List of events:
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Welcome event
LinkedIn Photoshoot
Are You Smarter than a Manager
How to Negotiate Your Salary
Recruitment Cocktail
Culture Conference
Welcome Event:
The Welcome Event is a fun and social gathering designed for students to meet and connect with fellow members of
the JHMA. Unlike traditional panels or speaker sessions, this event focuses on fostering a friendly atmosphere.
While we may have sponsors for the event, they will not be present on the day. It's an exclusive gathering for JHMA
members and students. Attendees can expect music, networking opportunities, games, and engaging conversations.
We will provide food, drinks, and a separate venue to ensure a more enjoyable experience outside of the school
environment.
LinkedIn Photoshoot:
The LinkedIn Photoshoot offers JMSB students a chance to have a professional headshot taken for their LinkedIn
profiles or other professional purposes. This event is entirely free and aims to assist students in obtaining a
high-quality headshot. We will provide designated time slots to ensure efficiency, making it more of a focused event
rather than a social gathering. Additionally, attendees can enjoy snacks and drinks while interacting with team
members and fellow students who are also participating in the photo shoot. (Will be at JMSB)
Are You Smarter than a Manager:
This is an interactive workshop, "Are You Smarter than a Manager," featuring 4 to 5 managers from various
companies. This event will take place at JMSB. Each manager will have a specific speaking time at the beginning or
at the end of the event (still trying to figure that out), followed by a workshop format. Teams consisting of 4 or 5
members will sit together, with each team assigned a manager. The manager will pose questions to their respective
team (all the questions will be the same for each team), and together they will work to find the answers. The team
that successfully answers all the questions will win a prize. It promises to be an engaging and informative session.
How to Negotiate Your Salary:
This informative event, conducted via Zoom, will be led by a manager who specializes in compensation and
benefits. The manager will deliver a presentation, accompanied by PowerPoint slides, sharing valuable tips, do's,
and don'ts to help you negotiate the salary you desire. Attendees can expect expert advice and insights on navigating
salary negotiations effectively.
Recruitment Cocktail:
This is our first big event where 7 to 9 companies will be sending their representatives. Each company will have
their own dedicated table with banners and goodies. The event will provide a great opportunity for students to
engage in networking, as they can mingle with fellow students while also conversing with the company
representatives who are actively seeking interns. Attendees can enjoy a vibrant atmosphere with music, drinks, and
food. This professional event is the perfect platform to establish connections, explore internship opportunities, and
even secure future job prospects.
Culture Conference:
Our Second biggest event of the year. The conference will feature a keynote speaker and two engaging panel
discussions in which attendees can expect insightful talks and gain valuable knowledge from industry experts.
Alongside the sessions, there will be a dedicated networking hour, similar to our Recruitment Cocktail, where
attendees can connect with other students. There will be drinks, and music.
Workshop 1:
Workshop 2:
CASA Policies:
● If you have any legal questions, please contact Presidents first and then CASA.
Finding Sponsors:
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Prepare a list of potential sponsors, considering companies in HR, accounting/finance, and marketing
sectors. (MUST BE DONE BY MAY 28TH)
Involvement and EDI Director: For assistance with contacting companies and securing their participation. You will
help External throughout the year in identifying potential speakers and sponsors. You will only assist in establishing
initial contact. Once you have identified potential sponsors or speakers and have provided them with detailed
sponsorship packages, you will pass the potential sponsors or speakers to external to work on securing contracts
with them.
VP Internal: reach out to our VP Internal. She has lots of contacts. Ask for her contacts and their email addresses,
phone numbers, or LinkedIn profiles. (Speak to External first to see if they have already done this or not)
Here is a list of her contacts (I have not evaluated any of these companies, so please be cautious and ensure that the
companies are eligible to work with according to CASA policies):
Sponsors:
● Mercer (Emma Alguire, Camille Moumdjian, Daphné Tousignant)
● Levy Pilotte (Valeria)
● Dialecitca (Paniz)
● KPMG (Matthew, Mike)
● Deloitte (Stephanie Levasseur)
● PwC (Amanda, Narin, Apig, Daniela)
● EY (Antoine)
● Air Canada (Olivia)
Speakers: (you can also reach out to some of these people and ask who is the right person to contact for sponsorship
at the companies that they work for, but remember some of these contacts are Professors at JMSB so you shouldn’t
reach out to them for sponsorship)
● Jack.org Divya (Aery)
● West-Island Black Community Association Inc. (Vanessa Manroop)
● Black Girls Gather : A Book Club (Vanessa Manroop)
● Cultur’elles MTL (Vanessa Manroop)
● Projet Vive (Leyla)
● Labour Law (Teodora, Ioan Grosuliar, Juliette, Professor Mark Sagaria)
● Public Speaking (Rosalia Felice from Future Bound)
● Negotiate your Salary (Future Bound )
● Perfect your LinkedIn (LinkedIn Bros CMS)
● Future Bound Learning (Alexandra Allen)
● Business Etiquette (Andrea Taylor from FutureBound
● Succeed in your HR & MANA Classes (Prof. Nigel, Prof. Reza. Prof. Maya Sharma, Prof. Alex
Lefter,Maggie Chen, Nora)
● Succeed in your COMM Classes ( Matthew,Anais, Iris)
● CRHA Order
● Successful HRS : Valeria Todoran (HR Director), Diana Blatea Fileat (Bombardier), Maya Sharma (HRM
Professor and HR Lead), Alex Lefter, Nigel
Ways to reach out to sponsor:
Part 1:
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Review past sponsors and contacts from previous years.
Examine companies contacted or collaborated with by previous teams. Find relevant individuals working in
those companies on LinkedIn, such as HR managers or marketing department personnel. Obtain email
addresses or phone number from the turnover document or search for contact information online.
Reach out directly to individuals you know who own or work in companies, inquiring about their interest in
becoming our sponsors.
Explore past sponsorships of other associations, such as JMMA's collaborations with food and drink
companies like Poulet Rouge, and consider contacting those sponsors as well.
Work together.
Part 2:
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Use the provided email and LinkedIn templates for contacting companies, or customize them to make them
more personalized for different companies.
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Use LinkedIn to find individuals working at the target companies and send them connection requests. Send
them a personalized invitation message (by using the provided templates), expressing the desire to schedule
a call, Zoom meeting, or in-person meeting (if feasible) to discuss further.
When contacting them through email, phone, or Zoom, introduce the association and its activities,
highlighting the value JHMA brings to students' lives and their companies. (It’s important to get them to
have a meeting with you, in person, over zoom or phone call)
Sponsorship Package: https://drive.google.com/drive/u/0/folders/1ewr1AmpqIBiBs5_8HTboIOWf0WUJqRqh
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Develop a sponsorship package by studying previous sponsorship materials and creating a new one based
on similar templates with appropriate modifications. (MUST BE DONE BY MAY 25TH)
Find ways to attract companies by offering additional benefits and clearly explain the value they can gain
from sponsorship. (MUST BE DONE BY MAY 25TH)
Prepare a script or outline for your team to guide discussions during meetings with potential sponsors.
(MUST BE DONE BY MAY 25TH)
Remember that companies are used to being approached by student associations for sponsorships, so there
is no need to feel intimidated.
Add sub tiers, charge more when a company is sending more speakers and etc.
Must be detailed: https://docs.google.com/document/d/1YQBl-gM94l53xJycGDnXr-_5gXWgRCSX/edit ,
​https://docs.google.com/document/d/1hKSPmeC3Lf2eSIagdV9YtDBOrMX83RXW/edit#heading=h.gjdgx
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VP Involvement ensure that every member of the Involvement team is familiar with how to contact these
individuals and explain the details of the sponsorship package. (MUST BE DONE BY MAY 25TH)
Constant communication with external!! (Help the with the sponsorship package)
More Details about the Sponsorship Package:
General Sponsorship:
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Identify and secure general sponsors before July, aiming for a minimum of three sponsors, but more are
preferred. General sponsors will be affiliated with the association for the entire year.
Develop a sponsorship package specifically tailored for general sponsors, offering different tiers (tier one,
tier two, tier three, tier four) with varying benefits and opportunities. Each tier should provide specific
advantages for sponsors, such as visibility at events, tabling sessions, access to student CVs, representation
at association events and etc.
Explore ways to enhance the sponsorship package and make it more appealing to sponsors. Brainstorm
ideas with your team, the External team, and the EDI Director to gather input and suggestions.
It's possible to maintain certain elements of the existing sponsorship package, but it's important to introduce
new ideas and modifications.
Specific Sponsorship:
When it comes to specific sponsorships, let's take the example of our Recruitment Cocktail event. This event aims to
bring together various companies that are actively seeking interns. These companies will fall under a specific
sponsorship category, granting them exclusive access to the Recruitment Cocktail event. We will charge them a fee
specifically for this event, and their sponsorship will not extend to our future events. (They could if they are
interested) As part of their sponsorship, they can showcase their merchandise, display banners, and have a dedicated
presence during the event and etc. Also, they can choose to have a tabling session a few days before the Recruitment
Cocktail event to promote their offerings. It's essential for us to develop a comprehensive sponsorship package that
outlines the benefits and opportunities available for specific event sponsorships.
Another scenario could be partnering with a company like Starbucks to sponsor one of our events by providing
drinks. In this case, Starbucks would only be responsible for supplying beverages for that particular event, and their
sponsorship would be event-specific.
By tailoring sponsorships to specific events, we create targeted opportunities for companies to engage with our
audience and showcase their offerings. It allows us to offer unique experiences and maximize the value for both our
attendees and sponsors.
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Utilize templates when reaching out to sponsors and speakers through LinkedIn, email, or phone calls.
Develop your own scripts for presenting the sponsorship package, building upon previous years' examples.
The provided templates serve as guidelines and can help you understand the structure and flow of effective
communication.
Seek guidance and input from the presidents when it comes to handling event-related matters.
We need a blueprint for our events:
Description of Events Examples:
https://drive.google.com/drive/folders/1PKM--06iY0Sbv5wucJnsjY8GX4RUzBBK?usp=share_link ,
https://docs.google.com/document/d/1wo3a6lNRu9rmM-_5FgufBR2k2PY9ggbH/edit (MUST BE DONE BY
PRESIDENTS AND EVENTS BY MAY 27TH: ONLY THE EVENTS DESCRIPTION PART)
Contacting Sponsors:
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Initiate contact with companies for sponsorship, targeting local, national, and international organizations, as
well as those in the food, sports, and beverage industries, and banks and accounting firms. (STARTING
MAY 28TH)
After the negotiation is settled, here are the dos and don'ts: (This is specific to the external team, but it’s good
for you to know)
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It is crucial to send the contract to the sponsor immediately after reaching an agreement.
The contract serves as a formal agreement between the association and the sponsor, and it should be signed
promptly.
We have templates for various types of contracts to cover different sponsorship arrangements. (Use them
ensure consistency in the documentation)
Once negotiations are done with interested companies, coordinate with the VP of Finance to discuss
financial aspects and finalize the sponsorship agreement. (THIS IS VERY IMPORTANT)
Any financial transactions or acceptance of checks must be discussed with the VP Finance beforehand. Do
not proceed with any financial matters without involving the VP Finance.
The VP Finance must be present and consulted for any decisions related to money, whether accepting or
rejecting payments.
If a sponsor or individual intends to make a payment, it can be done through a cheque or transferred to the
JHMA account. However, each instance of payment must be discussed and approved by the VP Finance.
Ask for brand logo permission (add it to the contract if it’s not already there)
Keeping Track of Sponsors and Speakers:
1-Create an Excel sheet to track contacts: (MAY 28TH)
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Separate sections in the sheet for sponsors, speakers, general sponsors, and specific sponsors.
● Include the following information for each contact:
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● Contacted date
● Name
● Position
● Company
● Contact details
● Who contacted the person
● Response status (answer received, unsure, etc.)
● Payment status (if applicable)
Refer to the example on the turnover document for a similar structure, but modify it if needed.
Share the Excel sheet with the involvement and EDI teams for collaboration and reference.
https://docs.google.com/spreadsheets/d/172Nwa8jrKeRvZr5e1SkrLU5dKsIblaSo/edit#gid=475606669
https://docs.google.com/spreadsheets/d/1RgyOcCUUdzoI-iDk3nOKLseUQ25pLz4G/edit#gid=249881321
2-Create separate sheets for each event in your Excel document: (MAY 28TH)
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Set up a "Speakers" section on each event sheet to track speaker-related information.
Set up a "Sponsors" section on each event sheet to track sponsor-related information.
● Include relevant columns for each section, such as:
● Speakers: Name, Topic, Contacted Date, Position, Company, Contact Details, Response Status,
Payment Status.
● Sponsors: Company Name, Contacted Date, Contact Person, Position, Contact Details, Response
Status, Payment Status.
Ensure consistency in column headings and organization across all event sheets.
This will allow you to manage speakers and sponsors separately for each event and keep track of their
details and interactions effectively.
https://docs.google.com/spreadsheets/d/172Nwa8jrKeRvZr5e1SkrLU5dKsIblaSo/edit#gid=475606669
https://docs.google.com/spreadsheets/d/1RgyOcCUUdzoI-iDk3nOKLseUQ25pLz4G/edit#gid=249881321
3-Create a Copy of Invoice Sponsorship Tracker: (MAY 28TH)
https://docs.google.com/spreadsheets/d/1uMdC4juKxXdBTQwvxxHDbC_NE9JbZcAH/edit#gid=266934393
We can go through these together if needed.
Throughout the Year:
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The events team will provide you with specific details about each event by the end of the summer.
Include general information about the events in the sponsorship package, such as event names and overall
vision.
Obtain event-specific details from the events team and communicate them to sponsors throughout the year.
If sponsors have any specific needs or requirements, relay them to the events team or the EDI Director for
coordination.
Internships:
Part 1:
● Use LinkedIn to reach out to individuals who are hiring for specific positions and offer to promote their
internships.
● When contacting companies, emphasize that we can assist them in finding interns and recent graduates.
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Clearly state that we will promote their internships on our social media platforms, including the JHMA
website and Instagram.
Mention that the internships will also be promoted on the Career Management Services at Concordia
University (CMS) website, which is accessible to all business students at Concordia University, without any
charges. (this is different when we are negotiating for sponsorship)
Inform them about a recruitment cocktail event they can attend and specify that if they choose to send
representatives, there will be a fee associated with their participation.
Part 2:
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Gather all relevant information about internships, including job description, roles, application deadline,
salary, duration, and position type (internship, full-time, part-time).
Share this information with Tamilia Buonanno at CMS.
Provide Tammy with details on where students can apply for the internships.
Seek approval from Tammy for promoting the internships.
Collaborate with the marketing team to feature the internships on our Instagram story, FB story, JHMA
website, and JHMA monthly newsletter.
Consider requesting CMS to promote the internships on their websiteas well.
Podcast:
"More Than Management"
https://drive.google.com/drive/u/0/folders/1sYl199x6rBMuy8BozSrILkx3qgHrCfPa
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Can be posted on our website, apple music, spotify, and social media platforms.
Two episodes per semester.
A professional recruiter, manager, or business professional will be interviewed by the Involvement and the
Academics team.
Students can also DM us questions they have for the guests, or we can run a poll to determine the topics
they're most interested in. (work with the marketing team)
Each month will focus on a different HR topic, such as management consulting, interview tips, or
networking 101. Find interesting and engaging guests in different domains of HR/MANA, including
different areas of expertise such as payroll, labor relations, and compensations & benefits.
Determine the budget for the podcast, including expenses such as subscribing to a platform like Spotify.
Study the provided file to understand the recording process for the podcast and associated costs.
Identify the necessary equipment, software, and services required for podcast recording.
(MUST BE DONE BY THE END OF JUNE)
More for the Involevement team:
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Build relationships with other associations by attending their events and establishing connections with their
members.
Follow other associations on Instagram to stay updated on their activities.
Collaborate closely with the external team to identify and secure sponsors and speakers for events
throughout the year. (General and Specific)
Maintain regular and effective communication with the External.
Work in collaboration with the Acads and Events teams for workshop planning and execution.
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Events: Help for event logistics (work with the Events team) and speaker coordination during and before
the events.
Share your ideas in setting the tone and theme for upcoming events. (CONTACT US IF YOU HAVE ANY
IDEAS FOR THE EVENTS THAT WE ARE HAVING THIS YEAR)
We will have a meeting during July to discuss each event in details. (With everyone)
Explore opportunities to provide giveaways and promotional items at events to enhance engagement.
Coordinate with the VP Internal to organize tabling sessions prior to major events. (Only VP Internal can
book labeling sessions)
Collaborate with the marketing team to create engaging activities for participants during tabling sessions.
For example, consult with the VP Finance to offer reasonable discounts to participants who win games or
activities during tabling sessions.
Goodie Bags: Find items and goodies to be given away at events to enhance attendee experience. (Reach
out to sponsors, friends, family, other contacts )
Assist the marketing team with sending event-related emails as needed: Send a reminder email to
participants two days before the event and another on the night before or day of the event.
Post events survey.
Turnover documents:
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Do not share them with anybody outside of JHMA.
Do not edit the turnover documents.
Contact Fatemeh Keshavarz if you have any questions! :)))
Mark McLeish