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Event Resources:
Planning
General
Food
and Vendors
Speakers
Funding
Logistics
Policies
Assessment
Additional Helpful Links
Event Resources
Events Calendar
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,
RossStudentLife@umich.edu.
Facilities at Ross
To
request a room at Ross, please use this
form.
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: Classrooms and breakout space may be
reserved after the academic calendar has been confirmed and published.
University Union Events and Policies
If you
plan on holding your event at any of the
University Unions
(Michigan Union, Michigan League, etc.), please review their
policies.
Sample Project Plan & Budget Expense Spreadsheet
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.
Career Trek Information
Student Treks are student-planned on-site visits to corporations and
organizations. Treks are typically organized around a particular industry or
function within a specific geographic location. The goal of a Student Trek is
to gain more information about a particular company, industry and/or function as
well as to make deeper connections and contacts. If you are considering
planning a Trek, see the
information page to get
started.
Conference Transition Documents
Dean's Attendance
at Club Events and Conferences
If you
would like the Dean to introduce a speaker or attend one of your events, please
email
Heather Byrne,
Director of Student Life, the following information at least four 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 Davis-Blake to be involved
Speakers
If you
would like to connect with Ross Alumni for panelists or speakers, please
complete this
form
and submit it to the
Office of Alumni Relations.
If you
are interested in booking a non-Ross affiliated speaker (who may charge a fee),
please contact Lynnette Iannace,
liannace@umich.edu,
Director of School Events, with your “wish list” of speakers.
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:
*If you plan on recording any part of your
event, you will need a video release waiver on file for any speaker or panelist
who will be recorded. Please fill out this
form and
return it to the Office of Student Life.
Catering
Contact
Catering at Ross. Alternately, you can find a list of other Ross approved caterers
here.
Vendor Information
OSL
has compiled a list of
vendors
ranging from caterers, photographers, rentals, etc. Contact the
Office of Student Life
if you need additional vendor contacts.
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.
Corporate Sponsorships
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. Reviewing the
Steps to Acquire & Receive Corporate Sponsorship
Money will also be helpful. 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.
If the
company does not require a charitable tax receipt, you may still want to send
them a solicitation letter and invoice. Templates for these documents which do
not contain IRS information for a tax receipt can be found
here
and
here.
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.
Funding
Each
year, Ross gives the Student Government Association (SGA) money with which to
support clubs. SGA has specific guidelines they follow when appropriating
funds. To learn more about the process, click
here.
For more information, and to apply for funding, please go to the SGA
website.
In
addition, some funding is available from the Central Student Government. See
the
CSG website
for more information.
Accommodations
Accommodations for speakers and guests are available around Ann Arbor. See a
list of
suggested hotels
in the area, or contact the
Executive Residence.
Printing Nametags and/or Nametents
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
Strategic Positioning Toolkit
The
Stephen M. Ross School of Business Strategic Branding Tool Kit has been created
to help faculty, staff, students, and alumni use the school's graphic identity
system properly. Click
here
for more information such as logo downloads, templates, and an editorial style
guide. This will require your UM login.
Transportation & Parking
-
Visitor Parking (University Parking Structures) -
Special Event Parking
-
Vendor Parking - For day-of-event parking at Ross' loading dock for vendors,
contact Chris Barr,
chbarr@umich.edu,
in Facilities to request a pass. Spaces are limited.
-
Taxi vouchers are available through Yellow Cab Co. operated by Select Ride.
Contact Nadia at 734-663-3795 ex. 121 for more information.
-
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.
Alcohol
Policy
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.
Contract Guidelines
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.
Risk Management and Insurance
Review
this
essential information
when purchasing insurance for your club's events.
Additional Helpful Links:
Mass Email Permissions
As a
recognized SGA approved club, your club will have access in iMpact to do the
following: 1) Create email messages that can be sent to members of the
community; 2) Post information to iMpact's Bulletin Board; 3) Add information to
a panel. Please complete this form to give two officers in your club permission
to access, edit, and create this information in iMpact. Instructions for using
this panel can be found
here.
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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