Event Resources:
Club & Conference Transition Documents
Additional Helpful Links:
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Event Resources:
Consult
Ross'
CampusGroups Calendar when planning
events for Ross' student body. The calendar incorporates events planned
by Ross clubs, the Office of Student Life, and
major academic service dates (mid-terms, exams, professional development
week). It is also recommended to email the Office of Student Life,
studentlife@umich.edu.
Review the current
reservable event space
in Ross' new building.
Ross Facilities is committed to the
provision of space in support of all instructional, administrative, and
SGA-recognized student organization activities. Unlike other venues on
campus that may exist primarily or solely for events, Ross must
prioritize the use of its space for academic purposes. Please review
Ross' Facilities policies.
Note: Ross' SGA recognized student organizations/clubs may request Blau
and the Colloquium up to one (1) year in advance; however, the
reservation will not be confirmed until 6 months prior to the event due
to scheduling priorities (see Section II in the Facilities Policy).
Classrooms and breakout space may be reserved after the academic
calendar has been confirmed and published.
To plan a successful event you should
determine your event tasks and timelines by completing an action plan.
Please review our
sample project plan to get a head start on your planning.
Each club is responsible for tracking
all expenses and overall money received per event. You may reference the
budget
expense spreadsheet template to get started.
The majority of clubs at Ross are
Voluntary Student Organizations (VSOs). The only way a VSO can
receive tax deductible gifts is if the donation is for a specific event
that is co-sponsored by the Office of Student Life. Before your club
begins to solicit companies for gifts, you need to have an event
sponsorship agreement on file with the Office of Student Life. Please
review Ross'
event sponsorship guidelines. After reviewing these guidelines,
please schedule a meeting with
Heather Byrne to start this process. A template of an event
sponsorship agreement can be found
here, and this document will be completed and signed together with
the Office of Student Life. Please note that by having an event
sponsorship agreement with OSL does not mean OSL will provide funding
for your event.
Once you have an event sponsorship agreement on file with OSL, your next
step is to connect with the appropriate
Recruiter Relationship Manager (RRM) in the Office of Career
Development (OCD). The RRMs are assigned company relationship
responsibilities based on industry groupings. They are often aware of
which companies might be seeking sponsorship opportunities as a means of
enhancing their recruitment efforts at Ross. OCD downloads their
company contact list twice a year (April and September) for Ross
clubs. This information is to be used with care and respect for the
privacy of our company contacts.
Corporate Sponsorships must be processed and administered by the Office
of Student Life. We work closely with Ross' Development & Alumni
Relations department to insure the company’s gift is processed correctly
and that the money is spent according to the intention of the donor.
Follow this
flow chart
to understand how you will receive and access money from Corporate
Sponsors. After the company has agreed to sponsor your club and/or
event, you will need to submit a
letter
and
invoice
to the company. Copies of these letters need to be on file with OSL in
order for OSL to accept and process the tax deductible gift from the
company. To add your club's sponsorship details to the form letter,
double click in the gray highlighted area. The text will be deleted and
you can then add in your club's sponsorship details.
Per University Policy, you must track
individual corporate sponsorship money and how you used that money per
event. You may use the
corporate money
spreadsheet template to help you track this money.
A compiled list of
vendors (login required) ranging from caterers, photographers, rentals, hotels, and gifts
(including vendors that accept shortcodes).
The following
companies
have contracts with the University for pricing and offer benefits of lower
procurement costs, higher Vendor performance levels, and increased
value-added services. Use your club's shortcode to get these services.
Student organizations commonly
encounter contracts when booking events in either campus or non-campus
venues. These
general guidelines provide helpful information when going into a
contract.
In accordance with general University
of Michigan policy, Ross strongly discourages the serving of alcohol to
students even if they are of legal age. Under certain very restrictive
conditions, however, alcoholic beverages may be served. Students are
expected to drink responsibly and to uphold the Ross values. Any event
that is sponsored or organized by a student organization must comply
with the Ross alcohol policy.
Please read and submit the
Alcohol Policy
if your student organization plans to have alcoholic beverages at your
event.
Review this
essential information
when purchasing insurance for your club's events.
If needed, follow these
guidelines when asking the Dean to invite speakers and/or
sponsors to your event. Following these guidelines will help the Dean's
Office get your documents back to you in a timely manner.
If you would like the Dean to introduce
a speaker or attend one of your events, please email
Audra Asher, Dean Dolan’s
Executive Assistant, the following information at least two (2) weeks
prior to your event:
- Club name
- Title of the Event
- Purpose of the Event
- Date, Time, Location
- Agenda (including speakers and
their titles)
- Specifics of how you would like
Dean Dolan to be involved
Please contact Lynnette Iannace,
liannace@umich.edu, in
the Dean’s Office with your “wish list” of speakers. She has many
connections and can make your efforts more successful by providing
contacts and guidance.
It is also recommended to contact
institutions (ERB, Zell Lurie, etc.) or other clubs if it makes sense to
your conference theme. The contacts at these institutions include:
- Frederick A. and Barbara M. Erb
Institute for Global Sustainable Enterprise: Cyndy Cleveland,
cyndyc@umich.edu
- Samuel Zell and Robert H. Lurie
Institute for Entrepreneurial Studie: Paul Kirsch,
pskirsch@umich.edu
- Tauber Institute for Global
Operations: Diana Crossley,
dianak@umich.edu
- William Davidson Institute: Robert
Kennedy, rekenned@umich.edu
- Nonprofit and Public Management
Center & Domestic Corps: Ashley Zwick,
zwicka@umich.edu
If you plan on holding your event at
any of the University Unions (Michigan Union, Michigan League, etc.),
please review their
policies
and
party
policies.
- Visitor Parking (University
Parking Structures) -
Special Event Parking
- Visitor Parking (City of Ann Arbor
Parking Structures) - Visitor parking is available through the City
of Ann Arbor’s Parking Structures. A permit is not required for
these lots and the rate is $.80/hour. If you want to provide free
parking for your visitors at these structures, contact Republic
Parking, Leza Hoover, 734-761-7235 for more information on parking validations.
- Vendor Parking - For day-of-event
parking at Ross' loading dock for vendors, contact AJ Dziak,
ajdziak@umich.edu, in
Facilities to request a
pass. Spaces are limited.
-
University Buses/Charters Rental - Authorized student
organizations may charter University buses with drivers. Charters
are scheduled on a first-come, first-served basis.
- University
Vehicle Leasing - Student organizations are not eligible to rent
University vans. However, a department or faculty advisor may rent
University vans for student organizations. The Office of Student
Life can assist you with this process.
To request nametags and/or nametents,
email RossSofthelp@umich.edu.
Your email request should include the following information:
- Excel file of names. The Excel
file should be set up as follows:
Column 1, Row 1 = First Name
Column 2, Row 1 = Last Name
Column 3, Row 1 = Company and/or Title
- Specifics on Nametags: card stock,
sticky back, ink specs, full-color logo, etc.
- Return date
- Short code (account) number
Club Officer Transition
Documents
Conference Transition Documents
Additional Helpful Links:
Student
Organization Account Services (SOAS)
The primary purpose of Student
Organization Accounts Service (SOAS) is to serve Michigan Student
Assembly (MSA) registered student organizations. Each SOAS
representative is committed to assisting you with your organization’s
financial activities and responsibilities.
SOAS Purchase Orders - Approved Vendors
An easy way for organizations to
purchase merchandise or services outside the University, is by using a
SOAS Purchase Order (P.O.) It is a pre-approved payment to a vendor,
which allows organizations to buy the goods or services they need
without spending money out-of-pocket. It prevents worries about
retaining receipts and having to get reimbursements. Whenever possible,
Purchase Orders are definitely the way to go! Contact
SOAS for more
information.
Student-Club Mail
Folders Location
Please follow this
map to get to your
club's mail folder located in the mailroom, 1st floor of the Ross School
of Business.
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