Club FAQ Getting Started
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Event Registration & Planning
Iʼm new in the Eboard and not sure what to do...
What is EVR (Event Registration)? ...and is it required?
You can schedule an appointment with a Club Staff member! Check out our resources online at theLink.rit.edu or email clubs@rit.edu
It’s an online form that helps get your needs met and your event organized
What are the basic requirements to maintain club status? Each existing club needs to fill out the Annual Club Renewal Form found on the Link every fall semester There are also three mandatory all clubs meetings a year.
What if I want to form a NEW club? Great! Please visit clubs.rit.edu, and the tab “Form a New Club”
How do I recruit for my club? There are 4-5 Club Fairs throughout the year, including the HUGE Orientation Club Fair!
Advertising It’s FREE! Includes creation, promotion AND distribution!
How do we request free marketing?
EVR IS required for every club event
Artist Request Form - found online at campuslife.rit.edu (left side)
How do I EVR?
Request banner, poster, & LCD display designs (ALL FREE!)
On the Link: Your Organization > Events > Create Events
Every club also gets 200 FREE black/white flyers in the Club Center!
You should always EVR at least two weeks in advance!
Can I talk to someone in person? The EVR Office is located at the Welcome Desk in the Campus Center, open from 1:00 – 4:00 PM Monday through Friday (evrgrad@rit.edu)
How can I reserve a display case in the SAU? At the Campus Center Welcome Desk! Contact clubs@rit.edu to reserve the Club Case!
Do I have to get my poster approved before hanging them? YES, has to be approved by emailing a copy to Sarah Griffith (sbgccl@rit.edu)
Do we need all logos and designs approved? YES, all design (Whether for flyers OR tshirts) need to be pre-approved by Sarah Griffith (sbgccl@rit.edu) prior to ordering or distributing
Can the Club Center hang posters for our club? After approval there is a form in the Club Center (Promotion Distribution form) where you can indicate how many you would like posted and where! We do all the rest!
Club FAQ Finance
There is ONE form to complete almost ALL of your financial transactions: the blue Expense Approval Form (EAF), found in the Club Center!
When I make a purchase, does it need to be tax exempt? YES! Be sure prior to purchase you show a tax exempt form (comes with a club credit card in the Club Center)
How do I sign out a club credit card? Fill out an EAF with your club advisor signature Come to the club office and we can sign out a credit card for you!
How can I be reimbursed? Drop a completed EAF off at the Club Center (allow for 3 days turnaround) - Attach original receipts - NO TAX will be reimbursed
Travel
Advisors
How do I rent vans from Student Government?
Can advisors advise more than one club?
Certification: In order to drive an SG van, you must be van certified. Complete a van certification form found in the SG office - Fee: There is a $25 fee for the certification which MUST be paid for via RIT account - Securing: EVR your event and indicate “SG van” under transportation
Does it cost anything to rent a van? Van rentals are FREE! Just fill up the tank! However, there will be a charge to your club budget if the gas tank is not filled before you return to RIT
Yes, as long as they are a full-time RIT staff or faculty member
Do advisors have to be present at all meetings?
That is at your club’s discretion, we do have advisor performance forms that can help you in determining the overall performance of your advisor
How do I find out who my advisor is? If you’re unsure you can email: clubs@rit.edu
Can advisors submit travel requests? Advisors can request for funding to travel with their club on TheLink@RIT under the Clubs@RIT profile
Over $200 will have to be an electronic reimbursement and under $200 will be reimbursed with cash for students only
Can I sign out a cash box? Yes, it’s a free service for clubs in the Club Center
ClubsAtRIT
Where can I find my clubʼs budget? The Club Center can give you a printout regarding your budget! Or you can email crcccl@rit.edu
How can I get additional awards from Student Government? Visit Student Government’s website, under the tab “Services”
clubs@rit.edu thelink.rit.edu