Clubs Training 2014
Outline of Training
• Introduction
• Club Training
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Club Space (Lockers, Offices, Mail Boxes)
Club Logistics (Email,
Event Planning (EOHSS, Booking Space, Advertising)
Club Offices, Lockers and Mailboxes
Budgets, Funding and Fundraising
McMaster Email Accounts and EOHSS PIN Codes
Club Executive Council
Serious stuff...
Club Administration
Jessica Irvine
Clubs Administrator
Clubs@msu.mcmaster.ca
Sudeshna Dhar
Assistant Clubs Administrator
clubsasst@msu.mcmaster.ca
Office
MUSC Room 215
905-525-9140 x24113
Office Hours 9:00am – 5:00pm
The Clubs Administrator
Hi! I’m Jessica Irvine. A few
things about me:
• From a small town outside
of Ottawa (Go Sens!!!)
• Graduated from McMaster
University
• Worked for the MSU for
over 5 years
• Majored in Classical Studies
and History
• I love horses, cars, and
country music
The Assistant Clubs Administrator
• Hi, I’m Sudesha Dhar. A
few things about me:
• From Suva, Fiji
• IRC Hall representative
• Studying Molecular
Biology and Genetics
Ratification
Congratulations on receiving MSU Club
Status!
Applications for 2014-2015 will be due on Friday March
14, 2014.
- As per the Club Operating Policy, make sure your
Club holds Executive elections before then.
About Clubs
The MSU recognizes over 360 clubs in 5 distinct categories:
- Academic
- Recreational
- Social Issues
- Religious
- Cultural
What does it mean to be a recognized
MSU club?
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be withdrawn if these procedures are neglected or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.
Responsibilities of an MSU club
- To maintain a positive image of not only your club
but the MSU as well. Follow the Student Code
of Conduct!
- To maintain your club and run it to the best of your
ability. Be aware of all policies that apply.
- As an exec, you are setting an example for all the
general members of your club. Please be
informed and responsible!!
- Always check the clubs website
www.msumcmaster.ca/clubs
- Always check mailboxes, emails, and keep
lockers/offices clean
Privileges of being an MSU club
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Room Bookings
Use of MSU bulletin boards
Use of the MSU name
Funding from the MSU and the Student Services
Committee
Use of Compass Information to sell your tickets (at a
reasonable rate of 3%)*, or advertise your event free of charge
Have a mailbox/office/locker in ClubSpace
Have risk management liability for events (as per policy)
Advertise events on the MSU Event Calendar, in The
Silhouette, and Public Service Announcements on
CFMU-FM 93.3 free of charge
Do billing and credit at the Underground
*3% covers cost of staff labour, organization and administration re: ticket handling, counting and processing.
Who can be a club member?
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Membership in clubs shall be open to all MSU members.
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[Except where it jeopardizes the integrity of the club’s purpose, as
determined by the Clubs Administrator in consultation with said club’s
executive.]
Non-MSU members (part-time or grad students, staff, community members)
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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.
MSU membership = Full time (18 units+) Undergraduate student
Clubspace
• Clubspace is an open concept space designed for
MSU clubs located on the 2nd floor of the Student
Centre (Room 215). It is where the Club
Administrator and Assistant Club Administrator
offices are, as well as the club boardroom (215b),
club offices and lockers, and the CEC office.
• To book Clubspace, contact the Clubs Administrator:
clubs@msu.mcmaster.ca
• You do NOT need an EOHSS form to book Clubspace
• Daily bookings are posted in the Clubs Admin office
window
• NOTE- PLEASE DO NOT REMOVE FURNITURE OR
BRING FURNITURE INTO CLUBSPACE
ClubSpace can be used for…
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Brief Club related meetings
Preparations for events
Special events and meetings (book with Clubs Admin)
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
Club Lockers
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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. Clubs can apply for lockers by completing the
application and submitting it no later than noon on the
due date
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Applications are Due: Friday January 24th, 2014
– Locker assignments will be available early October
– Make an appointment to sign Locker contract with Assistant
Clubs Admin (clubsasst@msu.mcmaster.ca)
– Pay the $10 refundable lock deposit at the MSU Accounting
window (MUSC 201)
– Bring receipt to Asst Clubs Admin who will then provide you
with a lock.
– Locker Applications are available on the Club Space page of the
MSU website at www.https://www.msumcmaster.ca/clubs/clubspace
Club Offices
• Club Offices
– There are 9 offices available in Clubspace
– There are 3 clubs per office, totaling 27 total office
spaces
– Applications must be submitted for club offices
• Applications due September 27st, 2013
• Applications available on the MSU website
– Offices are assigned by lottery process
• Fair and equitable method of assigning space
Mail Boxes
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Every club will receive a mailbox
Assignments posted next to mail boxes and online
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
Event Planning
• What is an “event”?
– ANYTHING an MSU club does ON or OFF campus
• You and your friends sitting, having coffee, talking
about your club...NOT an event!
• Executives and Members having a meeting, getting
registrations, going somewhere, promoting, hosting...IS
an event!
• Clear distinction: are you doing this as YOU the person,
or are you doing this as a CLUB. As a club? It is an
event!
Accessible
• 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
Inclusion
• …happens when places and spaces are
physically and socially accessible.
• …is felt.
• Individuals feel included when they feel safe in expressing all
aspects of their identity as they engage in the life of the
community
The Check List
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Budget – forecast accessibility costs
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Scheduling – consult Faith and Spirituality Day Calendar and provide
sufficient notice of event
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Getting to Event– route is accessible
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Meeting Facility & Space – obstacle free
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Registration – identify needs i.e. dietary,
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Signage – clear wording and design
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Advertising & Promotion – positive images, respectful language, accessibility
promotion
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Menu – variety of options
prayer, scent-free, disability etc.
Event Approval
• So, you want to host an event? What do you do? TWO
steps:
• 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?
Step 1: Approval & EOHSS
• Before ANY “event” (remember the definition?) can be held ON or OFF
campus – it MUST be approved by the Clubs Administrator and EOHSS!
• To receive your PIN please contact the Clubs Administrator.
• Exceptions (there always is!): ANY meeting being held on the 2nd floor
of the McMaster University Student Centre (all meeting rooms and
clubspace). This is the ONLY exception!
• WHY? 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 (Why?!)
– ...because of insurance and liability (coming up in the “serious
stuff” section)
• MUST READ: Student Event Risk Management Manual
(http://www.mcmaster.ca/policy/StudentsAcademicStudies/StudentEventRiskMgmt.pdf)
Step 1: Approval & EOHSS (cont’d)
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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”
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”
Film Showings
– If you want to show a movie on-campus, you must complete a “film showing form”
– available at: www.msumcmaster.ca/clubs
– Must be submitted with EOHSS form
– Choice of films available at:
• www.criterionpic.com
How does EOHSS approve?
• Online
– studentevents.mcmaster.ca
• KNOW THIS WEBSITE
– Use your @mcmaster.ca 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 MSU Clubs Administrator and
EOHSS risk management staff
– Online form allows for back-and-forth between Approvers
and Organizers, critiquing aspects and/or requesting
changes (look for COMMENTS if form is not approved)
– Once approved – event can proceed (book space on/offcampus)
Risk Management Forms
Waivers
Waivers are required for specific events, such as Spectator/Cultural/Social Events, Bus Trips, Film
showings, absolutely any event involving Alcohol, and any event involving Participatory Sports
Showing a Film?
• The MSU has a movie license with Criterion
Pictures, found at;
– http://www.criterionpic.com
• Films not found here i.e.. 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.
Film Event Form
The film event form can be found online on the Club Event Planning page.
Online System
• Access the Risk Management Form online at
studentevents.mcmaster.ca
• Must send request email to Clubs Admin to
receive PIN
– Email request must be sent from McMaster email
address
• Paper forms are no longer accepted unless it is an
EMERGENCY
Failure to do so....
Not completing EOHSS forms and 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.
Step 2: Booking Space On-Campus
• 3 Main Departments which book space oncampus:
– Conference & Event Services
• Outdoor spaces, Classrooms, Lecture Theatres, Lobbies
(except for those booked through MUSC and FHS)
– MUSC Administration
• The Student Centre: Meeting rooms, CIBC Hall, Banner
Spaces, Information Tables, Bake Sale Table, Posters
– Faculty of Health Sciences (FHS)
• MDCL and HSC
Step 2: Booking Space on Campus
(MUSC)
– Before you can book anything with MUSC administration, you
MUST complete the “Student Group Privilege Form”
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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
– To book space
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Visit website: www.muscmcmaster.ca
Click on “Reservations”
Requests MUST be made by one of the Event booking contacts
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)
Step 2: Booking Space on Campus (MUSC)
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.
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.
Tables must be booked by the 15th of the previous month.
Club Information 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
Tables must be booked by the 15th of the previous month.
Music Table
Music volume must be appropriate for space and should not inhibit people at other tables from have a normal conversation
Tables must be booked by the 15th of the previous month.
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
Poster Policy
Up to 8 posters may be dropped off at MUSC 222 for posting in the Student Center display cases by Friday at 12:00 pm
All posters must conform to the MSU Poster Policy
Step 2: Booking Space on Campus
(Conference & Event Services)
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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
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
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.
Step 2: Booking Space on Campus
(Faculty of Health Sciences, Misc.)
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Faculty of Health Sciences (FHS)
– Visit website:
– Choose either MDCL or HSC
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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 3rd 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
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Miscellaneous (see MSU website: www.msumcmaster.ca/clubs for contact info)
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University Cub
Celebration Hall
Institute of Applied Health Sciences
Clubs MUST have an APPROVED EOHSS form prior to booking space
McMaster Email Addresses and EOHSS
PIN Codes
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McMaster Email Addresses
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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
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
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Only the McMaster email address are considered official (Listed as contact email for club on MSU
website)
All communications from the Clubs Admin will be through this email
Can be redirected but must log in at least once a month!
Having problems? Contact Clubs Admin
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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
Finances
McMaster Students Union is a not-for profit organization
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Therefore so are clubs
The MSU is not charitable, and neither are its clubs
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Charitable receipts are not available
We must be Transparent and Accountable
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Clubs may be subject to audits by the MSU
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
It’s important to manage all your bills and make timely payments
– Ex: Underground Media and Design- Once a month
Payments to establishments and companies are made through the club bank account.
Clubs are responsible for all of their own finances. Any debt becomes the executive’s.
– it is in YOUR best interest to be financially responsible
The MSU assumes no responsibility for financial debts incurred by a Club
Club Budgets
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When submitting their 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 2013-2014
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
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ALL Clubs MUST submit a budget REGARDLESS of whether or not they are
requesting MSU Funding.
NO Club is receive funding without a request.
New and probationary clubs: maximum $100
All other clubs are considered on an individual basis
• Clubs must submit budget requests by
***January 30th, 2014***.
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To be submitted electronically (.xsl file) saved with club name
Budget Template
ClubFunding (MSU)
– 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 EARLY-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, Club Budget,
Finding and Finances
– Funds are issued by cheque, made out in the club name
– Cheques can be picked up at the MSU Accounting Office (MUSC 201A)
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To get reimbursed for an event clubs MUST submit:
– A completed claims form
– Attach all original receipts
– Proof the event has taken place
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Submission must be made by no later then Wed April 16th 2014
– 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
Claim Form- Sample
Club Cheques
• Clubs will hand in their receipts along with the claim form to the Club
Administrator who then submits the request for reimbursement to
the MSU Accounting office
• Cheque requests are submitted to accounting every 2 weeks (on
Wednesday)
• 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
• Cheques are available for pickup in the accounting office (MUSC
201)
– the person picking up the cheque (executive of the club) will
have to sign for the cheque
• Cheques are valid for 6 months only. After that they become staledated 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
Special Project Funding
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 Budgeting,
Funding and Finances tab.
- The following list outlines the criteria used to determine which clubs are best suited for funding:
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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)
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 the Clubs Administrator at clubs@msu.mcmaster.ca
Applications will be reviewed and clubs notified of the outcome.
Special Project Funding Cont.
Undergraduate Student Initiatives
Fund
– 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
• http://studentaffairs.mcmaster.ca/undergraduate_student_initiatives_fund.ht
ml
– Three application due dates:
• September 27th, 2013 (Events September 1 – November 30)
• November 29th, 2013 (Events December 1 – March 31)
• February 15th, 2014 (Events April 1 – August 30)
*Applications must be submitted in a word document and sent by email to
eva.bodrozik@mcmaster.ca*
USIF Cont.
Fundraising
• 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
– Fundraising Fridays
• Clubs may engage in other fundraising so long as
it conforms to their club’s purpose and
constitution
Club Banking
• MSU Clubs can bank with two different institutions
– CIBC in Westdale
• Fee- $5/month
– Pace/MCCU 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 Forms
MSU Services
Advertising
• There are several options for advertising:
– Posters
• Posters must be approved by the MSU service Underground (MUSC B117)
prior to being posted
• TWO ways to post:
– MUSC Administration posts in the Student Centre – up to 8 posters can be delivered to
office (MUSC 222) for posting
– MSU service PAC are a volunteer group who put up posters on behalf of clubs/groups
(club volunteers encouraged) – deliver to MSU front desk staff member (MUSC 201)
– Website
• Each club can use their @mcmaster email address to log-in to the MSU
website and post on the MSU Event Calendar
– CFMU
• Can do radio promotions for events
• Hold on air interviews
– Residences
• Can advertise on digital screens in McMaster Residences - booked through
MSU service Underground (MUSC B117)
MSU Accounting Office
• Located in MSU Main office (MUSC room 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 cheuqes while
their account is outstanding
Union Market
Advertising
• Now offering advertising options for Clubs
• Union Market will supply Clubs with 1300 of their coffee sleeves for clubs to attach their ADS
to them
• Fee: $75 for 1300 sleeves
• OR you can provide Union Market with your advertisements and they will handle the labour
for an additional $50 ($125 total)
• Will advertise one department/club per week
• Advertising Guide and Advertising Form can be found online
• If interested, visit Union Market or e-mail: unionmarket@msu.mcmaster.ca for more info
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 Dollar fee will apply
AVTEK
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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.
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What qualifies as a small/medium/large show?
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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.
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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.
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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.
TwelvEighty
• 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- Richard Haja, or Kaley Stuart
sm1280@msu.mcmaster.ca
905-525-9140 ext. 27005
Compass
•
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 Cont.
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 the Internal Coordinators at Compass
– Dana Kolodzey and Sabbu Singh
– Email: compassic@mcmaster.ca
Diversity Services
 5 Pillars:





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
WHY DO WE EXIST FOR CLUBS?
Significant Representative Voice
Sit on Committees Aligned with your Goals
Collaboration Opportunities
Promotional Avenues
Hub for Student Ideas
Club Executive Council
• Composed of:
– Clubs Administrator– Chair from each club division (academic, cultural, recreational,
religious, and social issues)
– 2 SRA members
– 1 MSU member at-large
– MSU Diversity Services Coordinator
– MSU President
• The CEC promotes and facilitates cooperation and
communication between clubs
• Acts as a judicial body for clubs (deals with any sanctions)
• Become active in Early October
Clubs Executive Council
• Club executives can apply for CEC division
chairs
– Responsibilities include:
•
•
•
•
•
Weekly Office Hours
Chair meetings
Distribute information to clubs within their division
Attend monthly CEC meetings
Applications will be available soon on the MSU Clubs
website
Clubs Executive Council 2014
•
•
•
•
•
•
•
•
•
•
•
Jessica Irvine (MSU Clubs Administrator)
Sudeshna Dhar (Assistant Clubs Administrator)
Mina Karabit (Chair of Academic Clubs)
Nishan Zewge-Abuaker (Chair of Cultural Clubs)
Sally Elsadek (Chair of Religious Clubs)
Miranda Clayton (Chair of Recreational Clubs)
Arnav Agarwal (Chair of Social Issues Clubs)
Israa Ali (MSU Diversity Director)
Ryan Sparrow (SRA Member)
Alexander Coomes (MSU Member)
David Campbell (MSU President)
Serious stuff...
Responsibility
–
Running a club, holding an event, representing your organization(s) are all
serious things
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.
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.
Representing your organization
–
Politeness, kindness, and respect are extremely important when dealing with
other club executives, MSU services, McMaster departments, and community
partners
Communication
• Clubs Admin will email @mcmaster.ca emails once they are all in place. No
personal emails will be used.
• MSU Clubs web site is your primary source of information, check there
first.
• Add your Twitter information to your club page!
• Please do not use acronyms
• When emailing, calling, or stopping by the office please introduce yourself
“Hi, I’m Johnny President of the Jelly Bean Club…”
• with over300 clubs it can be difficult to remember you all 
• Clubs department now has twitter!
Follow us @Msu_Clubs
THANK YOU
