How to Organize WISC Events

Here are some general guidelines for organizing WISC events. Please do not hesitate asking one of the co-presidents if any questions come up while you are planning your event. 

Finding space for your event:

On campus
Many spaces on campus can be reserved through individual departments. If there is a specific space you’d like to reserve but do not know who to contact for reservations, please contact one of the presidents. Spaces such as those in Lerner Hall or other classrooms can be reserved through University Event Management (UEM), which can be done through one of the presidents.  While WISC is a recognized student group and does not usually have to pay to rent spaces, many spaces require clean-up fees and/or require proctors if alcohol is served that cost additional money.

Off campus
WISC has held many events previously off campus around the Columbia area. Oftentimes, you can find contact information for reservations and events online. Please be sure to ask whether there are additional administrative fees for reserving spaces for group events.

Advertising your event to WISC and the Columbia Community:

Board members and event chairs are in charge of advertising their events. Once you have the event date, location, and time settled. Please add your event to the WISC calendar, or email wisc.group@gmail.com with your event information to be posted on the calendar.

*Please be aware that our website and our email listserv have the capability to schedule announcements in the future on specified dates. We strongly format your email announcements and send us your website announcements as early as possible. *

Email:
For events that are open and do not require RSVPs, emails for events should only be sent a maximum of three times.
- One week before:  An announcement via the WISC listserv
- Three/Four days before: Announcement to the department representatives/Grad talk where applicable to forward on.
- One day before/The day of: A reminder via the WISC listserv

For events with limited attendance and requiring an RSVP, emails for events should only be sent a maximum of three times.
- Two weeks before: An announcement via the WISC listserv
- One week before: An announcement via the WISC listserv
- One day before/The day of: A reminder to those who RSVPed

Refer to the guidelines for sending event emails through the WISC listserv and department reps for detailed instructions (the password is the same as for the listserve account). We ask that you use the available template for sending out event announcements and reminders. If your email requires additional formatting, please reach out to the WISC co-presidents.

Postering/Flyering:
We strongly encourage you design a flyer that can be posted in individual departments by the department representatives.  These can be posted at anytime, but we recommend posting them at most one week in advance of your event.

You can email the marketing chairs for advice on flyer design, or you can use a WISC Flyer Template. If using the WISC flyer template, please save it as a pdf.

To ask department representatives to send out your flyer, you will need to email them directly. You cannot use the MailChimp/ListServ to send flyers to the department reps. All the department reps can be easily emailed at once from the WISC email account. Please ensure to include the flyer attachment as a pdf and a note asking post the flyer in the departments. Contact the co-presidents at wisc.group@gmail.com if you need access to the account.

WISC Website, Facebook, LinkedIn, & Twitter:
Initial posts will be made one week in advance unless otherwise specified.
Send a copy of the following information about your event to wisc.group@gmail.com and to Grace Lindsay (gwl2108@columbia.edu)

- Event name/announcement
- Date, time, location
- Event details and additional information (RSVP required?)
- Contact information for the most relevant co-chair

The format you send this to us will be the same format that it will be posted online.  Using the same format as the email and physical flyers is strongly encouraged. If you would like different versions of your event to be posted on the different social media, please specify so in the email.

Ordering food and drinks for your event:

Please do not order food and drinks for your events through your department as WISC is unable to reimburse departments for their purchases. Contact the vendor and order from them directly. You will need to pay the upfront cost for the event (see below for how to pay for your event). Food and drinks can be ordered from catering services from restaurants and supermarkets in the area, or can be purchased by the event organizers. Please contact the presidents if you need suggestions for your event.

How to pay for your event (normal):

WISC events are paid for by reimbursing the organizers for the cost of the event. If you are unable to cover the cost of your event or have any other questions about the reimbursement, please let the treasurer and one of the presidents know and we can work something out.

Before your event:
Contact the WISC secretary or one of the presidents for information about your event budget.  Only events that have been approved and given a budget will be funded. WISC is unable to cover extra costs if your event exceeds the budget.

During your event:
Have a sign-in sheet to keep track of how many people attended and what departments they are from. Keep copies of all receipts that show the amount that was paid.

After your event:
Fill out a travel and business expense reimbursement (TBER) form found here. Be sure to indicate in the business purpose that the event was for WISC. In order to be reimbursed for your event, you must submit the following to the WISC treasurer:

- A completed and signed TBER
- A copy of the event announcement, flyer, or email announcement
- Original receipts that have been taped (not stapled) to 8.5” x 11” sheet of paper. The receipts must indicate the amount paid.
- A list of all attendees and their relationship to Columbia if ten or fewer people attended.
- A copy of the sign-in sheet from your event

How to pay for your event (GSAC SIG funding):
Organizers for events that are paid by GSAC student initiative grants (SIG) funding will be notified by the treasurer or one of the presidents.  These events typically require more advanced planning in order to secure funding. WISC events that are funded by GSAC are also paid for by reimbursing the organizers for the cost of the event. If you are unable to cover the cost of your event or have any other questions about the reimbursement, please let the treasurer and one of the presidents know and we can work something out.
Before your event:
The WISC secretary or one of the presidents will contact you for information about your event and decide on a suitable budget. Events using GSAC funding require a greater degree of planning in advance than normal events, so WISC may ask that you make reservations or contact speakers a few months in advance. The secretary will inform you if your event was approved for funding and the amount that was approved.

During your event:
Have a sign-in sheet to keep track of how many people attended and what departments they are from. Keep copies of all receipts that show the amount that was paid.

After your event:
Fill out a travel and business expense reimbursement (TBER) form found here. Be sure to indicate in the business purpose that the event was for WISC and that the event was funded by GSAC SIG. The treasurer will also send you a brief report from GSAC to evaluate how well the event went. In order to be reimbursed for your event, you must submit the following to the WISC treasurer:

- A completed and signed TBER
- A copy of the event announcement, flyer, or email announcement
- Original receipts that have been taped (not stapled) to 8.5” x 11” sheet of paper. The receipts must indicate the amount paid.
- A list of all attendees and their relationship to Columbia if ten or fewer people attended.
- A copy of the sign-in sheet from your event
- A completed GSAC SIG event report

Follow

Get every new post delivered to your Inbox.

Join 144 other followers