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Student Student OrganizationOrganization
OFFICERS OFFICERS MEETINGMEETING
Monday, September 8, Monday, September 8, 20082008
AGENDAAGENDASteps to Plan an Steps to Plan an
EventEvent Book a RoomBook a Room Arrange AVArrange AV Publicize your EventPublicize your Event
Informational SessionsInformational Sessions ITSITS Other Publicity OptionsOther Publicity Options
Cater the event Cater the event The Pub/Hark PoliciesThe Pub/Hark Policies Alcohol PolicyAlcohol Policy
Police DetailPolice Detail High Profile SpeakersHigh Profile Speakers HazingHazing
Financial Management Fund Allocations
Access Funds
Vendor Payment
Additional Funding
Reports
DOSO ResourcesDOSO ResourcesStudent Activities FairStudent Activities Fair
NEED TO:NEED TO:Book a Room, Request AV, Publicize Book a Room, Request AV, Publicize
the Eventthe Event
DO IT ALL ONLINE AT:DO IT ALL ONLINE AT:
https://https://internal.law.harvard.edu/internal.law.harvard.edu/
events/events/
Contact InformationContact Information
Events OfficeEvents OfficePound Hall, Room 208Pound Hall, Room 208Phone:Phone: 617-495-3129 617-495-3129Fax:Fax: 617-496-2869 617-496-2869
E-mail:E-mail: [email protected]@law.harvard.edu
Media ServicesMedia ServicesPound Hall, Room 205Pound Hall, Room 205Phone:Phone: 617.495.4840 617.495.4840Fax:Fax: 617.496.6645 617.496.6645E-mail:E-mail: [email protected] [email protected]
Events and Media ServicesEvents and Media Services
Informational SessionsInformational Sessions
Tuesday, September 16thTuesday, September 16th
11:00-12:00pm11:00-12:00pm
Pound Hall, Room 108Pound Hall, Room 108
Wednesday, September 17thWednesday, September 17th
3:00-4:00pm3:00-4:00pm
Pound Hall, Room 202Pound Hall, Room 202
Technology ServicesTechnology Servicesways to keep in touch with your communityways to keep in touch with your community
Need to:Need to: create an e-mail account for your orgcreate an e-mail account for your org access online storageaccess online storage create and/or manage a listservcreate and/or manage a listserv create and/or maintain an org webpagecreate and/or maintain an org webpage
ONE STOPONE STOP
Information Technology Services (ITS)Information Technology Services (ITS)
online at:online at:www.law.harvard.edu/about/administration/its/students/www.law.harvard.edu/about/administration/its/students/
studorg.htmlstudorg.html
Need assistance with your org Need assistance with your org website:website:
Jeff Dunn - Jeff Dunn - Web CoordinatorWeb Coordinator
Phone:Phone: 617-495-3738 617-495-3738
E-mail:E-mail: [email protected]@law.harvard.edu
Other Publicity OptionsOther Publicity OptionsTabling in the HarkTabling in the Hark contact Dean of Students Office to contact Dean of Students Office to
reserve spacereserve space
Stuff Hark BoxesStuff Hark Boxes now located in the tunnels below Pound now located in the tunnels below Pound
HallHall
Post on campus bulletin boardsPost on campus bulletin boardsNeed help making a poster/flyer:Need help making a poster/flyer:Ethan ThomasEthan ThomasPublications OfficePublications OfficePhone:Phone: 617-384-9522 617-384-9522E-Mail:E-Mail: [email protected] [email protected]
Cater the EventCater the Event
Food Service Policies at HLS:Food Service Policies at HLS:
All events held in the Hark or areas All events held in the Hark or areas adjacent such as the Hark Patio and adjacent such as the Hark Patio and Kumble Plaza Kumble Plaza
must be catered by Restaurant must be catered by Restaurant AssociatesAssociates
External food service providers may External food service providers may be used for all other areas on campusbe used for all other areas on campus
HLS Alcohol PolicyHLS Alcohol Policy Alcohol for any on-campus event must be Alcohol for any on-campus event must be
purchased from Restaurant Associates (Beer purchased from Restaurant Associates (Beer and Wine only)and Wine only)
A bar tender is required for any event where A bar tender is required for any event where alcohol is being served (to be provided by RA)alcohol is being served (to be provided by RA)
Food and non-alcoholic beverages must be Food and non-alcoholic beverages must be provided at all events where alcohol is being provided at all events where alcohol is being served (chips, pretzels, soda, water, etc.)served (chips, pretzels, soda, water, etc.)
Student Organizations may not use HLS funds Student Organizations may not use HLS funds to purchase alcohol for off-campus eventsto purchase alcohol for off-campus events
Complete Alcohol Policy may be found online at:Complete Alcohol Policy may be found online at:www.law.harvard.edu/current/orgs/info/www.law.harvard.edu/current/orgs/info/
alcohol.htmlalcohol.html
Contact InformationContact Information
Restaurant AssociatesRestaurant AssociatesHarkness CommonsHarkness CommonsPhone:Phone: 617-495-5538 617-495-5538E-mail:E-mail:
[email protected]@law.harvard.edu
Website:Website: http://go.compass-usa.com/hls/http://go.compass-usa.com/hls/
content/home.aspcontent/home.asp
Police DetailPolice Detail Harvard University Police Harvard University Police
DepartmentDepartmentRequest an HUPD Police Detail online at:Request an HUPD Police Detail online at:
www.hupd.harvard.edu/detailwww.hupd.harvard.edu/detail
Police details are required:Police details are required: at any event where alcohol is being at any event where alcohol is being
served and expected attendance is over served and expected attendance is over 100 100
at an event that features a high profile at an event that features a high profile speakerspeaker
Contact InformationContact Information
Harvard University Police Harvard University Police Department Department
(HUPD)(HUPD)
1033 Massachusetts Avenue, 6th 1033 Massachusetts Avenue, 6th FloorFloor
Phone:Phone: 617-495-1215 617-495-1215Website:Website: www.hupd.harvard.edu www.hupd.harvard.edu
URGENT: 617-495-1212URGENT: 617-495-1212
Invite a High Profile Invite a High Profile SpeakerSpeaker
University Marshals OfficeWadsworth HousePhone:Phone: 617-495-5727E-mail:E-mail: [email protected]:Website: www.marshal.harvard.edu
Dean of Students OfficePound Hall, Room 310 Phone:Phone: 617-495-1880E-mail:E-mail: [email protected]:Website: www.law.harvard.edu/current/student-services/
doso/index.html
Hazing ComplianceHazing Compliance
Financial InformationFinancial Information
Fund AllocationsFund Allocations
Valid during Fiscal Year: July 1Valid during Fiscal Year: July 1stst-June 31-June 31 This year is FY09, Fiscal Year 2009.This year is FY09, Fiscal Year 2009.
Determined each spring by the Student Funding BoardDetermined each spring by the Student Funding Board
Funds may be used towards any expense related to the Funds may be used towards any expense related to the mission of the org as determined by org leadership mission of the org as determined by org leadership
(except alcohol consumed off campus)(except alcohol consumed off campus)
Access FundsAccess Funds
ReimbursementReimbursement
33-digit Billing Code 33-digit Billing Code 265 22130 XXXX 000001 552100 265 22130 XXXX 000001 552100
XXXX 00000XXXX 00000
DOSO Credit CardsDOSO Credit Cards
Vendor PaymentVendor Payment Do not pay with personal fundsDo not pay with personal funds
Provide invoice to Dean of Students Provide invoice to Dean of Students OfficeOffice Invoice must include Fed ID Tax# or SS#Invoice must include Fed ID Tax# or SS#
Payments greater than $600 require a Payments greater than $600 require a contractcontract This includes multiple payments during the This includes multiple payments during the
same fiscal year that total more than $600 same fiscal year that total more than $600 Contact William Howell to obtain contractContact William Howell to obtain contract
Payment will be processed in 3-4 weeksPayment will be processed in 3-4 weeks Plan ahead Plan ahead
Additional FundingAdditional Funding
Gifts from outside sourcesGifts from outside sourcesPlease contact the Dean of Students OfficePlease contact the Dean of Students Office
Misc IncomeMisc IncomeMMay be deposited into org accounts at HLSay be deposited into org accounts at HLSTurn it to William Howell in the Dean of Turn it to William Howell in the Dean of Students OfficeStudents Office
Co-sponsorshipCo-sponsorshipplan events with other orgs and/or HLS plan events with other orgs and/or HLS departmentsdepartments
Milbank Tweed Conference FundMilbank Tweed Conference Fund
ReportsReports
Mid-Year Activity ReportsMid-Year Activity Reports Due on Friday, February 6Due on Friday, February 6thth
Include Spring ProjectionsInclude Spring Projections Required to qualify for fundingRequired to qualify for funding E-mail to William Howell E-mail to William Howell
([email protected])([email protected])
Expense ReportsExpense Reports E-mailed by William Howell to org financial E-mailed by William Howell to org financial
officerofficer Will be sent at the end of October and Will be sent at the end of October and
FebruaryFebruary
DOS ResourcesDOS Resources
DVD MoviesDVD Moviesavailable in the HLS Libraryavailable in the HLS Library
Board GamesBoard Gamesavailable in the Dean of Students available in the Dean of Students OfficeOffice
WiiWiiavailable in the Dean of Students available in the Dean of Students OfficeOffice
Student Activities FairStudent Activities Fair
Wednesday, September 17Wednesday, September 17thth from 5:30-7:30 from 5:30-7:30 pmpm
Ropes Gray Room, 2Ropes Gray Room, 2ndnd Floor of Pound Hall. Floor of Pound Hall.
Please arrive no later than 5:00 pm to set upPlease arrive no later than 5:00 pm to set up
E-mail William Howell E-mail William Howell ([email protected])([email protected])
to reserve a space at the eventto reserve a space at the event
Contact InformationContact Information
Meg DemarcoMeg DemarcoAssistant Director Assistant Director
for Student Activitiesfor Student Activities
Pound Hall, Room 310Pound Hall, Room 310
Phone:Phone: 617-496-2436 617-496-2436
E-mail:E-mail: [email protected]@law.harvard.eduedu
William HowellWilliam HowellStudent Activities Student Activities
CoodinatorCoodinator
Pound Hall, Room 310Pound Hall, Room 310
Phone:Phone: 617-496-2471 617-496-2471
E-mail:E-mail: [email protected]@law.harvard.eduu
