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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

These deadlines are the last dates that our Campus Partners will accept

submissions for events

Many of these policies have been updated and were emailed to your org’s main email hub on 1/18/2023

Please review these policies in more detail for all pertinent information for planning purposes

All policies and these slides can be found on current org website: Simmons Student Orgs 101

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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

Aramark Catering

It is expected student organizations will use Aramark Dining Services when providing food service for catered events at Simmons University. This is for the safety of those consuming food at events as well as a contractual obligation between Simmons and Aramark.

With the exception of kosher and halal, Aramark shall provide catering services, on an exclusive basis, for any on-campus groups.

Contact for Further Information and/or Questions:

catering@simmons.edu

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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

Aramark: External Catering Approval

If you require the use of an external caterer for a cultural event, send an email to catering@simmons.edu, copy your advisor, and provide your basic event details, and then Aramark will then either approve or deny your request to use an external caterer.

Inform the Eckert Center for Leadership and Engagement at least 4 weeks in advance if a group is requesting to use an external caterer.

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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

Aramark: External Catering Requirements

Student organizations are responsible for placing an order with the external vendor and notifying their advisor when the order has been placed. The organization advisor will then complete the purchase. Students are not allowed to use their own personal funds to place catering orders. Simmons University is tax exempt and all taxes must be removed prior to purchasing; please reach out to your advisor if you need a tax exempt form.

All permits, licenses and equipment necessary to operate the food service must be provided

All items must be delivered to campus

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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

Conferences and Events Team:

The department of Conferences & Special Events collaborates with student organizations to plan, customize, and deliver successful events.

Their policy doc is a step by step guide for reserving spaces on campus for events

Please be aware that some spaces may require a building access request. For example, Alumnae Hall. Connect with your advisor to complete this task

Contact for Further Information and/or Questions:

conferences@simmons.edu

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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

Public Safety:

Criteria utilized in determining SUPD staffing and safety plan will include the following information provided by event organizers following approval of said event are:

Anticipated Crowd Population, Impact on Campus and/or University Neighbors, Location of Event, Timing of Event, Advertising, High Profile or VIP Speakers or Subject Matter, and when there is Money Exchanged at the event.

A Crowd Manager is required at an event in a nightclub, dance hall, discotheque or bar with an occupant load of 100 or more.

Contact for Further Information and/or Questions:

publicsafety@simmons.edu

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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

Technology:

Submitting a space request does not submit a request for technology.

Events that begin or end outside of our hours of operation will need special consideration and as much advance notice as possible to secure staffing

Submit a request for technology here

Contact for Further Information and/or Questions:

technology@simmons.edu

617-521-2222

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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

Contracts with Vendors:

Contracts are required anytime you are paying someone to provide a service, including:

Performers, Speakers, Massage Therapists, Activity Vendors, Printing/Publications, Rentals

Any contract other than the standard JE CLE contract on the attached page will also need to be reviewed by the University General Counsel. This will add additional time to the contract review process.

Students should never agree to or sign anything, ever!

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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

Contracts

Timeline:

Why do contracts take so long to complete? ---->

This does not even include the additional signature section…

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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

Entering Contracts with Vendors:

Students are responsible for forwarding a completed quote//contract to their advisors for review

Before entering into a contract, organizations should research and review entertainers and then get permission from JE CLE to begin the contract review process. Do NOT enter into a verbal or written agreement/contract before doing this!

When hiring Simmons Students as vendors, Organizations must review the conflict of interest policy and the Contracting with Vendors who Present a Potential Conflict of Interest section of the Student Org Manual ((p. 38))

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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

Paying Contracts with Vendors:

Standard payment terms are Net 45 from the date of the invoice unless otherwise specified in a written, approved contract, from the performance or invoice date

Day-of-event payments are not issued by the University

Final payment will not be issued until receipt of an invoice from the supplier/artist

If there is a fully executed contract, a deposit can be made to the vendor. This requires two invoices: one invoice for the deposit, a second invoice for the balance

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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

Purchasing Basics:

Basic Ordering Websites:

Stores we know that we CANNOT order from

LuLuLemon
Crocs
When in Doubt, Check Amazon

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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

Purchasing Basics:

Fresh Flowers: Global Rose , FiftyFlowers
Plush animals for stuffing events: Teddy Mountain Direct
Stickers: StickerApp, Sticker Mule
Pumpkins: Autumn Harvest Pumpkins
Bulk Order Apparel : ParsonsKellogg , LL Bean
Dance Wear: Weissmans , Discount Dance
Custom shirts: Custom Ink
Bulk Order Promotional Items: 4Imprint , Imprint Express
Busses: Local Motion of Boston , M & L Transit System , Dav El

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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

Purchasing Basics:

If you purchase anything that is given away to students: a prize, travel off campus, tickets for a show, etc - you must give Keegan and Chel the names for our Accounts Payable Team

If you want to shop at a vendor that WAS NOT listed on this slideshow, you will need to contact the store to see if they accept tax exemptions and email Keegan and Chel this information.

Please click Reply All to Emails Regarding purchasing, and respond in a timely manner when Keegan reaches out regarding purchasing snafus

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Policy Overview

HElpful Reminder…..

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

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Policy Overview

Event Planning Timelines
Task	Deadline
Aramark Catering	14 business days prior to event date
25 Space Request	2 weeks prior to event date
Room Set Up Form	5 business days prior to event date
Public Safety	4 weeks prior to event date, meet with PS team to review event needs
Technology	14 days prior to event date
Contracts/Quotes given to Advisor for Review	6 weeks prior to event date
SGA Budget Req Submission	30 days prior to event date
Purchase Req Submission	within 72 hours of Advisor and SGA budget Approval
Revenue ONLY Purchase Req	14 business days prior to event date

Tips for Meeting Event Planning Timelines:

Complete an Event Planning Checklist to keep yourself on track (checklist was shared via email on 1/18)

Once your checklist is completed, email to advisor and schedule a meeting w/advisor to review items before submitting budget req

Give yourself an earlier deadline than these minimum requirements

Delegate clear action steps to EBoard team in order to meet requirements for deadlines

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Student Organization Program Manager ((SOPM)) Updates

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SOPM - Org Storage Locker Update

Lockers will change ownership to make room for new student orgs 2/3/2023

If you have not gotten your code for your storage locker and would still like to have a locker, come find Bea after this training or email sopm@simmons.edu before end of day Friday

**Orgs with office space in the JE CLE have access to storage areas and do not need lockers

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SOPM - Supporting Org EBoard Transitions

Bea has worked to create transition documents for EBoards to review as they transition leadership into the new year. These meetings will be held around the first week of May

Bea will be reaching out to schedule meetings with each org later in the semester

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Great Topics you can Email SOPM About:

Event Planning Details
Room Reservations
Locker Information
Identifying Resources on Campus
Budgeting Basics
Event Promotion and Advertising
AND SO MUCH MORE!!

sopm@simmons.edu

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EBoard Leadership Trainings

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Leadership Trainings

Attendance Requirements:

Half of your EBoard must attend a training

Example: ASA has 8 EBoard members, and last semester 4 EBoard members attended trainings, so they have fully met the requirements!

If you have an odd number of EBoard members, you round up! ((for an EBoard of 5, 3 students must attend))

Check your Org’s Attendance Status Here!!

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Leadership Trainings

Fall 2022

Conflict Resolution

23 Students Attended
28 Orgs Represented

Stress Management

15 Students Attended
18 Orgs Represented

Spring 2023

Strength Based Leadership

Wednesday February 15th
3:30-4:30 in E-011

D,E, and I

Wednesday March 29th
3:30-4:30 in E-011

Self Care

Wednesday April 26th
3:30-4:30 in E-011

Check your Org’s Attendance Status Here!!!

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Leadership Trainings

A new sign up link will be sent to student org emails after this training!

Keep an eye out! :)

Check your Org’s Attendance Status Here!!!

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JE CLE Simmons Strong

JE CLE’s intern Bella Fletcher is reinstating Simmons Strong, a social media highlight of student leaders on campus!

Nominate a Leader Today!

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An Exciting Announcement….

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Campus Groups

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Campus Groups

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Campus Groups

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Coming to Campus Fall 2023

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Thank you JECLE!

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Thank you JECLE!

Now it’s SGA’s turn 😎😈🤪

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SGA AGENDA

Sunei’s budgeting 😎🤑

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SGA AGENDA

Sunei’s budgeting 😎🤑
New Public Safety Policies 🦈🚨

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SGA AGENDA

Sunei’s budgeting 😎🤑
New Public Safety Policies 🦈🚨
The VERY Anticipated “How to Get an Event Off The Ground Workshop” 😩🤩

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Budgets:

0577 4788 4210 0001

I’ve got my mind on my money and my money on my mind

The Breakdown

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VOCAB TO BE FAMILIAR WITH

REVENUE FUNDS	This is the money your ORG has fundraised and “saved” over the years.
Allocated Funds	All of the money from student activity fees!
BUDGET	This is an itemized list of all the items you would like purchased.
Purchase Request Form	This is the google form Keagan uses to order all of your needed materials.
JECLE	The Jennifer Eckert Center for Leadership and Engagement is where the SGA office, affinity orgs, and where the offices for Chel and Julia are!

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ALLOCATED FUND

FUNDRAISED/REVENUE

PRINT FUNDS

START UP FUNDS

TYPES OF BUDGETS

-BUDGET REQUEST? YES, Followed by PURCHASE REQUEST

-BUDGET REQUEST? NOPE

-BUDGET REQUEST? YES, Followed by PURCHASE REQUEST

-BUDGET REQUEST? NOPE

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Price of each item individually
Quantity of each item
Total price per item (price * quantity)
Brief Justification for each item
Link to every item
Total amount requested (at the bottom, highlighted)

SAMPLE

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Allocated Vs. Revenue

ALLOCATED

REVENUE

-How to fund your events:

*Bingo night, a dinner party, etc

-Org related purchases

- Personalized items; sweaters, senior gifts, donations, retreat, etc

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DENIALS

There is no cost justification included. Be sure to include links, emails, or receipts that will give a the total (close estimate) of how much something is;
If your event is deemed too exclusive, either to an e-board or to an organization;
Events do not appear to align with the mission of the organization;
The cost of an event seems excessive based on the expected number of students in attendance.

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AFFINITY ORGS

The JE CLE staff will help you all with any of the logistical planning necessary for making your event a success!

*Your budgets will always pass through Julia, Chel, and myself. *

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Some Do’s… and Don’ts

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Steps in the Budgeting Process

(just 2 steps!)

Budget Req Form

4+ weeks out

For big events, conferences, competitions, you’ll want to give a little more time. Aim for 4-6 weeks out
Budget includes a contract? submit ASAP with as much time as possible (6-8 weeks !!!)

Budget Request Form!
include itemized budget (excel or Gsheets)

Purchase Req Form

Purchase Request Form!

Purchases only happen on Wednesdays & Thursdays

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Public Safety

New Policies

Things to know for every event you’ll throw!

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All of the necessities

Public Safety is present to provide support and security for events being held on the campus. These resources include but are not limited to:

Sworn Officer or Public Safety Officer Detail
Safety and Security Planning
Metal Detectors
Crowd Managers

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When will SUPD staff be present?

Anticipated Crowd Population- regardless of the size of an event, if non-Simmons attendees will be involved SUPD will provide staffing.
Impact on Campus and/or University Neighbors – In order to control and advise on any adverse impacts (crowd management issues, traffic considerations, city permits, parking options, etc.) as the result of the event, SUPD will provide event support.
Location of Event – Events require controlled access points with the following guidelines for SUPD staffing:

Alumni Hall - 5 SUPD Officers
Bartol Hall - 3 Officers
Holmes Sport Center - 8 +1 Officers
Linda K. Paresky Conference Center – 6 Officers
Common Grounds - 4 +1 Officers

Timing of Event – Events that are scheduled in a time frame that may require overtime shifts to be utilized.
Advertising – Events which are advertised in the media (social media, flyers, local advertising) beyond the Simmons community.
High Profile or VIP Speakers or Subject Matter - Celebrities, controversial speakers, and other public figures/elected officials, may require “dignitary protection” measures which normally go beyond normal event security. Similarly, events which have controversial or highly charged subject matter may warrant special security consideration.
Money Exchange - Events which involve the selling of tickets or merchandise onsite.

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Request for space made

Reach out to public safety

Have your meeting debrief

Enjoy your event

Table of contents

You can describe the topic of the section here

Via email or 25 live

Before every event with Pub. Safety presence there will be a meeting with all event planners, advisors, and staff to make sure things are set.

Following all required meetings, submissions and approvals, student organizers will meet with SUPD (the Chief of Police specifically) to create a safety plan for the approved event. This meeting must occur four (4) weeks in advance of said event. On the day/night of the event, student organizers will meet with SUPD to implement the plan.

Based on the approved event plan, the Chief of Police or designee will evaluate if the event requires SUPD support/staffing. This assessment includes evaluating the need for physical security (barricades, metal detectors, etc.) and/or the assignment of Police or Public Safety Officers. The Chief of Police or designee will advise the event organizer(s) of the safety plan within five (5) business days of receiving a request. This is to ensure that appropriate staffing levels are available for the event.

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How to get an event off the ground

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Event Planning checklist

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What questions do you have?

That was a lot. Let’s make sure everyone gets it.

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What other ways can events be mindful of inclusivity?

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Campus Partner Timelines

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Advice & best practices

Deadline ≠ start planning on that day
Create plan for all event planning responsibilities
If you aren’t sure where to start, or if there’s a lot of moving pieces for your event, meet with JECLE before deadline
There are a lot of deadlines floating around. Best advice would be to complete all required requests (purchase request, room setup, technology, public safety, etc) as soon as you budget is approved, within 2 days. You will meet all the deadlines if you do this. It’s easier & simpler to do it all at once than to drag it out, miss a deadline, and over complicate your event.
If you have contracts (any vendor! any off campus event!), the budget deadline is the contract deadline, 6 wks+

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Feedback form (for this training, policies, general issues, whatever feedback you have!)

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SGA Schedule Spring 2023

January 25th: House Forum #1 ✔️

FEBRUARY 1st: ORG TRAINING - PRESIDENTS & TREASURERS MUST ATTEND ✔️

March 1st: House Forum #2

March 22nd: House Forum #3 - Constitutional Review

April 12th: House Forum #4

April 19th: House Forum #5 - Election Speeches in person

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