Hello new VP of External Affairs!

The main responsibilities of this position involve:
- Coordinating volunteers and alcohol for Graduation (Programs Office)
- Coordinating volunteers, the Clubs Fair and optional social events for LEED week (Programs Office)
- Planning 3 quarterly off-campus social events

The following outlines these processes in order of when you'll need to complete them.

Spring Party
- Check with existing VP for remaining budget allocation
- Find and book venue, drink and food options
- Determine price of event (previous years have charged $15 per head; I have chosen free events - there are benefits and drawbacks to each strategy)

Graduation
- Contact Linda Bruen and Marla Hill in the programs office and set up a meeting
- Sign up volunteers
- Benefits for volunteers: you get to attend graduation, which is otherwise closed to 1st year MBA students, and volunteer time slots are short and tend to be very easy jobs.

LEED Week
- Before you leave school for Summer break, set up a meeting with Barby Pearson regarding LEED Week.
- Over the summer, continue to meet with Barby and receive updated LEED week schedules. Recruit volunteers to fill all of the required spaces.
- Contact the EVP to discuss and plan the Club Fair. If this event requires a room reservation, reserve it early. If there will be alcohol, obtain the necessary banquet permits. I held this event in the MBA lounge as an event before a TG. In past years, it was held at the Henry art gallery, which was far away and expensive, but nice.
- Plan a social event for LEED week. During our LEED week, this was a Mariner's game. Last year, I organized several small-group activities so that students could get to know each other better. These included canoeing through the arboretum, mini-golf, the underground tour, greenlake, etc.
- In late August/early September, follow up and confirm all volunteers, social events, etc. Attend all of LEED week to assist the programs office.
- Post LEED week, thank all volunteers and get feedback on all events, including the club fair

Fall Party
See above

Winter Party See above

Other Important Information

Banquet Permit to Serve Alcoholic Beverages must be signed by:
MBA Club Officer
Facility Manager
VP of Student Affairs

** Purchase permit at liquor store ($10) at least three days in advance of event

VP of Student Affairs Schmitz Hall, Room 476

Final authorization on banquet permit
Authorizing signature on banquet permit if Bay Laurel caters event:
Debbie Proctor
Catering Administrator
Bay Laurel Catering
Haggett Hall, basement

Great Vendor
Pete’s Grocery 206.322.2660
Pete’s will charge 10% over their wholesale price, plus a $10 delivery fee. You can call and custom order your wine & beer for events per your budget, or your tastes!

Notes on Graduation (two years ago):
Guests finished 14 cases of beer in 45 minutes. Order of 5 cases of white, 7 cases of red, 14 cases of beer Remainder: 3.5 cases white, 3 cases red

Notes on Graduation (last year):
We decided to go with a keg and it was finished very quickly and we had used the rest of the budget for wine. We had a lot of wine leftover. I'd recommend purchasing two kegs, then spend the rest on wine. The budget for this event is extremely insufficient, so whatever you buy will be gone within the first hour. But that's what the after-parties are for!

Reference for Venues (on campus)
http://bschool.washington.edu/in/eventplan/