babson college advising
TRANSCRIPT
Advising a Babson Student Organization2012-13
Advisors generally… Understand the organizational mission.
Empower students to make decisions.
Keep informed about group activities and issues.
Are aware of College policies and procedures.
Provide financial oversight when/if needed.
Act as a liaison between the organization and the College.
Provide suggestions about organizational programming.
Help students become stronger, more thoughtful leaders
through the advising relationship.
Advisors specifically… Provide organization leaders with reliable contact information.
Keep up to speed with group plans and events.
Contact Student Activities and Leadership (UGrad) or
Graduate Programs and Student Affairs (Graduate) with
questions.
Read and keep a copy of the organization charter.
Provide constructive feedback about organizational events,
planning, and publicity.
Meet with the group during re-registration to set
expectations.
Accept “Advisor Requests” sent by Life @ Babson via email.
When asked to be an advisor, it’s helpful to… Ask the organization’s leader(s) what they expect of
an advisor. Be forthright about your availability and knowledge
of the subject area. Offer to contact colleagues who might be willing if
you are not. Review the organizational charter/constitution
before committing. Agree upon a reasonable number of events and
meetings you will attend.
Once you agree to become/remain an organization’s advisor:
Accept the organization’s advisor request (done through Life @ Babson)
Meet with the group once per semester to check in and set expectations.
Stay abreast of organizational events and activities (Life @ Babson and the Dean’s eNewsletter are useful tools)
Let SAL know about any questions or concerns you might have regarding group activities.
Support the group by attending events when your schedule permits.
Help students make connections with professionals in their area of interest.
Students can help their advisors by…
Providing a list of key events and dates at the start of each
year (or semester).
Providing a list of reliable contact information for officers.
Sharing the minutes from group meetings.
Adding the advisor to email distribution lists if the advisor
wishes.
Requesting help or advice in advance to avoid last-minute
emergencies.
Connecting Organizations to Resources
The People and Places that Student Leaders Should Know
This portion of the presentation is for advisors who are, or wish to be, involved in the day-to-day functioning of the club they advise. advisors may also direct
students with resource questions to SGA/GPSA, who will guide the students in the proper direction.
Connecting Organizations to Resources
Allocates funding to organizations
Responsible for overseeing student
organizations, businesses, and some
campus-wide events
SGA/GSC information available via Life @
Babson:
http://life.babson.edu/organization/SGA
http://life.babson.edu/organization/GSC
Student Government Association (SGA) and Graduate Student Council (GSC)
Connecting Organizations to Resources
Shows the hub of activity on campus!
Groups use this site to register their events.
Calendaring system allows leaders to plan programming on “free” nights.
Each group has a page with a listing of club leaders, events, and additional information.
To create an account, just hit the Login button located at the top right-hand side of the page.
Life @ Babson (https://life.babson.edu)
Connecting Organizations to Resources
Campus Links Student Activities and
Leadership Documents Undergraduate Student Org
Manual Event Manager Training This presentation!
How do I find things on Life@Babson?
Connecting Organizations to Resources
Who do I contact?We are the first point of contact when student organization leaders have
questions about how to hold successful events. We are happy to direct students to the proper offices to make their event successful.
Alisha CahueCoordinator, Student Activities and LeadershipFor Undergraduate clubs/organizations only
TBDAssistant Director, Graduate Student Affairs
For Graduate clubs/organizations only
Connecting Organizations to Resources
Provides catering for student organizations
Often referred to as Sodexo
Menu and contact information available at
http://www.babsondining.com/
Orders must be placed at least one week in
advance
Shoestring Menu provides clubs with value
meal options, but there is a delivery charge.
New policy states that students must used
approved vendors for catering.
Dining Services
Connecting Organizations to Resources
Services include
Black/white and color copies
Wide format poster printing
Binding, booklet making, and folding
Located in the Central Services Building
behind Public Safety
Requests 24 to 48-hour lead time on most
projects
Email orders to
Canon Copy Center
Connecting Organizations to Resources
Room reservation requests completed
online via Portal or by emailing Sandy at
Reserves campus space and works with
Facilities to get rooms properly set up.
In conjunction with SAL/GPSA, assists clubs
with large-scale events like forums
If requesting a space Sandy doesn’t control
(Sorenson, PepsiCo, Chapel, etc.) fill out
Room Reservation form on Life@Babson
under Campus Links.
Events Management Office (EMO)
Connecting Organizations to Resources
For events requiring microphones, speakers,
recording equipment, or additional media
resources, email [email protected].
Media Services asks that requests be placed
at least one week in advance.
To see media capabilities of spaces on
campus, visit the room reservation tool on
the Portal.
Olin Hall classrooms are equipped for
PowerPoint and video presentations and do
not require media set-up.
Media Services
Connecting Organizations to Resources
Provides required safety details for events with alcohol (generally a 4-hour, $160 minimum charge)
Also required for large scale events for crowd control purposes
Provides van drivers’ training and certification (required to borrow College minivans)
To reserve a safety detail, click here. To sign up for a van certification, click
here. To reserve a college vehicle, click here.
Public Safety
Connecting Organizations to Resources
For undergrads: This applies to CAB, SGA, Senior
Steering Committee only
Required for on-campus events with alcohol
Cost is $75 per server per 2 hours (2 hour
minimum)
To reserve a TIPS Certified server, the list is located
here. You may email the student directly.
Remember: Babson TIPS Certified Servers are only
certified to serve beer and wine.
Sodexo servers available for $80 per server per 4
hours (4 hour minimum)
TIPS Certified Servers
Connecting Organizations to Resources
This space is a popular location for
events; reserve well in advance to
ensure choice dates!
To reserve this space, email
Must have front of house training in
advance
No food or drinks are allowed in this
space
Sorenson Center for the Arts
Events ChecklistThis tool is helpful in helping students think through their event planning. Please note that not all steps
apply to every event.
Checked Life @ Babson, and the Babson Calendar for conflicting events
Reserved room for event through Portal or by emailing scheduling @babson.edu. Please note that the room is not
booked for you until you receive a CONFIRMATION!
Registered your event on Life @ Babson.
Room set-up requested by emailing scheduling @babson.edu (requested tables and chairs and provided layout)
Informed club advisor of event details via email
Added the event to club website or Facebook group
Sent fliers to [email protected] LCDs in Trim, Hollister, and Reynolds. Send fliers to ?? For LCDs in Olin. Note
that all fliers for LCD posting must be .ppt or .jpg and must be formatted to 16:9 ratio.
Ordered catering and tablecloths through Sodexo ([email protected]; x 4943). A budget menu is available for
student groups: https://babsoncatering.catertrax.com/. Be advised that paper tablecloths, rather than linens, are
provided with shoestring orders.
Ordered necessary media equipment by emailing [email protected]. If you’re unsure how to work any of the media
equipment in the room you’re using, be sure to contact Media Services in advance for a demo.
Requested to have signs staked and banners hung by emailing [email protected]
Events Checklist (continued)This tool is helpful in helping students think through their event planning. Please note that not all steps apply to
every event.
Sent any necessary documents for printing by e-mailing [email protected].
If serving alcohol, obtained TIPS certified bartenders or secure Sodexo bartenders.
If serving alcohol, requested police detail by contacting Public Safety at 781-329-5555.
If charging for alcohol, contacted Office of Special Events at 781-329-5273 to obtain Wellesley Liquor License 45 days in
advance of event.
Directed speaker/panelists to Public Safety (781-239-5555) upon arrival to obtain a Visitors Parking Pass. You can also
provide public Safety with the make, model, and license plate number of your speakers’ car and they can have the pass
ready to go.
For larger-scale or complicated events, sent relevant info to all involved offices at least ONE WEEK before the event. This
should be completed as a final confirmation to make sure everyone is on the same page.
If recording the event, had speaker complete the photographic consent form.
It’s always nice to provide guest speakers with a gift, so make sure to pick one up, if you have been approved for funding.
For a PDF of this document and other event planning tools, visit: https://
life.babson.edu/organization/studentactivities/documentlibrary for undergrad orgs and
https://life.babson.edu/organization/gpsa/documentlibrary for graduate orgs.
Any questions? Please email:
Alisha CahueCoordinator, Student Activities and Leadership
Graduate Student [email protected]