Student Involvement

As a service to student clubs and organizations on the OSU campus, the Student Leadership & Involvement staff is available to present a variety of leadership and organization development workshops, as described below.  If you would like a presentation on a topic not listed below, let us know. We may be able to tailor a session just for you.

To make arrangements for a workshop, please send an email to GetInvolved@oregonstate.edu with your request at least 2 weeks in advance. 

INTERNATIONAL FORUM POLICY

The MU East International Forum has been designed to be a multipurpose facility with a range of specific equipment to assist with program endeavors. It is an excellent site for catered meals and has been approved by the University beer and wine service when a one-day event permit is obtained by University Food Service. Seating capacity runs between 170 and 200 people depending on the room arrangement.

1. LIGHTING
   House Lights: Separate switching for house lights provides the opportunity to alter the lighting tone and density in different areas of the facility. The house lights are easily accessible on the side of the master control console located on the third tier of the Forum. House lights are both fluorescent and incandescent bulbs.

   Stage Lights: Each light is complete with color frame, pipe clamp, and connector. A dimmer board provides for patch panel and an eight-channel two-scene operation. For further details, call MU Reservations Office.

2. SOUND
   The sound system includes three speakers, 2/3-octave equalizer, mixer, amplifier, CD, cassette and tuner, and four microphone outlets. For specific information pertaining to capabilities of this equipment please contact the MU Sound and Light Supervisor.
3. CONTROL CONSOLE
   For customer convenience, a control console is located on the third tier of seats, giving access to house lights, stage lights, sound systems controls, and video tape operation.
4. SOUND AND LIGHT OPERATORS
   An experienced sound and light staff member will be assigned to each event once stage lights or sound system components have been requested. A self-operated sound system with a speaker’s podium is also available without an assigned sound and light operator. Current hourly sound and light operator rates are available from the MU Reservations Office.

CLUB ESCAPE POLICY

http://osumu.org/entertain_music_escape.htm

Located in Memorial Union East, International Forum, Escape is easily accessible to both on and off campus groups wishing to host nightclub style events. Escape is a non-alcoholic nightclub operated by the Oregon State University Memorial Union.

Originally designed as a venue to host events for a primarily under 21 group, they are a high voltage environment which supports many different types of events. We currently maintain a state-of-the-art sound and lighting system that is suitable for both DJ and live band use.

RESERVATIONS POLICY

• Requests for escape are made through our online reservation request system and then reviewed by the escape managers on a weekly basis. Make a Reservation at: https://plus32.safe-order.net/osumu/forms/escape.htm
• Reservations made less than two weeks prior are subject to availability of the room and staffing. Any reservation canceled less than two weeks prior to the event will be subject to one half of the estimated rental rate.
• Billing for the club is figured using a tiered system dependent on the user type and nature of the event being hosted. (See MU General Building Policy priority system at beginning of chapter).
• Billings are rounded to the nearest half hour after the initial room reservation and the minimum 2 hours of event time.
• Billing estimates will be provided, when requested by the user. However, these estimates are subject to change due to the nature of the event.

PRICE LIST
For a list of price rates and special policies go here.

IMPORTANT INFORMATION!!!
Escape reserves the right to require additional security for any event. Additional security offices will be billed at the rates shown on a per hour, per officer basis.

• All food service is at the discretion of Escape and will be provided at all events unless specifically noted during initial booking consultation. Profit sharing for food/ beverage service is not available.
• Catering is available if advance notice is given to one of the three approved OSU catering companies.
• Escape requires the use of our in-house cash handling services. Campus organizations are required to provide an index number for fund deposit as well as a billing index for billing purposes.

1. Form Publicity Committee to decide on:
   
   Theme
   Logo
   Target audience
2. Recommended 10 weeks before event:
   

   Reserve:

   Display cases
   Bulletin boards,
   Easels
   Counters
3. Recommended 5 weeks before event:
   

   Develop drafts and details of:

   Print designs
   Posters
   Display ads
   Fliers
   Send notices to news "calendars"
4. Recommended 4 weeks before event:
   
   Order and pay for Newspaper ads
   Begin running classified ads
   Order posters (OSU Printing and Mailing)
   Send press releases to newspapers
   Produce all materials
5. Recommended 3 weeks before event:
   
   Pick up ordered fliers, posters etc. from OSU Printing and Mailing
   Combine publicity with ticket sales
6. Recommended 2 weeks before event:
   
   Begin distribution of fliers and posters
   Put up displays
   Run display ad
   Run public service announcements
   Run ad on Channel 26
7. Recommended 1 week before event:
   
   Begin special promotions
   Hand out fliers around campus
   Call newspapers to see if they will cover event
8. Recommended the day before event
   
   Do special promotion activity to run through event day

It’s impossible to have a successful program without an audience. So… ADVERTISE! Your advertising should get people’s attention, draw them in and keep their interest. There are a lot of ways to do it, some free and some will cost money. There’s no doubt that you will use a little of both. The best way to begin is to form a publicity committee or choose a publicity coordinator.

First, prepare a budget. How much money do you have to spend? Make sure you get estimates that are as accurate as possible for all your publicity needs. Don’t forget hidden costs like printing costs of fliers or mailing press release.

Timing is everything. When you are working with radio, TV, newspapers or other publications, they will have deadlines that you need to follow. If you want a free public service announcement (see Free Advertising Page), you will usually need to contact the radio/TV stations early. Display ads in newspapers, including The Barometer, usually have a deadline of three or four days prior to the event. Make a calendar going backwards from your event date to determine when it would be best to start your media campaign.

Who is your audience? It’s important to determine what populations will be most interested in your event and to target your advertising to those groups. If your target group is students, your advertising will be very different than if you are targeting the Corvallis community.

Types of Advertising

1. Word of Mouth - The cheapest and best form of advertising. Get the word out about your event. Talk to people. Do class raps - contact professors of large classes or classes with subjects that might have an obvious audience (i.e. the Women’s Center might go to a Women Studies class) and ask them if you can make an announcement in their class. If they say OK, schedule a time with them and MAKE SURE someone from your group shows up! It’s important that everyone in your group knows the details of the event so they can talk about it to anyone they might meet.
2. Display advertisements and posters/fliers - Fun graphics and attractive presentation will attract people to read your posters and ads. Make sure you don’t forget to include the basics (who, what, when, where). If you have a logo for your organization or for the event, be consistent and use it on all your display ads. Posters should be hung all around campus and in the windows of local businesses. It’s important to ask permission of either the business owner, or someone in a campus building, before you hang your poster or it may be removed. Student Involvement has a posting service, so take advantage of it! Just bring the posters to the front desk of Student Involvement.

1. Record each transaction when it happens. Enter the reference number, date, source of income or expense, and the amount. If you do not know the exact amount of the charge, use an estimated amount and keep a running balance. When you get your monthly statement, which shows the actual amount, make adjustments to your balance by referencing your entry that needs adjustment and adding or subtracting the correct amount.
2. Reconcile the account statement EACH MONTH to identify errors within 30 days.
3. If you need to void a Purchase Order issued by the MU Accounting Office, notify the MU Accounting office or the amount will be held to cover the authorized purchase and will not be available for other expenditures. Please return the Purchase Order to be voided to the MU Accounting Office.
4. If the vendor sends or gives you the invoice, please deliver it immediately to the MU Accounting Office. Payment will not be made to the vendor without receipt of invoice.
5. Keep all pink file copies of Cash Receipt Records and Payment Requests. Financial records should be retained for two years (or longer if required by organization policy).
6. It is recommended that you have a small book of detachable, pre-numbered receipts with stubs or carbon copies. When cash is received (except in the case of ticket or product sales), immediately write out a receipt and fill in the stub or make a copy. The use of a receipt book serves as protection for both the treasure and the organization. It also enables the balancing of your account with least possible errors. We strongly recommend you deposit monies received as soon as possible. This reduces the chance of misplacing or losing the money.
7. Use of the Motor Pool vehicles has special requirements, please ask the MU Accounting Staff for further information.
8. Finally, when a problem arises or you do not know how to handle something, SEEK HELP. The MU Accounting Office will do all they can to help. It is easiest to solve problems when they occur----don’t wait!! Call 737-2306

Expenditures shall be made by a Payment Request form: Prior to the disbursement of funds, the Payment Request should be completed as follows:

1. Payment Request Number - a reference similar to the numbering of checks to help you keep your records in order. The number is also used to identify transactions on your account.
2. Date that form is received by the MU Accounting Office
3. MU Accounting Office ONLY
4. Name/Vendor and Address-The person or company to whom the check or issuance of cash is to be paid. Fill in the complete mailing address.
5. Social Security #/Vendor #-the students ID # or individual’s Social Security Number (Required) or Company’s Federal Tax # (If Known if NOT Known, Please provide phone #)
6. Phone-Telephone number including area code
7. Cash Received by-Signature of person receiving the cash, needs to be the same person on Name/Vendor and Address area. Sign here only after receiving and counting the money
8. PO/CHECK/CASH/JV-Request which one required
   • PO-Purchase Order-MU Accounting will issue an OSU Purchase Order to take to Vendor to receive services and/or goods. Vendor will then issue invoice to bill your group, which MU Accounting office will pay as soon as they receive and count the money.
   • Check-MU Accounting will process a check only for amounts of $100.00 or more, for payment to individuals for amount of 1,000.00 or less.
   • JV-Journal Voucher-MU Accounting office will electronically move monies between other OSU groups or departments.
9. MU Accounting Office Use ONLY
10. Purpose of Payment-Briefly describes the purchase or purpose of the reimbursement.
11. Authorized Signature-Financially responsible students or others having access to the group’s funds.
12. Amount-the cost of the items to be purchased or to be reimbursed for services or goods, to a person or business
13. Group Name-Name of the Organization
14. Index-Account Number of Organization
15. MU Accounting Office Approval-All payment Requests must be approved by the MU Accounting office to certify signature authority to your account, PRIOR TO ANY DISBURSEMENT

After Payment Request is approved by the MU accounting office, you will be given the pink copy for your records. If merchandise is to be charged, you will be given an OSU Purchase Order to present to the vendor at the time of purchase.

*It is your responsibility to see if vendor will accept a Purchase Order (charge) for goods and/or services to be rendered. In order for the vendor to receive payment, an Invoice needs to be mailed or brought into the MU Accounting Office.

Note: When filling out a Payment Request form, please write firmly so all copies are legible.

*If your organization is having an event that requires a cash box, please give the MU cashier three-business days notice. Requests may also be done by e-mail.

The OSU student that picks up the cash box is ultimately responsibly for the start up bank and cash box. OSU Student ID is required when picking up cash box.

Any monies earned on campus must be deposited into a MU account.

To use an MU account, an organization MUST:

1. Be currently recognized and have an up-dated “Registration Form” on file with you support area.
2. Have a current Financial Responsibility form on file at the MU Accounting office. One current OSU student must assume financial responsibility for transactions conducted on the account. This person may also authorize other OSU students to have access to the account, however all overdrafts incurred are assumed by the Financially Responsible student. Students authorized to sign must present current OSU picture I.D. and sign the Financial Responsibility form at MU Room 217.

The MU Accounting Service provides for FREE, six basic functions for your organization:

1. Accepts and records deposits of organization’s funds
2. Processes request for checks to pay bills (please allow approximately 10 days for processing).
3. Issues cash reimbursements
4. Keeps a running balance of organizational funds
5. Provides a monthly statement on the status of your account
6. Provides cash boxes for student organization events

*Having an account with the MU does not put restrictions on the use of your money.

The MU requires the following procedures:
All payment Requests must be signed by an authorized signer on the Financial Responsibility form. The MU furnishes Payment Request forms that provide for both signature and record keeping.