Advisor Handbook

Forming a New Organization

Developing Bylaws

Levels of Recognition

Template for Bylaws

Student Organizations Home

Center for Leadership Home

Advisor Handbook

EVENT PLANNNG
Elon University Seating Capacity
Advertising
Effective Banners and Posters
Speakers
Courtesies Extended to Speakers
Background Data for Speakers/Entertainers (Word format)
Creativity
Break the Barriers of "Mental Locks"

Elon University – Seating Capacity

ADVERTISING

Options for Moseley Center
In an effort to address the need to advertise and promote events in the Moseley Center, the following options are currently available:

1. Information Board (across from the mailroom) – This board is organized in sections and allows areas with a common theme to post approved information in an orderly fashion. In order to place information on this board, please submit approved information at the Information Desk to be posted by the Moseley Center staff.

2. Display Racks – Organizations may submit 20 copies of an approved flyer for display and distribution in the paper towers located beside the Information Desk.

3. Easels – Posters resting on easels may be placed around the corner from the Information Desk. Easels may no longer be reserved through Media Services. It is the responsibility of each group to provide their own easel. To be considerate of others, please limit easel display to a maximum of four days. All displays must be approved by the Moseley Center Information Desk. Easels may be relocated or moved at the discretion of the Moseley Center Staff during special events.

4. Banners – Banners will be allowed on the front of Moseley Center. Groups wishing to publicize an event by using a banner must obtain permission from the director of campus center operations at least two weeks before the banner is to be hung. All banners must be professionally made and meet appropriate university standards for height, width, and color (detailed information is available at the information desk). The group must submit all information for approval prior to the making of the banner.

Options for the Rest of Campus
ESTV – For more information about this service call, 278-3613.

Elon at a Glance – All organizations are welcome to publicize events in the Elon at a Glance section of the Pendulum. All information must be typed and turned into Moseley 209 by the Friday prior to the next weeks edition.

Flyers & Posters – Groups/students must have an official approval stamp to post anywhere on campus. Please bring original to Moseley front desk.

Sidewalk Chalk - A typed copy of advertisement should be taken to the Moseley Center info desk for approval from the Director or Assistant Director of Campus Center Operations. No chalk is allowed on bricks and the chalk must be cleaned-up within 24-hours of the conclusion of the event.

Table Tents – Please refer to Posting Policy in the Student Handbook.

WSOE – Contact the station manager at ext. 7211 or wsoenewsdirector@aol.com

ENET – Information may be placed on the ENET simply by entering the Elon Web site and placing data on the "post a note" section of the homepage.

* Additional information regarding the posting policy can be attained from the Student Handbook at www.elon.edu/students/handboook

Organization/Vendor Tables:
Nine locations have been designed as appropriate areas for groups to solicit information/fundraising. These are the only areas currently scheduled for regular usage. Reservations may be made with the Director of Campus Center Operations. An approved "Request for Fundraising/Solicitation Permit" must be submitted at the time of the request. Forms are available in the Student Life Office, Moseley Center 209. Please refer to the Student Handbook for more information.

EFFECTIVE BANNERS AND POSTERS
Perhaps the greatest determining factor in the production of an artistic poster is originality! Originality is achieved when the designer can transform the mere announcement of an event into a unit interesting to the viewer even if the written message has no meaning to him/her.

However, originality alone is not sufficient. Craftsmanship and readability cannot be dismissed. Important facts should pop-out; after all, the poster's prime value is imparting information.

There are many effective means for producing posters. When only a few are needed, poster paint, cut paper, and magic markers serve. But when a quantity of posters is needed, professional printing may be the easiest and most cost effective.
Attractive posters and banners build awareness of special events. You should enlist the talents of the artists in your group. Always remember to remove posters and banners as soon as the event they publicize is over. Consideration shall be given to the following:

Neatness
1. Space items appropriately
2. Make lines and letters straight (use guidelines)
3. Avoid smearing spots, noticeable erasers

Colors
1. Use bright colors that work well together and catch the eye
2. Avoid using light colors on light backgrounds (yellow on white) and dark colors on dark backgrounds
3. Use contrasting colors

Communication
1. Make important lines of information larger to stand out
2. Be sure to include all necessary information (dates, places, times, prices, etc.)
3. Plan ahead to prevent errors in spacing
4. Proof read to catch any spelling or grammar errors
5. Make it large enough to gain the public's attention
6. Make them exciting, colorful, and attractive (with pizzazz)

Display
1. Check with the University Handbook on locations in which posters may be displayed
2. Make sure all posters are approved by the person or persons charged with that responsibility
3. Use enough tape to secure posters properly
4. Hang posters in places where they will be noticed, but comply with University posting policy

SPEAKERS
A speaker's expertise in the subject matter is important, as well as an individual's ability to express ideas and stimulate an audience to action. Excellent speakers may be found among political, governmental, educational, civic, private organizations and agencies such as:

Candidates and public officials at all levels – City Council, School Board, state legislators, assemblymen, congressmen and other state and national officials.

Service Organizations and Professional Groups – Service Organizations such as: League of Women Voters; Kiwanis, Lions, Optimist, Rotary, Chamber of Commerce, Jaycees; professional groups: business and professional women, bar association, medical associations, university faculties, media representatives.

When inviting the speaker, you should write them and include the following information:

1. Date, time, place
2. Describe occasion and give brief summary of your club's purpose
3. Advise on subject matter (i.e., allotted time for remarks)
4. Enclose background data for speaker; request glossy black and white photos for publicity (color slides for television publicity)

Once the speaker has accepted the invitation, you should acknowledge the acceptance and send the following information to the speaker:

1. Itinerary from arrival to departure; agenda for the meeting
2. Host who will meet the speaker and provide any necessary transportation
3. Describe press conference, radio or television appearances
4. Give information on how travel expenses will be handled

COURTESIES EXTENDED TO SPEAKERS

If you are making the travel arrangements, see that the speaker receives them as far in advance as possible.

1. Meet and Greet. In writing the guest should be informed of the schedule from the time of arrival to departure. See that someone or a committee is assigned to meet the speaker at the station or airport and that they are given some background information to make the guest feel welcome. Be on time for all commitments. This is a rule of political etiquette that must always be honored – failure results in chaos.

Provide a hotel room for an out-of-town speaker. They will appreciate a place of privacy to rest, change clothes, freshen up, and make phone calls. Make sure the hotel bill is not presented to the speaker, but billed to your organization.

Have flowers or fruit in the room on arrival, with a note of welcome from the club president.

Arrange for your guest to meet other students at a reception preceding the meeting. Members who have a gracious personality and who are capable should greet and introduce the honored guest. Also, following the event, the honored guest should meet those who have attended the function. Be certain that the honored guest is introduced to members and guests.

2. Press coverage. Arrange press coverage, which will be to the speaker's advantage as well as your club's – radio and TV appearances, personal interviews with newspaper reporters in all the communities of your club's membership. Inform the speaker, in advance, of any press requesting interviews or of press in the audience.

Stay with the speaker. Don't leave a speaker standing alone before or after a meeting. Appoint a reliable substitute if duties take you elsewhere. The publicity chair should go with the speaker to all media interviews and appearances to assist the speaker and to answer questions about your club if they arise.

3. Departure Escort. It is equally important that a club leader be assigned to arrange the speaker's departure transportation, express appreciation for the speaker's time and effort, and to remain with the speaker until he/she departs.

CREATIVITY
Albert Einstein once said "Education is that which remains after you have forgotten everything you learned in school." In fact, we only retain 10% of what we learn as opposed to 80% of what we hear.

Therefore, education is not collecting a mass of facts; it is acquiring an attitude, a frame of mind, a view of oneself and the world in which we live. We must always remember that what we do now will help us out for the rest of our life!

Being creative depends upon what you do with the knowledge you have acquired. This requires an attitude or outlook that allows you to search for ideas and manipulate your knowledge and experiences. "The more we experience, the greater our outlook, the more creative we become."

Transform One Thing Into Another:
•Johann Gutenberg combined the idea of a coin punch and the winepress to develop the printing press.
•Nolan Bushnell became dissatisfied with merely watching T.V. and created the game "Pong" which was the interactive table tennis game that began the video revolution.
•Picasso is yet another one who after examining an old bike, took of the seat and handlebars, welded them together to make the head of a bull.

DISCOVERY consists of looking at the same thing as everyone and thinking of something different.

YOU MAY ASK WHY WE DON'T SEE THINGS DIFFERENTLY?
We don't need to usually. If we were to get up every morning to examine the origin of the toaster or the existence of your hair dryers, we would never make it to class or work on time. Thus, staying on a routine thought process enables us to do the many things we need to do without having to think about them. Thereby, we continue to take a larger portion of our lives for granted by making routine decisions. But, how often will we create possibilities with which a decision needs to be made.

WHY BE CREATIVE?
Change is healthy and important because, we cannot solve today's problems with yesterday's solutions.

With programming, how often do we tend to reply on "that's the way we (or they) did it last year!"

There are two possible remedies to such an apathetic statement:

1. Better develop and utilize evaluations for all programs so that the mistakes in history will not repeat themselves. Keep records, reports, and evaluations from both participants and committee members.
2. Get creative with the present circumstances. Create something altogether new or combine the new with the old.

* In fact, creative people want to "know it all" because you never know when the most "off the wall" subject may help you develop a new idea!

BREAK THE BARRIERS OF "MENTAL LOCKS"

Explore ten sure-fire ways to become INNOVATIVE

1. "The Right Answers"
By the time the average person finishes college, they will have taken over 2,600 tests, quizzes and exams. Therefore, the right answer approach is one that is difficult but not impossible.

"Life is ambiguous: There are many right answers, all
depending on what you are looking for, however, if you
think there is only one right answer, you will stop looking
after you've found it."

2. "That's Not Logical"
Logically, we only comprehend those things that give a consistent and non-contradictory nature. This is fine except that most of life is ambiguous. Inconsistency and contradiction are the hallmarks of human existence. As a result, the number of things that can be thought about in a logical manner is small, and an overemphasis on the logical method that can inhibit the exploring mind.

3. "Follow the Rules"
Think about most every advancement made in art, science, technology, business, marketing, cooking, medicine, agriculture, and design has occurred when someone challenged the rules and tried another approach.

We don't mean to go out and purposely break the rules for no apparent reason, however, if you are trying to generate new ideas, "following the rules" can be a mental lock because it means "thinking of things only as they are."

4. "Be Practical"
Why don't people use "What if" thinking and stepping stones more often to generate these ideas?
•What if we all had green hair?
•What if we had no money?
•What if your dog could talk?
•What if there were no signs for anything?
•What if we didn't need to sleep?

Asking yourself "What if" questions can be fun and also give your mind the freedom to think of something new and creative!

"Stepping stones are simply proactive ideas which stimulate us to think about other ideas."

Being practical is important in the world of action, but practicality alone will not generate new ideas. The logic which works so well in judging and executing ideas may stifle the creative process if it prevents the artist in you from exploring unusual ideas.

5. "Avoid Ambiguity"
"Look at the broad picture and identify specific obstacles."

Some of us have learned to avoid ambiguity because of the problems it possesses. There are specific jobs or assignments that have no room for ambiguity because of the serious nature (such as doctors, firemen, fighter pilots, machine operators and more). However, there are many instances when ambiguity can not only produce results but allows others, being assigned a particular task, the creative freedom to go about their own innovative manner.

* Also, by talking to people, reading books or having an experience that is ambiguous in nature, forces people to look for more than one meaning in order to understand what is going on.

6. "To Err Is Wrong"
The grading scale that most of our educational systems have set up for us to survive by (being 90% or better in an "A", 80% or better is "B" etc.). Therefore, we learn to be right as often as possible and to keep our mistakes to a minimum. We continually learn throughout our lives that "To Err Is Wrong!"

The history of discovery is filled with people who used erroneous assumptions and failed ideas as stepping-stones to new ideas. Think about it, Columbus was merely trying to find a shorter route to India.

"If you are going to be original then you are going to make mistakes."

Many people do not like to attempt creativity because they are afraid of failure and how it will reflect the kind of person that they are. So, go ahead, experiment, make mistakes...not only will you learn but you just may stumble on to something mighty impressive.

7. "Play Is Frivolous"
One reason children learn so much from playing and have so much fun is they have yet to learn the "supposed to's." We, as adults hear time after time to "quit playing games or goofing off and get down to business!"

One of play's products is fun...one of the most powerful motivators around. People who enjoy their work (the people, the environment, the music, etc.) will come up with more ideas. The fun is contagious and everybody works harder to get a piece of that fun. Therefore, a good rule to live your life by, so that you will always feel young at heart and full of vigor is..., "You don't stop playing because you grow old; you grow old because you stop playing."

8. "That's Not My Area"
Specialization is a fact of life. In order to function in the world you have to narrow your focus and limit your field of view. When you are trying to generate new ideas, however, such information-handling attitudes can limit you and cause you not to go outside you specific area to find new answers to new questions.

Don't take on the attitude that "that's not my area" so I'm not going to help with publicity or help support it with my attendance. Everyone must work together in order to create the positive, supportive atmosphere that every one should strive for on a daily basis.

9. "Don't Be Foolish"
All too often, we allow our decisions to be made through the method of GROUPTHINK in which group members are more interested in retaining the approval of other members rather than trying to come up with creative solutions to the problems at hand. Group pressures can inhibit originality and new ideas.

Any decision-makers and creative thinkers have to deal with the problem of conformity and groupthink by sometimes having to play the fool.
•The fool may use a ridiculous form of logic to stir up the creative juices of others.
•The fool may deny problems exist because in the long run, it is better for everyone to look at the entire picture from the start and not just a smathering of paint.
•The fool can even be a little absurd in his actions as well as words.

10. "I'm Not Creative"
We can only do what we think we can do....the sky really is the limit so never say never.
•A teacher was told she was given a group of gifted children who were really average. However, when the year was up, the children were almost all above average.

THE CREATIVE PEOPLE THINK THEY ARE CREATIVE AND THE LESS CREATIVE PEOPLE DO NOT THINK THEY ARE AT ALL.

•Two frogs were thrown into a bucket of cream. One frog accepted his fate and died but the other thrashed around to do anything to keep afloat until all his thrashing finally turned the cream into butter and he successfully escaped.

Moral of the story: If you look for more than one alternative to any problem and utilize all creative thoughts, you're bound to be more successful and happier!

Information Condensed from A Whack on the Side of the Head by Roger von Oech.