a Cash Change Form for the bank and include club minutes. At the end of the fundraiser (same day), you MUST return the cash lent from the bank to the college bank window located in the 100 building. Remember: This is ONLY a one day loan and they will penalize your club for not returning it on time. STEP FOUR: PLANNING THE EVENT ITSELF Now that you have the paperwork and a budget completed, start thinking of the event itself!  Who will be going out to get the food, setting up, handling the cash register, staffing the tables, cooking the food, walking around getting customers? Get people to sign‐up and commit for these jobs prior to the event.  Important tip: Call club members who have signed up for these roles the night before (or in the case of those getting the food, several days before to remind them!) This call WILL make a world of difference to who shows up.  Tell your club members to arrive a bit earlier to help set‐up (depending on the event, plan for a half hour to an hour of setup).  An advisor must be a part of the ENTIRE planning process, or else they will feel lost. STEP FIVE: PROMOTING THE EVENT Promoting is another key step to having a successful event, because without people, how are you supposed to make any money?!  All clubs can use the poster making materials located in SAC East building to make banners that can be hung in front of the library or on the side of the cafeteria railings.  You cannot hang any paper banners on the pedestrian bridge across the road.  Fliers! You can create these on the computers in the club room. o
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Three can be given to the SAC East Front Desk to be put on the billboards on campus. Get permission by the department head or building supervisor before posting fliers in random places. If you are using mini‐fliers, be sure to not tape them all over campus or litter, as it creates an extra job for Maintenance to handle and costs the school money. Word of mouth is another key way to get word around about your fundraiser, so tell your club members to be sure to tell each of their classes, and friends! STEP SIX: DAY OF EVENT The big day is here! For those new to this, it can be an extremely chaotic day, but don’t fear, if you’ve followed these steps, the day should go smoothly.  If you are in charge of the event, get there early! o To check out tables and canopies, go to the Front Desk in the SAC East building. Checkout tables and canopies from the front desk staff on duty. o They also have cash boxes in case you need one. P:\Student Services_PUBLIC\Dean of Student Services Office_PUBLIC\Student Activities_PUBLIC\Senate Website Forms Revised 7/27/11 Page 5 If you filled out the Food‐Ware Request Form, the materials will be ready to pick‐up in the front desk in the SAC East building. Once the event starts, be sure to have someone always at the table, and if possible, a club officer handling the cash flow. No matter what happens, NO PANICING, everything will turn out great in the end. Make sure that your advisor(s) are present for the ENTIRE event. o
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STEP SEVEN: AFTER THE EVENT Once the event is over, be sure to clean up everything, return the tables/canopies, and take down any posters, banners, fliers, etc. that have been put up (No one likes to see a two‐month‐old event poster still hanging).  Thank everyone involved for their hard work, no matter what the result, as just pulling off the event is a good enough reason for congratulations.  At the next club meeting, discuss what went well and what needs improving so that you can make the next fundraiser an even bigger success! P:\Student Services_PUBLIC\Dean of Student Services Office_PUBLIC\Student Activities_PUBLIC\Senate Website Forms Revised 7/27/11 Page 6 Nine Steps for a Successful Field Trip STEP ONE: PICK YOUR DESTINATION AND CHOOSE A DATE  Are you going as a club to a conference, convention, sporting trip, or anything else that isn’t on campus?  Sometimes the date is scheduled for you, but if that isn’t the case, choose a date that works for everyone who wants to go. STEP TWO: FIND AN ADVISOR  Before you start to plan, see if one of your advisors will be able to attend. You cannot go to any event held off campus as a club without an advisor in attendance.  If possible, negotiating dates with your advisors. It is a good way to settle if there is a dispute.  If your advisor cannot go, recruit an advisor for the specific field trip.  Tip: Work with your advisor through this entire process. They can be a world of help! STEP THREE: BUDGET  Do you have the funds to pay for the field trip? If the trip is months in advance, will you have the time to fundraise enough? These questions should be asked as soon as an advisor is committed to go.  If you need to charge your members to go, make it reasonable or you risk taking only a fraction of the students who would like to attend.  A club can choose to fund all costs for all members attending. STEP FOUR: GETTING PEOPLE TO GO  Depending on when it is, how much it will cost, and if it appeals to the students’ interest, these all can effect who is interested in going or not.  If you only have 2‐3 people interested in participating or most of your club funds are going to be spent, it’s recommended to re‐evaluate this event. Take a look at other options where a greater population of your members will get to go AND that your club funds are used appropriately and benefiting the majority of your club.  If your members aren’t that passionate in going, unless it’s required that you attend, why go? All you’ll be doing is depleting vital club funds that could go to other means that may benefit them more. STEP FIVE: THE PAPERWORK  If you have a good amount of interest and club funds, then it is time for the paperwork!  It is required that all members, including the advisor going must fill out a Field Trip Release Form, and other forms that you must get from the Student Activities Coordinator.  If your club members are paying a substantial amount for this trip, it is recommended you have your members pay upfront, with some or all of it non‐refundable, to secure their spot. This way you drastically reduce the amount of members flaking and if they don’t show your club won’t have to foot the bill.  Once you know who is definitely going and received their payments, have them fill out the field trip forms. All field trip forms must be turned in one week prior to the event, no exceptions! P:\Student Services_PUBLIC\Dean of Student Services Office_PUBLIC\Student Activities_PUBLIC\Senate Website Forms Revised 7/27/11 Page 7 STEP SIX: PAYING THE BILL THREE WEEKS IN ADVANCE  This is a common problem with conferences and big trips, some places require you send in registration as much as a month prior to attending the event! So what do you do?  First, approve all money needed, even the amount being paid for by your members as a college check has to be written.  To get a college check, have your treasurer fill out a Purchase Requisition Form. Do this a MONTH in advance and don’t forget the minutes! It usually takes 2‐3 weeks for a college check to be process. This is by far the most difficult and frustrating part to this entire process.  Deposit money paid by the club members into your club account. Deposit forms are available in the SAC East building. This should be done by the club’s treasurer.  Once this is done, be sure to send in all registration materials before the due date.  Another thing to take into consideration is paying whoever is driving! To do this you must calculate the miles and multiple by .555 as its 55.5 cents per mile that you can reimburse (unless the club chooses not to reimburse for mileage).  All of the total amount of MONEY approved must include the hotel payment, food and travel arrangements. These require completing a Purchase Requisition Form and attaching the minutes that approve expenditure of club funds. Please have your treasurer make an appointment with Student Activities Coordinator to complete Purchase Requisition Forms four weeks prior the trip.  Suggestion: If it’s too far, fly South West Airlines as they are very flexible. STEP SEVEN: DAY BEFORE THE TRIP  Remind all members going where to meet and make sure they pack all the appropriate stuff.  Speak with the advisor going with you to review and make sure you haven’t forgotten anything. STEP EIGHT: DAY OF TRIP  Be sure to get there EARLY! If necessary, call anyone who is late.  Have fun!! STEP NINE: AFTER THE TRIP  At your next meeting, discuss what went well and what could be improved next time so that your next trip can be an even bigger success! P:\Student Services_PUBLIC\Dean of Student Services Office_PUBLIC\Student Activities_PUBLIC\Senate Website Forms Revised 7/27/11 Page 8 Nine Steps for a Successful Dance STEP ONE: THINK OF A DATE AHEAD OF TIME  Because this is a dance, it is wise to plan at least two months or even a full semester in advance depending on how big you want it.  The more time you have to plan, the more time there is to promote, sell tickets, etc. STEP TWO: THINK OF A THEME / PLACE TO HOLD THE EVENT  The theme affects everything from what food will be served, to what music should be played, so before going into what to spend and planning, think of the theme first.  The cafeteria is the best and only place to hold a dance as it is indoors, has electricity and bathrooms. STEP THREE: FILL OUT PAPERWORK  To hold this type of event, you will need to fill out an Event Request Form that will require your advisor and the Student Activities coordinators signature of approval.  If you are having food served, depending on the time of the event, you may need to fill out the Food Service Request Form. However, if the Campus Food Service provider is closed, you won’t need to complete this form.  If you decide on having live music, you will need to fill out an Entertainment Contract and the band will need to meet with the Dean of Student Services one week before the event.  In addition to this, if you are requiring plates, napkins, utensils, etc. for your event, these are provided FREE to you, as long as you fill out the Food‐Ware Request Form and turn‐in one week prior to the event. o If you filled out the Food‐Ware Request Form on time, the materials will be ready to pick‐up at the front desk in the SAC East building. STEP FOUR: BUDGET  A dance can be as simple or as elaborate as your club wants. However, the more you spend to pull off the event, the more you are going to end up charging the students to attend it.  If you want the food catered, or a live band, DJ, performers and need security these all cost money and should be thought of well in advance of the event.  Regarding security, if your dance is on the weekend or goes into the late hours of the night, you will need to hire security to oversee the event. o Tip: An affordable option is Panther Security, they charge $25.00 an hour; speak to the Student Activities Coordinator for more information.  Any money that needs to be spent needs to be approved in your club mtg. and put into the minutes so that bills can be paid and club members who use their own funds can be reimbursed. 
Minutes Example: Latino Graduation Action 5 Minutes This item is on to approve up to $500 from _ account to support the Cabrillo College Latino Graduation Represenative Hoffman moved to approve up to $500 from Programs account to support the Cabrillo College Latino Graduation. Representative Avila seconded. Vote: 14/0 
To get a college check, have your treasurer fill out a Purchase Requisition Form. Do this a MONTH in advance and don’t forget the minutes! It usually takes 2‐3 weeks for a college check to be process. This is by far the most difficult and frustrating part to this entire process. P:\Student Services_PUBLIC\Dean of Student Services Office_PUBLIC\Student Activities_PUBLIC\Senate Website Forms Revised 7/27/11 Page 9 
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All of total MONEY approved must include payments for food, entertainment, decorations, security, etc. All which required completing a Purchase Requisition Form and attaching minutes that approve expenditure of club funds. Please have your treasure make an appointment with Student Activities Coordinator to complete Purchase Requisition Forms four weeks prior the event. You should also think about what the ticket price should be. Taking in consideration the cost of the entire event, you should not be spending more than what you will be taking in! As long as you fill out the Food‐Ware Request Form, you will not need to budget on utensils, etc., and just need to budget for the food, drink, security, decorations, and entertainment. STEP FIVE: PLANNING There are several things to remember when planning for a dance:  Who will be selling tickets, setting up, handling the cash register, getting the food (if not catered), and if needed, cooking it? Get people to sign for each task prior to the event.  Important tip: Call club members who have signed up for these roles the night before (or in the case of those getting the food, several days before to remind them!)This call can make a world of difference to who shows up.  Tell your club members to arrive a bit earlier to help set up (Aim for an hour or two as it does take time to set up the cafeteria, depending on how many people you have there to help).  For catering and security, be sure to speak to them long before the events date so that any issues get cleared up.  For decorating, try to get things that are reusable and also to remember that we are trying to eliminate our use of non‐biodegradable balloons and materials. Be sure to check with the Student Activities Coordinator if there are table cloths or decorations that you can borrow.  When thinking of a date, an Advisor MUST be present, so have them involved in the entire planning process and negotiate with them on dates. If you have more than one advisor, work out a schedule for them to come in shifts! Or find an advisor for the just the dance. STEP SIX: PROMOTING YOUR DANCE Promoting is another key step to having a successful dance, because without people, how are you supposed to make any money?!  All clubs can use the poster making materials located in SAC East building to make banners that can be hung in front of the library or on the side of the cafeteria railings.  You cannot put any paper banners on the pedestrian bridge hanging across the road.  Fliers! You can create these on the computers in the club room. Three can be given to the SAC East Front Desk to be put on the billboards on campus. Get permission by the department head or building supervisor before posting fliers in random places. If you are using mini‐fliers, be sure to not tape them all over campus or litter, as it creates an extra job for Maintenance to handle and costs the school money (this isn’t a good idea as we are currently in a budget crisis). o
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Word of mouth is another key way to get word around about your dance, so tell your club members to be sure to tell each of their classes and friends! An additional way to promote is to sell tickets beforehand. o Create a goal for each club member to sell X amount of tickets before a certain date and have a reward for the top two who sell the most to give incentive to sell. P:\Student Services_PUBLIC\Dean of Student Services Office_PUBLIC\Student Activities_PUBLIC\Senate Website Forms Revised 7/27/11 Page 10 o
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Tickets can be created on the computer and made as complex or simple as you’d like. Try to produce a reasonable amount of tickets as printing too many may overwhelm you and may seem like you’re not making progress, every ticket sold counts! STEP SEVEN: DAY PRIOR TO DANCE  Create a checklist for yourself on the things you’ll need, so that you’re sure that you have everything, don’t forget details and nothing is done at the last minute. Its easy to forget small but important details in the planning process.  Contact club members so they know where and what time to meet.  If you have the time, go the cafeteria to get a good idea on how things should be set up for the next day.  Get as much as you can get done prior to the dance such as: o Buying decorations o Set Up o Preparing materials such as prices, food, decorations and etc. To have them ready to go! o Preparing a pricing sheet for members to know how much each item costs. o Contacting the DJ and security so they are reminded about the event. o Ordering extra tables and chairs if more is needed than what is available.  Talk to your advisor about putting in a work order. This should be done a week in advance. STEP EIGHT: DAY OF THE DANCE  If you are in charge of the event, get there early! o Student Affairs also has cash boxes in case you need one. o If you filled out the Food‐Ware Request Form, the materials should be ready to go and to be pick‐up in the Student Affairs Office Front Desk.  When setting up, remember the layout of the area before hand, you are required to return the area the way it was prior to the dance and also sweep/clean if there is a mess. Warning: If you don’t clean‐up and leave the area in the same conditions you found it, the club will be billed for the overtime the custodian works to clean‐up after the event and rearrange the area.  Once the event starts, be sure to have someone always at the ticket‐taking table, and if possible, a club officer handling the cash flow.  No matter what happens, NO PANICING, everything will turn out great in the end.  Make sure your advisor(s) is present at the event. STEP NINE: AFTER THE EVENT  Once the event is over, be sure to clean up everything, return the area you used back to the way it was before setting up, and take down any posters, banners, fliers, etc. that have been put up (No one likes to see a 2 month old event poster still hanging).  Thank everyone involved for their hard work, no matter what the result is, as just pulling off the event is a good enough reason for congratulations.  At the next club meeting, discuss what went well and what needs improving so that you can make the next event an even bigger success! P:\Student Services_PUBLIC\Dean of Student Services Office_PUBLIC\Student Activities_PUBLIC\Senate Website Forms Revised 7/27/11 Page 11