1. No category

RSO, SIG, and Student Organizations:
RSO stands for Registered Student Organization and is an administrative designation recognizing a
group as a legitimate student organization at the University of Washington. Becoming an RSO is a
separate process that is regulated by the Student Activities Office on upper campus. You must be an
RSO to utilize many of the campus-wide resources discussed below. Details on how to obtain initial RSO
status can be found here: http://depts.washington.edu/sao/clubs/registration-process/ . You must register
your group every year by October 31st to maintain good standing and keep the RSO benefits, by sending
one member (at least) of your group to one of the registration sessions on upper campus. Find the
schedule of RSO registration sessions on the Student Activities Office website
SIG stands for Specialty Interest Group. This is a School of Medicine term. Some organizations put the
wording “Interest Group” in the group’s title, but a SIG refers to any MSA-approved student group. To be
recognized by the School of Medicine and the MSA as a Student Interest Group, a group must go through
the approval process outlined by the MSA’s constitution. This allows a group to qualify for support
provided by the MSA and the SOM. To start the approval process for a new Student Interest Group,
review the process as outlined on the SOM’s website and email the MSA president at msaprez@uw.edu.
Student Organizations – This is a broader term that we are currently using. It is essentially the same as
a SIG but is a more inclusive-sounding term.
Why should you become a RSO?
For new groups, we recommend starting with getting approval from the MSA and then registering with
upper campus as an RSO.
Perks for being SOM approved:
Added to the list on the SOM Student Organization Calendars website
Given a Google calendar that is public on the website
o These will automatically appear on a bi-weekly Activities Digest, given to all MD
students
o Officers will be given permissions to manage this calendar
o Anyone will be able to subscribe to this calendar
MSA funding ($50/group)
Student Affairs funding for room ($100/year/group)
Added to the SOM Student Organization Directory that is on the website
Added to the SOM list-serve of Student Organization leaders
Given this Cheat sheet
Guided them to SOM Student Org page for more resources
Invited to have a booth at SOM Activities Fair in August (during Orientation week)
Student Affairs staff support, as needed (Emily Slager)
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1
Perks for being Upper Campus registered (RSO):
FUNDING – apply to various funding sources, especially the Wells Fargo fund and the Student
Government
Access to a group e-mail address
Access to a website (students.washington.edu/[student org name]/
Access to the Student Resource Center (like a Kinko’s only way better). Includes printing,
buttons, balloons, etc. http://depts.washington.edu/source/
Room rental in the HUB
Free sandwich board rentals
Bookstore discounts
Free meeting space in HUB
More, as found in the Policy Guide: http://depts.washington.edu/sao/policy-guide/
Resources and Support
There are numerous resources available to you! The purpose of this document is to familiarize you with
many but not all of them. There are four main divisions where you can seek support and guidance for the
wonderful activities you are planning for the year:
Student Activities Office (Upper Campus, Husky Union Building)
Assistance with event planning
o Staff members are available to assist you in navigating the necessary paperwork for
reserving spaces on upper campus, applying for permission to serve alcohol and
securing funding
o Excellent resource for ideas and helping you avoid pitfalls especially if you are planning a
large event
o Sean Ferris is the SAO advisor for the Health Science RSOs
o Email: ferris3@uw.edu
Associated Students of the University of Washington (ASUW)
Special appropriation for events: ASUW’s budgets $55,000 per year for student activities. Request are
generally less than $750 but there is an approval process for larger requests. Visit the Special
Appropriations website to learn more and apply
Funds are associated with several restrictions such as
Events must be held at a UW facility
Cannot be used for food, drink or non-permanent decorations
Best used for fees associated with renting event spaces
There is an approval process with deadlines for each quarter
Alumni Association Funding:
http://depts.washington.edu/sao/policy-guide/rso-funding-alumni-association/
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2
Funding up to $1000 per request. Funds are associated with several restrictions which should be
reviewed before applying
Wells Fargo RSO Grant http://depts.washington.edu/sao/policy-guide/rso-funding-wells-fargo/
Funding up to $1000 per request. Funds are associated with several restrictions which should be
reviewed before applying
Graduate and Professional Student Senate (GPSS)
Funding up to $1000 per request
o Funds are associated with several restrictions which should be reviewed before applying
o Can apply in conjunction with an ASUW special appropriation request
o For more information, visit this webpage
Travel grants
o Visit this webpage for more information
Medical Student Association (MSA)
Funding for SIG events
o Currently $50 per SIG per quarter
o To apply for funding submit a budget request via the MSA’s website
Funding for student travel in conjunction with A-300
o Please see the Student Travel Section of this document for more details
Forum for collaboration and submitting ideas/concerns to the administration
o Three student meetings and three meetings with the administration per quarter
o Meetings are open to the student body
o Schedule can be found on the MSA’s calendar
A-300 Staff Support
Student Affairs, Emily Slager, eslager@uw.edu
Lauren Henricksen, Service Learning and Student Group advising, lhenric@uw.edu
UWSOM Student Organizations Website
Instructions on how to form a new group
Template for a group constitution
Student Group directory
Calendars and calendar subscription links for every group
Link to SAO website and info on group registration procedures
Information on travel funding
UWSOM Service Learning Website
Calendar of community service, service learning and advocacy activities
Overview of the approval process for service learning activities
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3
Links to the service learning policy
Recruitment/Advertising
Activities Fair
At the start of each academic year, A-300 organizes a Student Activities Fair during orientation.
Participating in this event is one of the best ways to recruit students to your organization. Many
organizations will set up a laptop with a spreadsheet where students can enter their contact information,
which makes it easier to generate a list-serve.
Please look for emails with how to sign-up to participate during the summer months preceding orientation.
You can contact Emily Slager at eslager@uw.edu for more information.
Listservs
Please do not use the class Administrative listservs (e.g. medyr2ad@uw.edu) for Student Organization
purposes. Your best options for reaching out to people are:
1. Gather a list of interested people’s e-mails at the annual Activities Fair
2. Put your event on your Google Calendar and it will automatically be included in the bimonthly Activities Digest, which goes out to all Seattle students.
3. Set up a list-serve for only your group. For information on how to create a UW “Mailman
List,” please visit this website.
4. Use the Auxiliary list-serves. These are used for subjects such as student group
activities, housing, food in the lounge, parties, etc. Students can opt into/out of these at
any time – contact t5rooms@uw.edu.




Md1aux@uw.edu
Md2aux@uw.edu
Md3aux@uw.edu
Md4aux@uw.edu
There is a listserv for UWSOM student groups, which each student group leader is subscribed to through
the MSA or the SOM. We use the listserv to communicate occasionally about important updates or things
you need to know as student group leaders. Feel free to email the listserv if you have a message for
student group leaders, but do NOT use this address for recruitment or event notifications:
somstudentgroups@uw.edu.
Below is a list of listservs from across the health sciences. Some are monitored and require approval.
Pharmacy:
uw17@uw.edu; uw16@uw.edu; uw15@uw.edu; uw14@uw.edu
Dentistry
sod-class-of-2017@uw.edu; sod-class-of-2016@uw.edu; sod-class-of-2015@uw.edu; sod-class-of2014@uw.edu
Medicine:
md1seattle@uw.edu ; medyr2ad@uw.edu ; medyr3ad@uw.edu; medyr4ad@uw.edu;
md1wsuuid@uw.edu ; md1spn@uw.edu; Medyr2spn@uw.edu ; md1msu@uw.edu ;
md1uwy@uw.edu ; md1uaa@uw.edu
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4
Social
Work:
sswmswday@uw.edu; sswmswedp@uw.edu; sswbasw@uw.edu; sswtalk@uw.edu
Public
Health:
Cophp-e12@u.edu cophp-e13@uw.edu
(Community-Oriented Public Health Practice Program)
Nursing:
nsdocs@uw.edu (doctoral students); nsgrad@uw.edu ; nurse-ug@uw.edu; sonas@uw.edu
Resource Center (RC)
The RC is currently located on upper campus in a trailer next to the Allen Library. Each RSO is given a
RC code and has access to 5,000 copies per year. If your organization does not know the code, only
current officers can obtain the code from the RC. The RC also has balloons, banner and button-making
supplies, banner spooler and a laminator in addition to sandwich boards and other items for events.
More information can be found at the Resource Center website.
Posting Fliers
The Health Science Center (HSC) Building Management (T-283) must approve fliers before they can be
posted on HSC bulletin boards or they will be pulled down. Please visit this website for policies regarding
poster and flier display in the HSC
Fundraising
Here are some ideas from previous years:
T-shirt sales
White coat embroidery for the second years- Need to coordinate with Student Affairs in A-300
Stethoscope name tags for the first years
Food/coffee sales
Raffles- Please note that raffles are regulated by the Washington State Gambling Commission
and you must follow their regulations
Contact Sean Ferris at the Student Activities Office for guidance at ferris3@uw.edu
Activities Digests and Student Group Calendars
Entering events on your student group’s calendar is a good way to recruit, because those activities
automatically are included in the bi-weekly UWSOM Activities Digest emails. Keeping your calendar up to
date also ensures that we limit the number of conflicting events on a given night. Please check the
calendars before you schedule an event to ensure you’re not overlapping with another group’s meeting or
event.
All RSO calendars can now be found on the UWSOM Student Organization Calendars page. Just click
on a group’s name and their calendar will pop up, as will instructions on how to subscribe to a particular
group’s calendar so you can get updates on your phone or personal computer. Or click on one of the
three embedded calendars to view multiple groups’ calendars together.
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5
For student groups that have regular or semi-regular community service, service learning or advocacy
events, your group’s calendar is ALSO displayed on the Service Learning Calendar. For students who are
interested in getting involved in community service or advocacy events, this calendar compiles all of those
activities in one place. There is a small arrow on the right hand corner of the Service Learning Calendar,
which provides a drop down menu of the groups represented, and you can de-select or select groups
you’d like to view. You can also subscribe to individual group’s calendars from this page as well.
In addition to these calendars, we will be sending out a bi- weekly digest that outlines the activities and
events for the coming week. In order for your group’s events to be included in the bi-weekly digest email,
you need to add them to your group’s calendars. Any event that’s on your group’s google calendar will
automatically be included on the Activities Digests. Please note that the Activities Digests are designed
for events and meetings open to the general student body.
Each student group has a designated calendar manager. If you are your group’s calendar
manager, the instructions below are for you!
Instructions on How to update your Group’s Google Calendar
Activate your UW google apps:
1)
Visit http://www.washington.edu/itconnect/connect/email/google-apps/
2)
Click on “Start Using UW Google Apps” at the top of the page
3)
Click on the “Manage UW Google Apps” link to activate the service and set your UW Google Apps
password.
To add an event to the calendar or to change an event, follow these instructions:
1) Go to UW Google Apps:http://www.washington.edu/itconnect/connect/email/google-apps/
2) Click “Start Using UW Google Apps” and then click on the “Manage UW Google Apps”
3) Log in w/ your UW netid and password.
4) Click on the google calendar link
Here you should see your calendar, and be able to add and delete events.
UWSOM staff also see your group's calendar in the master view, and that's what we use to compile the
Activities Digest emails.
Student Group Budgets
Creating a Budget
Student groups’ budgets are independent from the university. Your group will need to establish a bank
account at any local bank (we recommend using a credit union because they don’t have balance
minimums or fees).
Establish an account as a community organization, not an individual, so that the account will not be tied to
you personally when you leave. In order to do so, you will be required to obtain an EIN (Employer
Identification Number) from the IRS (even though you’re not an ‘employer’). The IRS has instructions on
how to apply for an EIN online on their website.
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The bank should provide you an option that allows you to apply as a community organization using your
EIN number. Do not apply using your Social Security Number!
University of Washington Budget Numbers
In some cases, student groups receive funding from the Dean’s office, CEDI or from some other
university department. In that case, the sponsoring organization may set up a budget number for your
group, or they may choose to divert any sponsorship funds into your external bank account.
Room Reservation Procedures
Charges for Room Reservations
T-5 classrooms and SOM private rooms are reservable free of charge.
Any room in South Campus Center will have a charge associated, which varies according to the space.
Classrooms or seminar rooms reserved through Room Q (more info below) are free of charge, unless you
need to use the AV equipment or have food. Charges for food (garbage, recycling and compost) are
$54.00.
For room reservations made through RoomQ, cancellation fees DO apply for reservations canceled within
6-2 weeks of the event.
T-5 Classrooms and SOM Private Rooms
CLASSROOMS INCLUDE:
Room #
T534
T536
T535
T537
T538
T540
T541
T543
T546
T548
T547
T549
T550
T553
capacity
20
20
16
16
20
20
16
16
20
20
20
20
49
44
Even # rooms are on Pacific Street side of T-wing. Odd # rooms are on the inside hallway.
All classrooms have room dividers except T-550 and T553 and are grouped above with their partnering
side. Weekdays, the rooms are opened at about 6:00 am and closed at about 6:00 pm. Access at other
times is by key card only. (See off-hour access below.)
PRIVATE ROOMS INCLUDE:
Room #
T551
T556
T561
H105
K121A
capacity
10-12
12-14
12-14
20-25
12-14
These rooms require a key for entry. (Check out key at A300 or T557)
AV EQUIPMENT: All rooms have a ceiling mounted projector except T-551, T556, T561 K121A. All
rooms have white boards. Additional equipment must be ordered through Classroom
Services: hsbav@uw.edu
SCHEDULING METHOD:
Updated 10/28/2013
7
CLASSROOMS: To reserve these rooms, email hubio@uw.edu and cc: somrooms@uw.edu. The
somrooms@uw.edu is managed by Academic Affairs Curriculum. One of the Curriculum Managers will
respond and approve your registration before Health Science Room Reservations will check the
rooms.
For more information, click here for the PDF version of the room reservation procedures.
PRIVATE ROOMS: These rooms are privately owned and managed by the Academic Affairs, Curriculum
office. They can be reserved by emailing somrooms@uw.edu. You would need to check out and return a
key to these rooms in A300 by contacting a Curriculum Team member or T557 and asking Dan Olson.
PRIORITY FOR ROOMS:
The Basic Science courses get first access to the rooms during Fall, Winter and Spring Quarters, with
OSCES, and our summer programs having first access during Summer Quarter. Once these programs
have been booked for the quarter, then other reservations can be confirmed and will be booked in order
of the request date.
OFF-HOUR ACCESS TO CLASSROOMS:
Students and Academic Affairs Staff should have all received access on their key cards for entry to the
building in the off-hours. Others will have to make arrangements and get approval from
somrooms@uw.edu. Temporary key cards can be checked out and returned. Or Curriculum can grant
you temporary access on your existing key card.
Health Sciences Center, South Campus Center and Foege-S
A wide variety of rooms in the Health Sciences Center, South Campus Center and Foege buildings are
available through the Health Sciences Room Reservations Department. Use their online
system, RoomQ, to make reservation requests.
You can view the available rooms, pictures of the space and their specs through RoomQ’s Room Matrix.
To make a reservation in any of these locations, login to RoomQ with you UW net ID. Click on ‘Make a
Request’ in the upper right and fill out the reservation form, making sure to select ‘RSO Meeting’ in the
event type field. You can request specific rooms if you have a preference, by indicating your choice in the
‘special instructions’ portion of the form.
Special Event Spaces
New for 2013-2014 school year: UW School of Medicine student groups are eligible to receive one free
special event space room reservation (up to $100) in the Health Sciences Building or South Campus
Center per year, courtesy of the Student Affairs Office. Any additional event costs beyond the $100 e.g.
A/V, waste, etc.) will be the responsibility of the student group.
2013-2014 Special Event Space reservation policy: Click here
Special Event Space reservation form: Click here
Special Event Spaces found within the Health Sciences are listed below with general availability. Afterhours and weekend events are permitted in these spaces, although exterior door unlocks will need to be
requested from HSRR unless the attendees have appropriate access cards. Click here for more
information regarding the Health Sciences Special Event Spaces.
Updated 10/28/2013
8
Health Sciences Lobby: The HS Lobby is available 6am-7pm Monday through Friday.
Rotunda Foyer: The Rotunda Foyer is available 6am-7pm Monday through Friday. To reserve
the raised dining area and rooms I140-142 found in the Rotunda, contact the UW Catering Office
at 685-2051.
T469 (Red Lounge): The T469 Lounge is available 3:30-7pm Monday through Friday. Please
note that no tables are allowed outside of the room before 5pm.
D210: The D210 E-Court reception area is available 3:30-7pm Monday through Friday.
Vista Café and Terrace: The Vista Café and Terrace are available 4-6pm Monday through
Friday.
Special Event Spaces found within the South Campus Center are listed below. All SCC rooms are
available during normal SCC building hours. Only approved after-hours events are permitted in the
following spaces. Click here for more information regarding the SCC Special Event Spaces.
SCC 354 (Crow’s Nest)
SCC 254 (sub-Crow’s Nest)
SCC 316: The room’s partition can be closed, resulting in two separate rooms (SCC 316R and
SCC 316L) for an additional charge. Contact HSRR for more information and availability.
SCC 320B Kitchenette: You must also reserve SCC 316 in order to book this space.
SCC Portage Bay Area: To book this entire space, all three rooms (SCC 222, SCC 224, SCC
228) found within the Portage Bay area must be also be available.
SCC Terrace
SCC Lobby
Reserving Rooms on Upper Campus
Upper campus has many facilities that are available to RSO. You can reserve them through Classroom
Support Services (CSS). Many of these spaces are associated with fees, however you can use ASUW
and GPSS special allocations grants to cover them. Visit the CSS website for a description of the spaces
available and to reserve rooms.
Misc Room Reservation Info: Equipment, Alcohol/Food, Special Events etc.
It is highly recommended that if your group is planning a special event such as a fundraiser, dance,
dinner, party, etc., that you work with Sean Ferris at the Student Activities Office. He will help you
navigate the paperwork that needs to be filled out regarding serving food and alcohol in addition to linking
you with other resources.
Equipment (AV, tables, chairs, etc.)
If you need AV equipment, tables and chairs or other special services for a meeting or event in the Health
Sciences Building or Foege Building, contact Classroom Services at hsbav@uw.edu. For South Campus
Updated 10/28/2013
9
Center equipment needs, contact Health Sciences Room Reservations at hsbrooms@uw.edu. Equipment
requests can be made through roomQ in the text box located at the bottom of the request form titled,
“Special Instructions for HSRR Staff.”
Food/Alcohol Policies
Policies and requirements regarding serving food at events vary depending on the venue. For venues
managed by Classroom Support Services, please read this pdf. The Health Science Room Reservation
has it’s own policies which can be found on their FAQ webpage.
If your event will be open to the public, you must submit a Request for Use of University Facilities Form
Service of food and drink is allowed only in South Campus Center rooms and special event containers
must be requested from HSRR (hsbrooms@uw.edu) for events that provide food and/or beverages.
Service of food and drink is not allowed in any classrooms or lecture halls in the Health Sciences.
However, any type of catering may be served outside the following rooms: A420, D209 (Turner
Auditorium), S060 (Foege Auditorium), I132, K069,T435, T439, T625, T639,T733, T739, T747. The
required special event containers and any additional tables for these spaces can be requested from
Classroom Services (hsbav@uw.edu). No food may be taken inside the rooms.
To serve alcohol beverages, a Banquet Permit Alcohol Service Request
https://depts.washington.edu/sprogram/alcohol-service/ through the Office of Special Programs must be
obtained. The Office of Special Programs requires that the Alcohol Service Request be submitted for their
approval at least two weeks prior to your event.
If you are planning to sell alcohol, you will need to obtain a Special Occasions license from the
Washington State Liquor Board. You will need to submit your request to the Student Activities Office at
least six weeks before your event. Once it is approved you can obtain the permit from a Washington State
Liquor Store.
Equipment
The Student Technology Fee funds student equipment rentals. Your group can rent projectors, screens,
video and audio equipment for free. Visit the STF Equipment website for a list of equipment available and
to make a reservation.
Travel Grants
Funding available through UWSOM
Apply online for travel funding related to conference travel.
More information at: http://depts.washington.edu/gowwami/conference.htm
An announcement will be made at the beginning of each Fall quarter (prior to September 1) that this
conference travel funding is available but limited. Groups or individuals who know in advance that they
will be attending a conference or sending a representative to a regional or national meeting should submit
an application no later than September 4 to be considered for funding prioritization. The Academic
Affairs office will review applications and make initial funding decisions based on the criteria and
Updated 10/28/2013
10
prioritization guidelines detailed below. MSA leadership will then review applications for accuracy and
completeness, and will approve final awards.
Funding decisions will be made by the end of September each year. If funds are still available after
September, subsequent requests will be evaluated via a second solicitation of applications due February
5th. Retrospective applications will be considered equally for funding with prospective applications, so
long as--in keeping with the guidelines for prospective application deadlines--the airfare was purchased at
least 30 days in advance of the travel date(s).
Funding priority will be given to students as follows:
Priority Status 1. Student attending a national conference as a representative of an organization
active at UWSOM
o a. Student attending a national conference of a national Student Interest Group (SIG),
representing UWSOM, who is or is pursuing a national leadership position in the SIG.
o b. Student attending a national conference of a national SIG, representing UWSOM on
behalf of the SIG's local chapter, and delivering an oral presentation at the conference.
o c. Student attending a national conference of a national SIG and representing UWSOM
on behalf of the SIG's local chapter.
Priority Status 2. Individual students delivering an oral presentation at a professional
organization's national conference.
Priority Status 3. Individual students delivering a poster presentation at a professional
organization's national conference.
Members of Student Interest Groups whose members have not received School of Medicine travel
funding in the academic year for a SIG-related conference will have priority over SIGs whose members
have already received travel funding in the same academic year.
Applicants will be required to show:
Why they are interested in attending the conference
How they will share what they've learned at the conference with their fellow med students and the
UWSOM community
Proof that funding has been sought from a national or local office of the SIG, Principle
Investigator, department head or other source if applicable
Travel details and estimated costs
Students are strongly urged to seek out additional sources of funding support (which may include the
following:)
National office of SIG
Departmental funding
PI of project
Local chapter of specialty
MSA list of funding sources (accessible to current UWSOM students only)
If funding is approved, the student must purchase airfare at least 30 days before the departure date
(exceptions may be made in extraordinary circumstances). Students are encouraged to have the
Academic Affairs office purchase their airfare if possible. Details about this process will be included in the
notification of funding. If a student has been approved for this funding and chooses to purchase their own
airfare, receipts must be received by Academic Affairs within 10 business days of the last conference
day.
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Reimbursement is contingent upon submission of receipts and a written report that shares the
participant's experiences and conveys what was learned. The report will be posted to the MSA
website.
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12
Appendix A:
Medical Student RSO Event Planning Worksheet
Created by Anna Walton, MS-2, October 2013
This worksheet was created with the goal of helping organize the event planning efforts of medical
student organizations. Don’t get overwhelmed! This is meant to be a comprehensive list, but not
everything may apply to your event, and your event may need additional planning that is not included in
this list. Medical school is stressful; event planning can be, too. So just be sure to have fun!
Event title:
Date:
Goal of event:
Time:
Target audience(s)
Members of your group
to
Location:
Possible Organizational Partners
Your group
Relevant Emails (Contacts or
Listservs)
Your group listserv
Key questions:
1. Does the goal of your event meet the needs/interests/experiences/knowledge of the target
audience?
2. Do your organizational partners reflect your target audience?
3. Are your organizational partners properly recognized in marketing materials and in the opening of
the event?
4. Will organizational partners contribute financially as co-hosts or sponsors (list below)?
Budget
Organization
Item
Food (Snacks? Meal?)
Financial Contribution
Expected Cost
Actual Cost
Funding Source
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13
Drinks (Alcohol or non?)
Alcohol License (if
applicable)
Food supplies (plates, cups,
napkins, plasticware)
Room reservation
Speakers’ fees
Other:
Other:
Task
Before the event
Who will do this?
By when?
Date
completed
Contact/coordinate potential speakers
Request funding from other sources (at
least 4 weeks in advance)
Apply for alcohol license (at least 4
weeks in advance)
Request funding from MSA (at least 1
week in advance)
Reserve room (at least 2 weeks in
advance)
Reserve A/V equipment (Computer,
projector, projector screen, mics,
speakers, other)
Order Food
Buy food supplies (plates, cups,
napkins, plasticware)
Create Sign-In Sheet
Other:
Other:
Date completed
FLYER
S
Marketing /Dissemination Plan
Task
Who will do this?
By when?
Put event on Group’s Google Calendar
Create WeJoinIn for RSVPs
Coordinate webcast for WWAMI sites
Design
Print
Get Approval to Post
Updated 10/28/2013
14
EMAIL1
FACEBOOK2
Post (at least 1 week prior to event)
-On Doors to T-400 lecture halls
-On doors/walls of 5th floor lounge
-Post (location 3: )
-Post (location 4:)
-Post (location 5:)
Design/Draft message
Send to all appropriate listservs (3
weeks before event)
Resend (1 week before event)
Resend (Day before event)
Send (other 1: )
Send (other 2:)
Post to group page (3 weeks before
event)
Repost (1 week before event)
Repost (Day of event)
Other:
1
Email
The time when most folks read their emails is 10am on Tuesdays.
Be sure to email listservs/groups/individuals listed in the table at the top
Include link to WeJoinIn RSVP page
2
Facebook
Post JPEG of flyer onto group wall
Type into status the date, time, and location of event, include link to WeJoinIn RSVP page
Task
Greet speakers/guests
Greet attendees/
Oversee sign-in
Give opening statement
Bring Sign-In Sheet
Bring organization
banner, flyers, etc.
Pick-up Food (or meet
1.
delivery person)
2.
Bring Drinks
1.
2.
The day of the event
Who will do this?
Additional info
Updated 10/28/2013
15
Bring food supplies
(plates, cups, napkins,
plasticware)
Set up
tables/chairs/food
(serving plates/utensils,
drink pitchers, etc)
Bring A/V equipment
Set up A/V equipment
Take pictures
Help clean up
Other:
1.
2.
3.
Task
Add attendees to appropriate listserv
Send follow up email to attendees
Post pictures and status update on
Facebook (and website, if applicable)
Send thank you letters to speakers, if
applicable
Follow up with WWAMI sites about
video broadcast
Other:
After the event
Who will do this?
By when?
Date completed
Additional notes:
Updated 10/28/2013
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