This document provides guidance for student leaders planning events at SUNY College at Old Westbury. It outlines requirements for various types of forms, facility requests, security checks, and important dates. It also discusses budgeting, contracts, advertising, ticketing, off-campus trips, fundraising, and event cancellation policies. The document emphasizes thorough planning, timely communication, adhering to policies, and properly completing all required paperwork and evaluations.

1. SUNY College at Old Westbury
Student Leadership Conference
SGA/CSLI
Spring 2014

2. Areas We NEED to Cover
 Programmatic Requirements
 Forms
 Facility Request
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Single events
Meetings
Set ups
 DJ Security Check
 Important Dates
 Planning/Budgeting for Your
Event
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Contracts
SGA Contract
Vendor Contracts
Entertainment
OT Cleaners
Catering/Refreshments
Blue Steel
Tech Services – Joe Zaffuto
 Advertising
 Flyers/e-stamping
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Social Media Posting
 OhhLaLa
 CampusVine
 Campus TV Screens
 Large-Scale Events
 UniversityTickets.com
 Off Campus Trips
 Fundraising/Bake Sales/Drives
 Canceling Events – NEW POLICY
 CSLI Coverage Calendar
 Finishing Your Program
 Evaluation
 Program Reports
 DID EVERYONE GET PAID!?!?
 Notes

3. Programmatic Requirements
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Every club/org must complete 8 programs per year. Used to be 10, but due to space constraints SGA
has lowered the requirement (without lowering cap on budgets).
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Programmatic Requirements:
Educated Persons (Educational Program) – who support lifetime learning, the importance of education to one’s
life, and mastering bodies of knowledge that bring insight to oneself and one’s world
Skilled Workers (Career Development) – which emphasizes the career and workforce preparation role for colleges
to help students identify their options and learn successful work-related skills
Democratic Citizens (Contributing to Society) – a goal that affirms the role of civic engagement in public life and
the contributions needed to further society
Self-aware and Interpersonally Sensitive Individuals (Cultural Program) – who are needed to interact in today’s
diverse society, recognizing that personal identity and culture affect everything someone does in relation to others
Life Skills Managers (Practical Skills) – able to construct and manage functions that promote their quality of life
Social Competence (Social Program) – the foundation upon which expectations for future interaction with others is
built, and upon which individuals develop perceptions of their own behavior.
Community Engagement (Community Service) – donated service or activity that is performed by someone or a
group of people for the benefit of the public or its institutions.
Weekend Event – These programs offer the students the opportunity to travel, experience new hobbies, meet new
friends and keeps them engaged and connected to the campus.
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Requirements are based on one of the leading books in higher education, Learning Reconsidered 2 –
so, no, I’m not flexible on the requirements. However, I am VERY flexible on what programs count
toward the requirements – so stop worrying.
You can do ANY 4 programs either semester as long as all 8 are completed within the academic year.

4. FORMS – most of you mess this
up… pay attention!
 Facility Request
 Most common error – it’s incomplete. Be thorough or it’s going to be denied for
no reason aside from you missed a spot.
 Single events – give alternate locations, we all know we do not have enough
space for all of the events on campus
 Meetings – You should meet weekly, this engages members, prepares your club
for transitioning leadership and if anyone wants to join – we can tell them when
and where you can be found.
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Requesting weekly meetings is acceptable – requesting weeks and weeks of meetings is
not. Will not be approved.
 Set ups
 Be detailed in your request. Attaching a diagram is best. Draw it, doesn’t have to be
fancy. But b specific – how many tables, how do you want them set up? What shape?
How many chairs per table?
 NOTE: In an effort to squeeze in as much programming as we can – you may not get
your requested set up. You may have to take the room “as is”. We make it work with
what we have – which is one cleaner and about 8 rooms for 65 organizations (and the
rest of the campus!)
 DJ Security Check
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Off campus DJs – 3 weeks in advance
OW student DJs – 2 weeks in advance
OWWR does not need to complete the form
DJ does not need to fill it out or sign it – you can get the info and complete the form –
it’s VERY EASY

5. Important Dates
Spring 2014 – Plan your 2014-2015 budget and events
with the upcoming leadership (see why transitioning
leaders is important!?)
All of your events will be on your budget proposal to
SGA – your framework is done
April 1/November 1 – CSLI accepts fac reqs for
upcoming semester

6. Planning/Budgeting for Your Event
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Contracts
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SGA Contract
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This is a standard or boilerplate agreement – YOU NEVER EVER SIGN THESE. If you sign, you pay out of your own pocket – SGA
will not cover the expense.
Artist/DJ/vendor signs first, then SGA, then I sign.
Vendor Contracts
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Some vendors will want you to use their contract – usually not a problem
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I must receive the vendor contract at least one month prior to the event date. Obviously the bigger the program, the more
time you need to give me to review or have it reviewed by a lawyer or contract expert.
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NO ONE SIGNS THESE UNTIL I REVIEW – not even SGA.
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Entertainment
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OT Cleaners
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You can use any company you want however, they must have insurance and they cannot serve the food for insurance
purposes. They can drop it off, but that’s it.
I think it’s easier to use Chartwells.
You can purchase chips, snacks, drinks, etc.
Blue Steel
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We have little (maybe no) control over this. I will and have fought this when I don’t think we need it. But I’ve also gotten
in trouble – complete with pics at a meeting – for clubs throwing garbage in a garbage can. (Yes, I really got in trouble for
that and yes, I know it’s beyond ridiculous.)
Catering/Refreshments
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Once room is confirmed – book your entertainment. DJ’s, inflatables, activities, etc. All on contracts. (See above.)
I determine what events need outside security. It is decided by the venue, history of the event, similar events
attendance, sponsor, time of program and type of program.
I try to use minimum security needed to save on expenses, but safety is most important and it is also essential to have
events run smoothly to KEEP having events.
If you decide not to have an event but do not send this to me via email and Blue Steel is there but there’s no event – you
are responsible for payment.
Tech Services – Joe Zaffuto
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Clubs are responsible for booking all tech production on their own. You need to contact Joe Zaffuto and IF YOU CANCEL
AN EVENT – you need to CANCEL Joe no less than 48 hours in advance IN WRITING. If you fail to do so you will be
responsible for payment.
Every program is different – you need to discuss with Joe what your tech needs are – this can be based on your vision and
/or performer contract. But remember that it’s also based on your event BUDGET.

7. Advertising
When a program flops at OW it’s because you didn’t advertise. I recommend
advertising in 5 different ways. Some ideas:
 Flyers/e-stamping – Antiquated, but somewhat effective. Send all flyers for estamping to Mike Plate at Platem@oldwestbury.edu. If the location is
confirmed, your flyer can be stamped.
 Social Media Posting – These need to be stamped, too. I see hundreds that are
NOT stamped on IG, FB, etc. Get them stamped. Then put it all over social
media – don’t forget the CSLI FB page!
 OhhLaLa – This still needs to take off. Elenna will be working on it this
semester. The more people on OohLaLa – the better it works. AND IT’S FREE.
 CampusVine – You need to get the flyers on CampusVine. This software isn’t
going anywhere. Get used to it – learn it – live it – love it. Advertise on it.
 Campus TV Screens – Send a simple PPT single screen to John Butler at
Butlerj@oldwestbury.edu
 THINK OUTSIDE THE BOX!
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Wear a costume and handout flyers or ¼ page adverts
Attach info to a lollipop and hand them out
Ask Athletics to have OW-WIN hand out adverts
List your upcoming events on the back of a t-shirt for your club
Wear a box with the info written on it.

8. Large-Scale Events
 Contracts need to be in at least 3 months in advance
 Need a full budget outline or I will not approve contract
 You will be required to sell tickets for a large-scale event
 I will assign security
 Have a point person for the event – I don’t want to explain
the exact same thing to 5 different people
 Determine what is realistic
 Your time
 Your team
 Your budget

9. UniversityTickets.com
 Need to have specifics on the event to Tiffany
Rodriguez at least one month in advance – she will
complete upload of info on UniversityTickets.com
 Purchaser can opt for smartphone scan ticket or
printable ticket
 Ticket sales cost approximately $2 for service charge
per ticket – anything over that is your deposit amount
per ticket sold
 Your advertisements need to have UniversityTickets
info on them including sale date

10. Off Campus Trips
 Advisor must attend – liability issue
 You are required to pay for any costs associated with
his/her attendance
 Advisor is to collect the travel waivers and conduct
agreements – we’ve had students get hurt at
programs, they need to be there and have emergency
contact information
 You can try to get OW transportation, but we have
limited resources, if you have the funding, get an
outside company – there are companies on
CampusVine vendor list that we’ve used in the past

11. Fundraising/Bake Sales/Drives
 Anything you raise OVER the amount you’ve spent on
the program is what SUNY will permit you to donate as
a fundraised amount for a cause
 Bake sales – Items cannot be homemade and must be
individually wrapped. If you are selling pieces of a
cake for example, you must wear food safety gloves to
cut and serve
 No clothing, coat or food drives this semester. I can’t
have people collecting and NOT giving it to where it is
intended to go

12. Canceling Events – NEW POLICY
(You won’t like it)
 Because an excessive amount of events were booked and
the clubs were “no-shows”, there is a new policy in effect.
Any time you have a room booked and you do not use it –
you will be charged a fine by the College. I believe the fine
is $50 per missed booking.
 How to NOT waste your budget like this – cancel the
program at least 5 business days in advance.
 Reasoning for this policy:
 You are taking away from groups that WOULD have
sponsored a program in the limited space we have
 College resources – which we know are slim – are wasted
setting up for programs that don’t even happen
 We get in trouble every time custodians set for an event you
don’t have

13. CSLI Coverage Calendar
 This is for large-scale events and/or those that require
Student Affairs professional staff coverage, Blue
Steel, UP, Zaffuto, OT, and other critical components.
 I have about 70 events on this per semester of the 1800 we
plan and schedule.
 I have to maintain this and send every week. If you fail to
provide me with cancellations, this is how you end up
responsible for payments for services.
 This is seen by UP, VPSA, Dean, Facilities Rentals, and
various other departments – we all see if you cancel an
event. Or fail to. (See a common theme with the
cancelation problems???)

14. Finishing Your Program
 Evaluation
 This determines if your event was any good and if you should use students’
activity fees to host similar programs – remember, this isn’t your money, it’s
everyone’s money! Form available on OWSGA.com – attendees complete this.
Even if you get just a few, still EXCELLENT to have. Please give to me and I will
review and assess the program for you in a database or software system.
 Program Reports
 Required for all programs or you do not get credit for the program. These need
to be in your club file for your budget allocation review. (Working with Moiz to
get these on OWSGA.com and/or CV.)
 These are how SGA determines if you met the programmatic requirements.
Which determines your budget.
 DID EVERYONE GET PAID!?!?
 When you don’t pay bills, I get chased by the
companies, professors, vendors, departments, etc.
 It looks bad for OW. Very unprofessional.
 It’s your responsibility. People provide services – you pay them.
 Never underestimate the value of a THANK YOU.

15. Notes
 You should have one contact person for all programming
 Staff only use your OW email accounts (it’s Gmail – stop
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groaning!)
Do not request more space/dates than you need – odds are
we’ll just reject the entire facility request – and you’re
taking away opportunities for other groups to program
(One group requested 19 days in a row for 4 hours a day –
DENIED.)
Do everything via email so you have written records.
If you break it – you bought it. Sit on tables… they break…
you’ve getting charged about $150 for a replacement by the
College.
If you DO NOT have a confirmation that you are in that
room – you can’t use it. Cameras people – cameras.

16. Other IMPORTANT Stuff!
 Lip Sync Teams Needed (thank you CSA!)
 Members need to be on CampusVine – this
information is CRITICAL for CSLI.
 Update your records on CampusVine. If something
goes wrong with your club and you haven’t changed
who the president is – guess what? Whoever is listed
as president on CV will be held responsible/liable.
 Club Bash = GET MEMBERS.

17. Questions, Comments, Concerns?
 Anything I missed?