TL;DR (Too Long; Didn’t Read)
Your time is valuable – below key information has been summarized from different sections of the club handbook all in one place. However, if you are seeking more information about a topic, take the time to read through the complete club handbook and its wealth of information.
Starting a New Club
- New clubs are approved by Bates College Student Government (BCSG) and the BCSG Budgets & Clubs Board (BCB).
- You can apply for club status using the information found here.
- A new club must have a constitution and a list of initial members.
- If your club is initially denied creation you may appeal the decision.
Criteria for Club Approval
- There are rules that all BCSG-recognized clubs must follow.
- You should take a moment to read all the rules in the club handbook – they aren’t that long!
Annual Club Renewal and Budget Application
- In order for your club to continue to be BCSG-recognized, each academic year you must submit a Club Renewal and Budget Application.
- The application opens February 1st and closes the second Monday of March at 11:59pm.
- The Budget Application consists of a Narrative and a Spreadsheet. (links to sample documents can be found in the club handbook)
- If budget allocations are not to a club’s satisfaction there is an appeal process.
- Budget allocations should be considered the “starting balance” for your club account, and are not the limit of funds available to your club for the year.
Managing Your Club Account
- You must always complete a Payment Request Form or a Travel Expense Report based on your expense.
- There are a variety of store credit cards available for check out from the Bates College Store that will charge your club account directly.
- If your club has the appropriate funds you can withdraw money from your account through the Accounting Office to pay for a club expense (cash advance), or you can take on the expense with your own funds and be refunded afterwards from your club’s account (reimbursement).
- Always keep your receipts.
- There are many funding sources, provided by the Office of Campus Life and other offices across campus, which can supplement your club’s initial budget allocation.
- Each funding source has its own application and criteria one must follow in order for your club to be allocated those funds.
Student Fundraising Guidelines
- It is important to understand fundraising guidelines if you are
planning on raising money via your club. At minimum, please review the Fundraising Guidelines for BCSG-Recognized Clubs.
- Once you’ve reviewed and understand the guidelines, submit a Fundraising Application.
Roles and Responsibilities
- There are a wide variety of professionals who support student events/programs, and it’s likely that you’ll see them at yours.
Sample Event/Program Planning and Execution Timelines
- Every event/program is different – these staffing structures and timelines are provided as guidance for what to expect during the event/program planning process. Yours may differ (or not!) based on the needs of your specific event/program.
- Allow enough time for planning to take place, based on the scale of your event – the earlier you plan, the better!
- Never sign a contract yourself; submit contracts for review by Campus Life staff via the Contract Review Form.
- Having Campus Life review your contract protects you, your club, and the College from potential legal and/or financial ramifications.
- Once a contract has been reviewed and executed, take it with the W-9 and Certificate of Insurance (if necessary) to Accounting in Lane Hall 221.
Movie/TV Screenings and Copyright
- Clubs must purchase a screening license to show movies or TV shows as part of an event/program.
- Submit a Request for Movie or TV Screening License to get quotes.