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Event Resources:

Club & Conference Transition Documents

Additional Helpful Links:

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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, studentlife@umich.edu.

Facilities at Ross

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.

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. 

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. 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. 

Vendor Information

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.

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.

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.

Risk Management and Insurance

Review this essential information when purchasing insurance for your club's events.

Requesting Letters of Invite from the Dean

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.

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 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

Speakers

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 

University Union Policies for Events

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.

Transportation & Parking

  • 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.

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

Club & Conference Transition Documents:

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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