MSU CLUBS
TRAINING 2014
1.
Introduction
 Club Status, Privileges and Responsibilities
2.
Event Planning
 MacLEAD, EOHSS approval, EOHSS portal, Room Bookings
3.
ClubSpace
 Bookings, Lockers, Offices, Mailboxes
4.
Finances
 Budget Requests, Banking Forms, Claim Forms, USIF + SPF
5.
Administrative
 Email, EOHSS pin, Clubs Directory, Clubza
6.
MSU Services
7.
Clubs Executive Council
8.
Final Words
AGENDA
INTRODUCTION
CLUBS
McMaster University has the
largest club listing in Eastern
Canada, with over 300 clubs and
funded by the MSU with over
$100 000
Mr. Griffith Dias
Clubs Administrator
clubs@msu.mcmaster.ca
Miss Sudeshna Dhar
Assistant Clubs Administrator
clubsasst@msu.mcmaster.ca
MUSC 215N
905.525.9140 x24113
MUSC 215A
Monday – Friday
Appointment Only: 10am – 11am
Drop-In Hours: 1pm – 3pm
Monday 9:30 – 11:30
Wednesday 10:30 – 11:30
Thursday 9:30 – 12:30
Friday 3:30 – 5:30
CLUBS ADMINISTRATION
Congratulations on successfully completing
the ratification process and officially
obtaining McMaster Students Union Club
Status for the 2014-2015 academic year
RATIFICATION
According to the Clubs Operating Policy 1.9.9,
recognition as an “MSU Club” is a privilege based upon
observance of certain procedures and acceptance of
certain responsibilities. It follows that this privilege can
be withdrawn if these procedures are neglected or
responsibilities abrogated by the organization or group.
MSU CLUB STATUS

Room bookings across campus – lecture halls to CIBC Hall

Use of MUSC bulletin boards

Use of the MSU name

Funding from the MSU

Have a mailbox/office/locker in ClubSpace

Have risk management liability for events (as per policy)
PRIVILEGES

Use of Compass Information to sell your tickets (at a reasonable
rate of 3%)*, or advertise your event free of charge

Advertise events on the MSU Event Calendar, in The Silhouette,
and CFMU-FM 93.3 free of charge


#McSU will automatically show up on the MSU website
Do billing and credit at the Underground

*3% covers cost of staff labour, organization and administration re: ticket
handling, counting and processing.
PRIVILEGES
 Ratification is contingent on attending Club
Training and passing the Test
 All presidents must read thoroughly the Clubs
Operating Policy, Student Code of Conduct and
Student Event Risk Management Policy
 Follow the Club Constitution and inform the Clubs
Administrator of any organizational changes
RESPONSIBILITIES

To maintain your club and run it to the best of your ability.

As an Executive Member, you are setting an example for all
the general members of your club. Please be informed and
responsible as you are student leaders in our community!

Always check the MSU clubs website for current
information

Always check mailboxes, emails, and keep lockers/offices
clean
RESPONSIBILITIES
 Membership in clubs shall be open to all MSU members
 Except where it jeopardizes the integrity of the club’s
purpose, as determined by the Clubs Administrator in
consultation with said club’s Executive
CLUB MEMBERSHIP
 Non-MSU members (part-time or grad students, staff,
community members)
 May hold club membership upon invitation of the
club
 May not hold executive office, or any position which
gives them the authority to expend MSU Club funds
 An MSU Member is defined as an Undergraduate
McMaster student, who is enrolled into 18 units or
more
CLUB MEMBERSHIP
EVENT PLANNING
• An ‘event’ is anything that an MSU club does on- or offcampus
• You and your friends having coffee and talking about your club –
NOT an event
• Executives and members having a meeting, general meeting,
getting registrations, going to a venue, promoting, hosting or
planning – IS an event!
• Clear distinction:
• Are you doing this as YOU the person, or are you doing this as a
CLUB?
• Are you spending any financial resources which you plan to claim
funding for?
EVENT PLANNING
 Accessibility is the degree to which all people can access
devices, services and environments that are barrier-free
 Accessibility is also a process. It is the proactive
identification, removal and prevention of barriers to
persons with disabilities
ACCESSIBILITY
• Happens when places and spaces are physically and
socially accessible.
• Is felt when individuals feel included when they feel safe in
expressing all aspects of their identity as they engage in the life of the
community
INCLUSION
• Budget – forecast accessibility costs
• Scheduling – consult Faith and Spirituality Day Calendar and provide sufficient
notice of event
• Getting to Event– route is accessible
• Meeting Facility & Space – obstacle free
• Registration – identify needs i.e. dietary, prayer, scent-free, disability etc.
• Signage – clear wording and design
• Advertising & Promotion – positive images, respectful language, accessibility
promotion
• Menu – variety of options
CHECKLIST
The McMaster Leadership Education and Development (MacLEAD) workshops
are offered specially for clubs at McMaster University. They provide you with
the resources in how to successfully and easily run a club while fulfilling your
academic requirements.
For more information about the MacLEAD workshops, which are offered
through the Student Success Centre, check out here. Registration for the five (5)
free 50 minute workshops is done via OSCARplus.
Brief Videos
Mastering the Art of Meetings
Budgeting Like a Boss
Empowered Event Planning
Getting the Word Out
Passing the Torch
MACLEAD WORKSHOPS
• Hosting an event is a two step process
• Step 1: Get the event approved
• EOHSS, Waivers, Bus Monitor Contracts, Film Showings
• Step 2: Book space for the event
•
•
•
•
•
Conference & Event Services
McMaster University Student Centre (MUSC) Administration
Faculty of Health Sciences
Miscellaneous
Off-Campus
EVENT & SPACE APPROVAL
 Before ANY event can be held on- or off- campus – it
MUST be approved by Griffith and EOHSS
 To receive your PIN please contact Griffith
 The ONLY time you do not need to submit an EOHSS
form is if you are having an event in any of the meeting
rooms on the 2nd floor of MUSC or MUSC 215
STEP 1 – EOHSS APPROVAL
 Why do I have to have my event approved?
 Ensures that event organizers are taking into account
any risk associated with the event (planning a SAFE,
INCLUSIVE and ACCESSIBLE event for all
attending is HIGHEST priority)
 Allows you to book space on campus
 Insurance and liability
 MUST READ: Student Event Risk Management
Manual
STEP 1 – EOHSS APPROVAL
 Access the Risk Management (EOHSS) Form online at
studentevents.mcmaster.ca
 Use your @mcmaster.ca club email address and your EOHSS PIN
code to fill out online form and submit (attach bus monitor contracts
and/or film showing forms)
 Form gets approved by, first, MSU Clubs Administrator and, second,
EOHSS risk management staff
 Once approved – event can proceed (book space on/off-campus)
 Your club cannot have the event if it is not approved
STEP 1 – EOHSS APPROVAL
• Clubs must complete an EOHSS form, and include all
Waivers, Bus Monitor Contracts, or Film Event forms
• Waivers
• Waivers are required for specific events
• Alcohol, Sports, Bus Trips, Social/Cultural Events
• Organizers need to ensure that attendees complete the
waivers.
• Online at studentevents.mcmaster.ca “Print Waivers”
STEP 1 – EOHSS APPROVAL
• Bus Monitor Contracts
• Any trip involving bus travel
• Hamilton Street Railway (HSR) does NOT require
Bus Monitor Contract
• Must be submitted with EOHSS form
• Online at studentevents.mcmaster.ca “Manage your
Bus contracts”
STEP 1 – EOHSS APPROVAL
Not completing EOHSS forms or hosting events without
approval can have SERIOUS repercussions and can result in:
 Suspension of Club status
 Monetary fines
 Disbandment
 Suspension from the University
 Expulsion from the University
 Recorded on your permanent record
UNAPPROVED EVENTS
 The MSU has a movie license with Criterion Pictures
 Films not found here
 Documentaries or independent films can only be shown with
permission from the Director or Film/Distribution company
 A completed Film Event Form MUST be submitted with
EOHSS forms, which is found on the MSU Clubs website
SHOWING FILMS
 Only Paradise Catering is allowed on campus
 3 main Departments which book space on-campus:
 MUSC Administration
 The Student Centre: Meeting rooms, CIBC Hall, Banner
Spaces, Information Tables, Bake Sale Table, Posters
 Conference & Event Services (C&ES)
 Outdoor spaces, Classrooms, Lecture Theatres, Lobbies (except
for those booked through MUSC and FHS)
 Faculty of Health Sciences (FHS)
 MDCL and HSC
STEP 2 – ON-CAMPUS
SPACE BOOKINGS
 Before you can book anything with MUSC Administration,
you MUST complete the “Student Group Privilege Form”
•
•
•
•
Visit website: www.muscmcmaster.ca
Look under the “Reservation” tab
Fill out form, and send details
Please note the two Event Contacts are the ONLY people who
can book space this year
• Must be filled out once per semester!
MUSC BOOKINGS
 To book space
• Visit website: www.muscmcmaster.ca
• Click on “Reservations”
• Requests MUST be made by one of the Event booking contacts who filled
out the Group Privilege Form
• Requests for meeting rooms MUST be made at least 5 business days in
advance
• Requests for tables MUST be made by the 15th of the previous month.
• Choose what you would like to book (Meeting Rooms, Club Information
Table, Bake Sale Table, Banner Space)
MUSC BOOKINGS
Meeting Rooms – 5/month
 Rooms must be clean and set to its original layout before leaving.
 All CATERING must be provided by Paradise Catering
 Please note you DO NOT need to submit an EOHSS form for rooms on
the second floor.
 For rooms on the third floor you WILL need to submit an EOHSS form.
All bookings for rooms 311, 313, and 318 will not be confirmed until an
approved EOHSS form is submitted to their office.
 For rooms on the third floor you MUST fill out a Meeting Room
Request/Special Event request, to see if the space is available and
THEN, after it is put on hold, your group will fill out an EOHSS form,
and send it to MUSC. AFTER the EOHSS form is APPROVED they will
confirm your room booking.
 Keys must be returned to the MUSC office (Rm. 222) by 12:00 pm on
the first business day after the booking.
 A fine of $10/day will be applied for each key that is late, to a max. of
$125.
MUSC BOOKINGS – MEETING ROOMS
Bake Sale Table- 1/month
 Bake sale items must be homemade baked goods
 Bake sale items are to be offered in exchange for a donation to the beneficiary and must
not have a set price but may have a suggested donation.
 ALL Tables must be booked by the 15th of the previous month.
Club Information/Music Table
 For information purposes ONLY
 Food, drink, or merchandise may NOT be sold or handed out at these tables
 Tickets for events may NOT be sold at these tables
 Donations may NOT be collected at these tables
 Music volume must be appropriate for space and should not inhibit people at other tables
from have a normal conversation
Banner Space
 3 locations- Food Court, MAPS Lounge, MSU Lounge
 Banner space is booked on a weekly basis from Monday-Sunday. Clubs are allowed one
banner space per week for no more than two weeks per month
MUSC BOOKINGS – TABLE + BANNER SPACE
 Prior to booking ANY space with Conference & Event Services, your club
MUST have an APPROVED EOHSS form for your event.
 Visit website: http://conference.mcmaster.ca/student_booking.html
 Submit EOHSS form
 By email: meet@mcmaster.ca
 In-person: McKay Hall 124
 Provide URL link to online approved form in the booking form
 Clubs MUST have an APPROVED EOHSS form prior to booking
space
 Remember EOHSS approval can take up to maximum of 5 days
 IMPORTANT: Conference & Event Services cannot advise on
availability of space until a copy of the approved EOHSS form is
received.
C&ES BOOKINGS
 Fill out booking form
(https://conference.mcmaster.ca/Forms/Space_booking/space_request.php)
 Requests must be made a minimum of 10 (ten) business days, in advance,
of the event
 During the first 3 weeks of September and/or January it is not possible to book
from Monday to Thursdays due to the time required by the Office of the
Registrar, Scheduling, to finalize the undergrad schedule and room
assignments. It is possible to submit requests for Fridays, Saturdays and
Sundays providing the requests are submitted a minimum of 10 (ten) business
days in advance of event.
 One executive member to submit requests throughout the year using a
mcmaster.ca address only.
 Requests for space, when the University is officially closed, will not be
accepted.
 To arrange access to existing AV in classrooms/lecture theatres, please email:
Equipment Booking equipbkg@univmail.cis.mcmaster.ca
C&ES BOOKINGS
Faculty of Health Sciences (FHS)
 Choose either MDCL or HSC





Requests must be made a minimum of 10 (ten) business days, in advance, of the event
Clubs MUST have an APPROVED EHOSS form prior to booking ANY Space in FHS
Please note Clubs can no longer book out space on the 3 rd floor of MDCL
Charge is $10.00/per hour. Payment MUST be received 48 hours prior to booking
Student Groups booking the Ewart Angus centre, and lecture theatres (1A1, 1A3, 1A4,
1A5 and 1A6) after regular business hours will be charged a $25 housekeeping fee
 Requests and rates for audiovisual equipment and microphones need to be referred to
CAVS. Note: 24 hours notice is required or booking will be cancelled.
 Complete form and submit
Miscellaneous
 University Cub
 Celebration Hall
 Clubs MUST have an APPROVED EOHSS form prior to booking space
FHS BOOKINGS
CLUBSPACE
 To book ClubSpace, the Boardroom or the Meeting Room, please
contact Miss Dhar at clubsasst@msu.mcmaster.ca five (5) business
days in advanced
 Clubs cannot book reoccurring events for the entire semester (ex:
every Thursday 7-10)
 You do NOT need an EOHSS form to book ClubSpace
 Daily bookings will be posted on the Boardroom window
 Clean up the room once you are done with it
 To book out the projector, email Miss Dhar five (5) business days
in advanced
 Only one club can have a projector in the evening
215 + PROJECTOR BOOKINGS
 Brief club related meetings
 Preparations for events
 Special events and meetings

 A meeting spot to gather before moving to a room or event
 Studying
 Friendly chit-chat
 OR anything that adds to the inclusion of all students using the
space
CLUBSPACE

ClubSpace is equipped with 168 lockers ranging in size from small,
medium and large.

The size of locker will be given based on use and need described in
your application.

You will receive the application link shortly. Clubs can apply for
lockers by completing the application and submitting it no later
than 11:59 pm on Friday October 3rd, 2014.

Locker assignments will be available mid October.
LOCKERS
Locker Contract Steps
1.
Make an appointment to sign the Locker Contract with Miss
Dhar
2.
Pay the $10 refundable lock deposit at the MSU Accounting
window (MUSC 201)
3.
Bring receipt back to Miss Dhar who will then provide you
with a lock and your locker
LOCKERS
 There are 9 (nine) offices in ClubSpace with three (3) clubs sharing each
office.
 I will send everybody an email with the link to the Club Locker Application.
Clubs can apply for offices by completing the application and submitting it
no later than 11:59 pm on Friday October 3rd, 2014.
 Office assignments will be available mid October.
OFFICES
Office Contract Steps
1. Set up a meeting with Mr Dias to sign the Office Contract
2. Set up a meeting with Miss Victoria Scott, MSU Administrative
Assistant (does not do same-day appointments) to obtain the keys
3. Arrive 10 minutes earlier than your appointment to pay the $50
refundable key deposit at the MSU Accounting window (MUSC 201)
4. You must have your Office Contract signed (Griffith Dias) and have a
Key Deposit Receipt (MSU Accounting) in order to obtain your keys
from Victoria
OFFICES




Every club will receive a mailbox
Assignments posted next to mail boxes and online in October
Check your mail on a weekly basis
Boxes are not secure (open area)
Mailing Address:
Your Club Name
c/o MSU Clubs Administrator
MUSC 215, McMaster University
1280 Main Street West
Hamilton, Ontario
L8S 4S4
MAIL BOXES
FINANCES
 McMaster Students Union is a not-for profit organization, and
therefore so are clubs.
 The MSU is not charitable, and neither are its clubs, thus,
charitable receipts are not available
 We must be Transparent and Accountable and clubs may be subject
to audits by the MSU at any point
 All transactions must be accounted for with an ORIGINAL receipt,
and proof the event took place
 All money raised by the club must go to its programming or directed
to a charity
FINANCES
 It’s important to manage all your bills and make timely payments (ex –
Underground Media and Design)
 ALL CLUB RELATED FINANCES are made through the club bank
account (payment to external organizations)
 Clubs are responsible for all of their own finances. Any debt becomes the
Executive’s
 It is in YOUR best interest to be financially responsibility
 The MSU assumes no responsibility for financial debts incurred by
a club
FINANCES
• When submitting the 2014-2015 Club Application, clubs completed a tentative
budget outlining basic revenue and expenses for their proposed fundraisers and
events.
• Clubs MUST now complete a FINAL budget, outlining in more detail their
revenue and expenses for their planned fundraisers and events for the 2014-2015
academic year.
• A budget template (Microsoft Excel) is available on the MSU Clubs website
•
You can create your own budget, but please use the template if you are uncomfortable
with accounting
• ALL Clubs MUST submit a budget REGARDLESS of whether or not they are
requesting MSU Funding.
• Clubs that do not submit a MSU Funding Request to the MSU, will not receive
funding past the deadline
• New and probationary clubs: maximum $100
• All other clubs are considered on an individual basis
• Budget and MSU Funding Requests are due Sunday September 28th at
11:59pm and sent as an .xls file (Microsoft Excel) to the Clubs
Administrator’s email
MSU FUNDING REQUEST ‘14-’15
BUDGET TEMPLATE
 MSU Clubs can bank with two different institutions
 CIBC in Westdale
 Fee – $5/month
 PACE in Westdale
 Fee – $3/month
 Please note Clubs can claim these fees for reimbursement
 New Account Opening/Change of Signing Authority
 Fill out the form and include all signatures
 Submit to Clubs Admin for signature
 Once signed, new Signing Officers will make an
appointment to go into the bank to set up account
 NOTE – 2 pieces of ID, one with photo (student card not valid) are
needed
 ONLY executive members, listed on your Club Application, can
have financial authority.
BANKING
• All MSU clubs can request a funding amount from the MSU as (partial)
reimbursement for operating costs related to the club
• Club funding amounts are determined on an individual basis – there is no
guarantee you will receive the amount requested
• Clubs will be informed of their funding amounts in MID-OCTOBER
• Club funding is provided as a reimbursement system. Club executives
must first expend the funds, then utilize receipts to submit a claim form
to the Clubs Administrator.
• Club claim forms are available on the MSU Clubs website
• Funds are issued by cheque, made out in the club name
• Cheques can be picked up at the MSU Accounting Office (MUSC 201A)
MSU CLUB FUNDING
• To get reimbursed for an event clubs MUST submit:
• A completed claims form
• Attach all original receipts
• Proof the event has taken place
• Submit EOHSS form and waivers
• Submission must be made by no later then Wed April 15th 2015
• No claims can be made for salaries, monetary gifts, alcohol or
miscellaneous items not recognized as necessity
• Receipts must match items from the original request
MSU CLUB FUNDING
CLAIM FORM SAMPLE
 Clubs will hand in their receipts along with the Claim Form to
Griffith or to MSU main office (MUSC 201)
 I will process Claim Forms every other Wednesday and cheques will
be ready for pick up after two (2) weeks from the Accounting
window in MUSC 201 (MSU main office)
 An Executive Member will have to sign for the cheque
 Club reimbursements will ONLY be made payable to the club’s name
(not in an individual’s name)
 Therefore they must be deposited into the club’s bank account
CLUB CHEQUES
 Cheques are valid for 6 months only. After that they
become stale-dated and they are NOT re-issued
 There are no direct deposits to club bank accounts
 The MSU’s financial year ends on April 30th, funds not
claimed before that date will NOT be available the next
year
CLUB CHEQUES
 The purpose of the clubs Special Project Funding is to allow clubs the opportunity to
work collaboratively on an event that brings clubs together and positively represents
Clubs, the MSU and McMaster University
 Find the Special Project Funding Application on the clubs website under the Club
Finances tab
 The following list outlines the criteria used to determine which clubs are best suited
for funding:
1.
Maximum request of $500.00
2.
Preference given to events with larger numbers of anticipated participants
3.
The promotional value of the event towards MSU clubs. For example, will this
event foster an understanding and awareness of the MSU and/or club(s)?
4.
The event must be creative and the funding must be related to the success of the
event
5.
Funding will not be allocated for alcohol or food (if it is not an integral part of
the event and relevant purpose of the event)
SPECIAL PROJECT FUNDING
 Entry must be a group submission. Your group must be making an
attempt at subsidizing the event in other ways i.e. ticket sales, raffles,
sponsorships etc. The clubs should be able to fund at least 50% of the
event by other means.
 All submissions must be received at least 30 days prior to the date
of the event. Preference will be given to clubs who have not
previously submitted for the Special Project Funding.
 Submit your completed application to Griffith at
clubs@msu.mcmaster.ca
 Applications will be reviewed and clubs notified of the outcome.
SPECIAL PROJECT FUNDING
• Additional funding source through Student Affairs Student Services
Committee
• Applications judged on merit, quality, contribution to student life, and
other various factors
• Activities to be funded must have significant educational/cultural value
and be of interest and benefit to McMaster students/faculty/staff
• Applications available online on the MSU Clubs website
• Three application due dates:
• September 26th, 2014 (Events September 1 – November 30)
• November 28th, 2014 (Events December 1 – March 31)
• February 13th, 2015 (Events April 1 – August 30)
USIF FUNDING
 MSU, USIF and other funding options are limited, so
fundraising by clubs is often necessary to cover operating costs
and to raise funds for events and charities
 There are a variety of funding options for clubs on-campus:
 MUSC bake sale table – one club per day
 Fundraising Fridays – six clubs last Friday of the month
 Clubs may engage in other fundraising so long as it conforms
to the MSU/McMaster Policy, Student Code of Conduct,
McMaster Risk Management and the Club’s Constitution
FUNDRAISING
 McMaster Email Addresses
 Each club is provided with an official @mcmaster.ca email address
 Login at http://univmail.mcmaster.ca NOT through MUGSI, or the
new McMaster Gmail.
 This email address is the primary contact for clubs
 President’s MACID is currently the primary contact until I reset all club accounts




This email address is used to complete EOHSS forms
This email is managed by the MSU but created by UTS
Passwords can be reset by the Clubs Administrator
UTS requires that club email addresses be signed into at least ONCE
per MONTH or they will be deactivated
 Only the McMaster email address are considered official
(Listed as contact email for club on MSU website)
 All communications from the Clubs Administrator will be
through this email (President’s are currently being used)
EMAIL
 EOHSS PIN Codes
 Each club is provided with a 6-digit EOHSS PIN code
 This PIN code is used to complete EOHSS forms
 This PIN code remains constant for the club throughout its
entire operation, so ensure that it is kept confidential
EOHSS PIN
• Please let me know if your page is live on Clubza or if
there are any issues with finding your page
• Soon, you will have complete access to your personal
club page
• Edit contents, upload images, customize look
• Tools for transition planning
CLUBS DIRECTORY + CLUBZA
MSU SERVICES
MSU SERVICES
 There are several options for advertising:
 Posters
 Posters must be approved by Miss Amanda Weldon, MSU Underground
Service Coordinator, prior to being posted
 TWO ways to post:
 Drop off posters at the Underground for posting around campus
 MUSC Administration posts in the Student Centre – up to 8 posters can be delivered to
office (MUSC 222) for posting
 CFMU
 Can do radio promotions for events and hold on air interviews
 Contact Mr. Tyler Welch, CFMU Community Outreach Coordinator
 Televisions (Residences + Campus)
 Can advertise on digital screens in McMaster Residences & buildings across
campus, contact Miss Rebecca Arboly, MSU Marmor Executive Editor
 Union Market, Compass
CFMU +
UNDERGROUND
 Located in MSU Main office (MUSC 201)
 For work done at the Underground or for advertising placed in
the Silhouette, you are able to set up a charge account.
 Charge Account Application available on the clubs website
 Clubs are responsible for paying their own accounts.
 All of these charge accounts MUST be paid in full by the end
of each term. Clubs with outstanding balances will not be
allowed to charge work in the following term or receive any
reimbursement cheques while their account is outstanding
MSU ACCOUNTING
Advertising
You can advertise your club or club events on the television screen at Union Market on a
weekly basis. For posting guidelines contact Miss Robyn Chiborak, Union Market
Manager for more information
Coffee
$20 urn – Coffee/Tea (Fair Trade, no flavour)
 1 urn = 15-20 medium sized cups
 Comes with med cups, sugar, milk, stir sticks, sleeves etc.
 All payments must be paid prior to the event
 If the urn is not returned a $300 fee will apply
UNION MARKET
AVTEK Productions is the Audio-Visual/Live Production Services company, operating out of the McMaster Student Union.
AVTEK is equipped to supply all of your audio-visual production requirements. Be it something as small as a projector for a
boardroom, or as large as a live concert for thousands of people, we have what you need.
MSU discounts (45% discount on AVTEK-owned equipment) are contingent on events being booked within the timeline appropriate
to the size of the event. If inadequate notice is not given for booking events, the regular MSU discount will not apply. Adequate
notice is dependent on the size of event. See below for more information.
•
Small Setups are defined as simple equipment which must be or is requested to be set up by AVTEK staff. This includes
projectors and small screens, basic sound systems (meant for speaking, not singing or instruments.) These must be booked and
payment agreement made by 4:00pm a minimum of 2 business days in advance of the setup.
•
Medium Setups are defined as complex equipment being used for smaller setups or larger amounts of simple equipment being
used for a single setup. This includes coffeehouses (without drums), discussion panels, larger projectors and screens, pipe and
drape, small stages, movie nights, etc. Most of these medium setups will also require a paid AVTEK technician to be on duty for
the duration of the event. These must be booked a minimum of 5 business days in advance and paid for a minimum of 2
business days in advance of the setup.
•
Large Setups are defined as complex equipment setups which require a day or more to setup. These will almost always require
at least one AVTEK technician to be on duty for the duration of the event. Examples of these might include Fashion Shows, Full
Concerts (including drum kits), Dance Shows, large stage setups, etc. These must be booked a minimum of one month in
advance and payment must be made a minimum of 5 business days in advance.
•
Out the door rentals (i.e. projectors, small screens) are defined as equipment which can be rented by a client without the need for
setup from AVTEK. This includes projectors and small screens. These do not need to be booked in advance, but doing so will
ensure that there will be item in stock. A small deposit may be needed to book rentals.
AVTEK
 TwelvEighty offers a variety of services to students;
 Standard event food options are available as well as the ability
to prepare almost any food you can dream up.
 A great venue to hold a variety of events (Up to a max of 250
seating/650 standing)
 Coffee House
 Club Night
 Movie Night
 Acoustic Nights
 Information sessions
 Meet and Greets
 Contact 1280 Food and Beverage Manager, Richard Haja
1280
 If you are organizing an event you can sell your tickets through
Compass.
 Compass is located in MUSC which is central and familiar to
students, staff and faculty. Please note that tables in MUSC are
not permitted to be used for ticket sales, nor are individuals
allowed to sell tickets in MUSC.
 Compass hours of operation are 8am-9:30pm Monday-Friday
and 11am-5pm Saturdays which means students are given
greater opportunities to come and purchase tickets at their
convenience
 Compass accepts cash, debit, credit (VISA, M/C & Amex) so
you can rest assured that your money is safe!
 Compass does all the work so you don’t have to and at a
minimal admin cost from overall ticket sales of 3% for clubs.
 Please note: the admin fee of 3% goes to the MSU, thus goes
back into your service.
COMPASS
Advertising:
 Compass will also advertise your event for you!
 Compass will use the following methods to advertise your event:
 LCD screen above the Compass desk in the centre of MUSC
 Compass website
 Compass Facebook and Twitter
 Compass desk will display club brochures or flyers students to take
 Boards in front of the Compass desk dedicated to promoting event
 Group Tickets
Group Tickets
 Compass also offers group/specific day discounted attraction passes (ie.,
Canada’s Wonderland)
 Compass can also help plan your trip (ie., transit services, times, etc)
 Please contact Compass Internal Coordinators, Dana Kolodzey and Mikayla
Mancini
COMPASS CONT’D
 5 Pillars:
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Indigenous Affairs
Interfaith
Multiculturalism
Gender Equity
Multiculturalism
 Collaborative Body
with Multiple Partners
across Campus
Administer Bridges Café
 Dietary Needs on
Campus
 Spiritual/Social Place
 Free for Student
Groups
 Holds 100 people
 Student Voice
Joined Initiatives
Advocacy for Inclusiveness
DIVERSITY SERVICES
 The Clubs Executive Council (CEC) is comprised of:
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Mr. Griffith Dias, MSU Clubs Administrator
Miss Sudeshna Dhar, Assistant MSU Clubs Administrator
Mr. Teddy Saull, MSU President
Miss Sarah Quayyum, MSU Diversity Services Director
Chair from each club division (academic, cultural,
recreational, religious, and social issues)
 2 members of the Student Representative Assembly
 1 MSU member at-large
CLUBS EXECUTIVE COUNCIL
 The CEC promotes and facilitates cooperation and
communication between clubs
 Acts as a judicial body for clubs (deals with any
sanctions)
 Club executives can apply for CEC division chairs
 Responsibilities include:

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Weekly Office Hours
Chair meetings
Distribute information to clubs within their division
Attend monthly CEC meetings
 Applications will be made available in October and the
CEC will start holding meeting at the end of October
CLUBS EXECUTIVE COUNCIL
Responsibility
• Running a club, holding an event, representing your
organization(s) are all serious things
Representing your organization
• Politeness, kindness, and respect are extremely important
when dealing with other club executives, MSU services,
McMaster departments, and community partners
FINAL WORDS
Running a club
• Financial responsibility: As executives, you are ultimately
financially responsible for your club.
• The MSU does not assume ANY debt. In addition, the MSU is
a NON-PROFIT organization, and so are MSU Clubs.
• All profits made on events and fundraisers must be given to
charity or put back into the club (carried over to next year)
• Clubs can be audited by the MSU at any time, so please
ensure that all transactions and funds are tracked properly;
that all funds are deposited and withdrawn through the club
bank account; and that records are kept of all club revenue
and expenses.
FINAL WORDS
Holding an Event
• Risk management, EOHSS forms and approval, and Waivers are
extremely important for a reason – they ensure events are covered
by proper liability and insurance.
• When hosting an event your club is responsible for ensuring that it
is safe.
• If someone is injured during an event, and it was not properly
approved by the MSU or McMaster University or waivers were
not distributed or signed, then there has been a serious breach of
conduct with potentially serious financial and legal penalties.
• Clubs should NEVER hold an event that has NOT been approved
by the Clubs Administrator and the McMaster EOHSS
department.
FINAL WORDS
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Applications for Lockers and Offices – October 3rd
MSU Club Budget Requests – October 3rd
Clubs Training Test – October 3rd
Office + Locker Assignments – mid October
CEC Applications – mid October
Anti-Oppression + AODA Training – late October
TIME LINE
THANK YOU!