Getting it Done at Bucknell

From the Bucknell Student Handbook, pgs. 65 - 68

Bucknell provides a wide range of services for student organizations, from publicity to technical needs, use of University vehicles to use of meeting rooms. This section is intended as a guide to those services - if you have questions which are not answered here, please contact the CAP Center, x71217

Scheduling Group Events

PHYLLIS LIPKO, SCHEDULER (x73393)

All functions sponsored by any group affiliated with the University and held either on or off campus must be registered in 265LC. These events may then be included on the campus calendar for added publicity. Student organizations planning semester activities should consult the Cocurricular Scheduling Assistant before picking a date. Further information about planning and scheduling student activities can be found in the Documents section of this Handbook.

Visit the website at: http://www.bucknell.edu/RICS

Reserving Space

If you would like to reserve a room in the LC, you need to pick up a space request form from 265LC. You will need to detail the basic logistics of your meting/program and get the signature of your group's faculty/staff adviser.

Lunch or dinner meetings in the Buttery Rooms (241 rooms) also need to be scheduled through the Dining Services office (x71240). To reserve the Terrace Room, contact both 265LC and Dining Services to make the necessary food arrangements. You may reserve the Weis Center for certain events by contacting the Weis Center office. Meetings held elsewhere on campus can be scheduled through 265LC.

To reserve the Brown Conference Center (Cowan), you must fill out a form in 265LC. The retreat center schedule fills up quickly, especially for the spring semester, so plan ahead.

Ordering Special Food

Food for receptions, dinner parties or retreats can be ordered through the Dining Service office. This is often more convenient (and cheaper) than purchasing food from the supermarket and getting reimbursed by your organization. Questions should be directed to the Dining Service Office (x71240). Visit the website at: http://www.bucknell.edu/DiningServices

Publicizing Student Activities

What if you held an activity and nobody came? You can make sure that doesn't happen by publicizing your event in What's Happening, by placing it on the Campus Calendar, or by putting up posters or banners. Remember: mass mailings are limited in student mailboxes, so be creative in publicizing your activity.

WHAT'S HAPPENING/THE WEEKENDER is a weekly publication from the Office of Campus Activities and Programs that will keep you informed about many events occurring on campus. In it you will find event descriptions, place and time confirmation, and sponsoring organizations. Also look for posters around campus, check The Bucknellian (student-run newspaper), and listen to WVBU 90.5FM (student-run radio). To publicize your event, pick up a form from the Office of Campus Activities (306LC) or send e-mail to whtshpng@bucknell.edu. Forms or e-mail must be signed with your name and phone number. Submissions may not exceed 100 words.

CALENDAR OF EVENTS is an on-line resource that may be accessed by any computer on the University network. It is updated daily and is available on the World Wide Web. To access the Campus Calendar, locate Netscape in the Internet Tools group in Windows or under the Apple menu in the Internet Tools folder on a Macintosh. Double-click the Netscape icon, and go to Bucknell's home page (http://www.bucknell.edu). Click Campus Events, then Calendar of Events (or go directly to: http://www.bucknell.edu/calendar/). Contact the Cocurricular Scheduling Assistant (x73267) to place your event on the Calendar of Events.

POSTERS IN THE LC may be hung in certain locations subject to specific restrictions, listed below. The CAP Center has all sorts of poster-making supplies you can use.

• Board to the right of the Ride Board. No larger than 8-1/2" x 11." One poster per event.
• Uphill stair landing. Must be no larger than 11" x 14." Only two posters per event.
• Glass case bulletin boards. Must be no larger than 11" x 14." Must be brought to 306LC (CAP Center) in advance. Two to three posters per event will be hung in chronological order as space permits.
• Sign clips at building entrances. May be full-size posters. Will be hung as space permits on the day of the event or the day before.
• Posters are not permitted on doors, windows, walls, or ceilings.

POSTERS IN RESIDENCE HALLS may be hung with permission from the RA for the area.

BANNERS may be hung in the LC after you have filled out a form in 265LC. The CAP Center has the supplies you may need to make the banners.

LANGONE CENTER MALL TABLES may be reserved through 265LC.

Making Professional Posters

To have professional posters made, bring a rough sketch of how you'd like the poster to look to the Office of Publications, Print and Mail (x73757) on the ground floor of Marts Hall. Staff members will help you choose the poster dimensions, paper color, size and stock thickness, and font size and style. The staff will then prepare a proof of the poster, which you will be asked to check before it's printed. Be sure to give Publications, Print and Mail at least three weeks' notice for any work order.

Duplication Needs

The duplicating office (x73757) on the ground floor of Marts Hall can help your group when you have duplicating needs. You will have to fill out a form which asks for your organization's account number, the date and time by which your work needs to be completed, the number of copies you need, whether you want your order stapled, folded, or collated, and other details. Be sure to give them 2 to 7 working days to get your order completed.

Films and Videos

To comply with FCC regulations, Bucknell must have a license to show feature films. Therefore, any feature film to be shown on campus must be ordered by the CAP Center through the film company with whom Bucknell has the license. The videos are free of charge for organizations, provided the film title is available under our license. A student group wishing to show a feature film must contact the CAP Center two weeks in advance. The videos will be ordered for you. Videos rented or purchased from local stores cannot be shown.

Any organization holding a video event in a University facility must go through Instructional Media Services (x71109) to arrange for the appropriate equipment.

Sound or Lighting Equipment

The Manager of Technical Services (x71441) is the person to see if you are sponsoring an event which requires sound or lighting equipment. You'll need to fill out a form which details all of your technical needs; then the Tech Services staff will take care of getting the necessary labor and equipment. Give them at least two weeks' notice.

Media Equipment

If you are planning an event which requires a slide projector, a video camera, a TV or VCR, or if you want a TV program taped for later viewing, go to the Media Services office (x71109) in the main lobby of Bertrand Library. You may have to pick up and drop off the equipment yourself (you may need a vehicle), or sometimes, with enough notice and a secure room to lock things in, they'll deliver the equipment for you.

If you plan to use a movie or video projector, Media Services may insist on having a trained technical person to run it for you. You'll need to request this 1 to 2 weeks in advance.

Bringing in Outside Presenters

Acting on behalf of a student organization, you may investigate the availability of speakers, entertainers, and the like. You may not request, make, or sign a contract/agreement which binds the University to any action or commit any University funds. Your group's adviser must call and make the request for a contract. A contract is any agreement written on letterhead or conveyed verbally via telephone or in person. In addition:

• no deposits are paid in advance;
• all payments are made by University check, not cash;
• full tax identification information is needed upon contracting, including 1099 and W-9 information.

The staff of the CAP Center administers the entertainment contracts for its own organi-zations and is available to assist other advisers, departments, or student organizations.

Free accommodations for your guest may be available in Ward House or in campus guest suites; reserve a room in advance at Reservations, Information, and Conference Services (x73095) in the Langone Center.

Transportation Services employs student drivers who can pick up or drop off official guests and speakers at area airports. Contact Transportation Services in 265LC for details (x73785).

Sales and Solicitations

Sales and solicitations are not allowed without permission. If your student group wishes to sell items on campus or solicit donations, you should first talk with Ruth Burnham, Associate Dean of Students (x71031). If permission to sell/solicit is granted, you'll need to fill out a form. Then, depending on where you wish to sell (Library, Fieldhouse, residence halls, etc.), you'll need to get approval from the person responsible for that area as well.

Use of University Vehicles

Any student organization can rent a University vehicle for official (not personal) use from Transportation Services in 265LC. If you want to reserve a vehicle, you must fill out a reservation form in advance at Transportation Services, obtaining proper signatures. Plan ahead--the large vans and mini-vans are very popular and academic and athletic groups have priority in their use.

Drivers must have completed the University's driver training course and a separate behind-the-wheel training course for 15-passenger vans, when applicable. On the day of travel, the driver must supply a complete passenger list. The driver is responsible for picking up and returning keys to Transportation Services during REGULAR OFFICE HOURS. If for any reason you do not need the vehicle, or you have fewer people than expected, call Transportation Services (x73785). It could make a difference for another group.

Arrangements for buses may also be made with Transportation Services. If your group wants to plan a trip (to NYC or Baltimore, for example) or you need buses for formals, contact the office several weeks in advance.

Because of insurance requirements, only those people officially affiliated with the University and traveling on University business are permitted to be transported in University vehicles. No vehicle may be scheduled for student use for any reason after 8pm on the last day of classes or at any time during the Reading and Examination periods. The full "Transportation Services Policy" is available in written form at Transportation Services, second floor, Langone Center. Visit the website at: http://www.bucknell.edu/RICS