Music Activities Guide - Villanova University



Music Activities GuideUpdated 9/19/19Table of Contents TOC \o "1-3" \h \z \u To-Do List for New Presidents PAGEREF _Toc19786316 \h 4Accounts PAGEREF _Toc19786317 \h 4Budget Accounts PAGEREF _Toc19786318 \h 4Fundraising Accounts PAGEREF _Toc19786319 \h 5Donation Accounts PAGEREF _Toc19786320 \h 5Thank You Notes PAGEREF _Toc19786321 \h 5Gifts to your Donations Account PAGEREF _Toc19786322 \h 5Spending Money PAGEREF _Toc19786323 \h 5Paying Bills PAGEREF _Toc19786324 \h 6Paying People PAGEREF _Toc19786325 \h 6Receiving Money PAGEREF _Toc19786326 \h 6Cash & Checks PAGEREF _Toc19786327 \h 6Online Payments PAGEREF _Toc19786328 \h 7VU Tix PAGEREF _Toc19786329 \h 7Wildcard PAGEREF _Toc19786330 \h 7Accepting Donations from your Alumni, Current Students, Friends, & Family PAGEREF _Toc19786331 \h 7Activities Fair PAGEREF _Toc19786332 \h 8How to get a table PAGEREF _Toc19786333 \h 8Concerts & Performances PAGEREF _Toc19786334 \h 8Notify Music Activities PAGEREF _Toc19786335 \h 8Scheduling PAGEREF _Toc19786336 \h 8Performance Calendar PAGEREF _Toc19786337 \h 8ACS Approval PAGEREF _Toc19786338 \h 8End of Semester Schedules PAGEREF _Toc19786339 \h 9Campus Activities Calendar (CAT Calendar) PAGEREF _Toc19786340 \h 9EMS Services PAGEREF _Toc19786341 \h 9Raising Money for Charities…we are ALREADY a charity PAGEREF _Toc19786342 \h 9Flyers & Posters PAGEREF _Toc19786343 \h 9Information to Include on All Flyers & Posters PAGEREF _Toc19786344 \h 9Other Information to include, where applicable PAGEREF _Toc19786345 \h 10Theater Specific PAGEREF _Toc19786346 \h 10Formals PAGEREF _Toc19786347 \h 10As of Fall ’19 ALL Formals are being arranged through the Student Life Office PAGEREF _Toc19786348 \h 10Formal Contracts PAGEREF _Toc19786349 \h 10Formal Cost PAGEREF _Toc19786350 \h 10Busses PAGEREF _Toc19786351 \h 11Venues PAGEREF _Toc19786352 \h 11Forms PAGEREF _Toc19786353 \h 12Hosting Events PAGEREF _Toc19786354 \h 12Minors on Campus PAGEREF _Toc19786355 \h 12Bringing in Outside Groups to Perform PAGEREF _Toc19786356 \h 12Bringing in Outside Vendors PAGEREF _Toc19786357 \h 12Office Hours PAGEREF _Toc19786358 \h 13Music Activities & Computer Lab Hours PAGEREF _Toc19786359 \h 13Financial Hours PAGEREF _Toc19786360 \h 13Practice Room Procedures PAGEREF _Toc19786361 \h 13Registration PAGEREF _Toc19786362 \h 13Door Combo PAGEREF _Toc19786363 \h 13Publicity PAGEREF _Toc19786364 \h 13Reporting PAGEREF _Toc19786365 \h 13End of Year Reporting PAGEREF _Toc19786366 \h 13Room Reservations PAGEREF _Toc19786367 \h 14St. Mary’s Designated Spaces PAGEREF _Toc19786368 \h 14Taking Care of our Spaces PAGEREF _Toc19786369 \h 14St. Mary’s Shared Classrooms PAGEREF _Toc19786370 \h 15Other Spaces on Campus PAGEREF _Toc19786371 \h 15Trips & Travel PAGEREF _Toc19786372 \h 15Names of Travelers PAGEREF _Toc19786373 \h 15Short Trips PAGEREF _Toc19786374 \h 16Overnight Trips PAGEREF _Toc19786375 \h 16Long Distance Trips PAGEREF _Toc19786376 \h 16Trip Planning Timeline PAGEREF _Toc19786377 \h 16Vehicles PAGEREF _Toc19786378 \h 17Music Activities Vehicles PAGEREF _Toc19786379 \h 17University Van, Mini-Van, & Car Fleet Vehicles PAGEREF _Toc19786380 \h 17How to Become ‘Villanova Vehicle’ Driver Certified PAGEREF _Toc19786381 \h 17Vans PAGEREF _Toc19786382 \h 18EZ-Pass PAGEREF _Toc19786383 \h 18Speed & Milage Tracking System PAGEREF _Toc19786384 \h 18The fleet contains 12 passenger vans, 10 passenger vans, & cars PAGEREF _Toc19786385 \h 18Per Mile Rate PAGEREF _Toc19786386 \h 18Fleet Van Location & Public Safety PAGEREF _Toc19786387 \h 18Pickup Instructions PAGEREF _Toc19786388 \h 18How to Sign Up for Fleet Van Usage PAGEREF _Toc19786389 \h 18Making a Reservation PAGEREF _Toc19786390 \h 19Van Charges PAGEREF _Toc19786391 \h 19Using your own car for transportation PAGEREF _Toc19786392 \h 19Difference in cost between using University Vans & University Fleet Cars PAGEREF _Toc19786393 \h 20Websites PAGEREF _Toc19786394 \h 20Music Activities Website PAGEREF _Toc19786395 \h 20Group Webpages PAGEREF _Toc19786396 \h 20VU Groups PAGEREF _Toc19786397 \h 20Facebook PAGEREF _Toc19786398 \h 20Theater Groups PAGEREF _Toc19786399 \h 20Season Announcements PAGEREF _Toc19786400 \h 20Posters PAGEREF _Toc19786401 \h 21Other Licensing Issues PAGEREF _Toc19786402 \h 21Music Activities GuideTo-Do List for New PresidentsNotify Music Activities who your new officers are. (Send to your advisor & Christine Nass)Send Music Activities your cell phone number. (Send to your advisor & Christine Nass)Post your group roster by the 3rd week of the semester. ()Clean out your (physical) mailbox at Music Activities. Check your bulletin boards. Check your bulletin boards in St. Mary's &/or Dougherty. ? Have the appropriate officer update as necessary.Update officers at your VUGroups Website, vugroups.Update Blurb for your page on our website, music.villanova.eduCheck all links that are on that 'blurb' page. ? Make sure links work, point where you want them to point, and that e-mails are directed to the correct address.Get Van Certified. (instructions below)Make sure at least two other new officers are van certified. The more, the better. Review your Facebook Presence. ? It is best for groups to maintain three groups: ?a fan page open to anyone, a closed Facebook group for communicating with members, a closed alumni group. ? Read descriptions, make sure you have admin privileges for all of them, update anything that might be necessary. ? Almost all University hosted student sites have been removed from the servers, so make sure your Facebook presence is all that you want it to be!“Like” the Office of Music Activities on Facebook. Once you do, you will be added as a content provider and can post to the page.Music Activities End of School Year Report for your Group should be submitted to Christine Nass by the end of spring finals. This is ultimately sent by us to VP of Student Life, Fr. Stack.AccountsEach group has a Operational Budget Account (‘3’), a Fundraising Account (‘9’), and a Donations Account (‘4’). Account numbers are 6 digits and start with the number above. (There is a waiting period of a few years for new groups to receive accounts and regular funding.)Presidents receive a monthly email with a statement of accounts. Once the president has reviewed the information, he or she should forward it to the group treasurer. Treasurers should keep a file either online or by printing out this statement so they can refer back to the numbers throughout the year.Budget AccountsYour Operational Budget account starts with the number ‘3’ and will often be referred to as “The 3 Account”. This is where money for your group’s operating expenses is placed each year. The University has designated or ‘budgeted’ a certain amount for your group and the money is placed in this account on or around July 1st each year. This is a ‘use-it-or-lose-it’ account. That is, if you don’t need the money for day-to-day operations, and don’t spend it all, the University will keep it at the end of the fiscal year (ends May 31). You should spend money from this account first. Formals must be paid from your ‘9’ account. Fundraising AccountsYour Fundraising account starts with the number ‘9’ and will often be referred to as “The 9 Account”. This is where money that you have earned through fundraising or ticket sales is kept. This money is used to pay off end of year deficits in the ‘3’ account, but otherwise will roll over from year to year. Note: All deposits should be placed in your ‘9’ account.Donation AccountsIf you have a Donation account, it starts with the number ‘4’ and will often be referred to as “The 4 Account”. This is an account where donations to the University from alums/parents/etc. made to your group are deposited. This is usually facilitated through the development office. Not all groups have Donation accounts. If you don’t have a Donations account, donations of this sort are placed in your Fundraising account. Your parents, friends, alumni, and current students can give to the “Greater Great” Campaign or any other University-Wide Fundraising Campaign, including 1842 Day of Giving and designate it to your group. Instructions are below in the “Donations” section.Thank You NotesGifts to your Donations AccountOnce or twice a year, the development office notifies us of donations to your ‘4’ Account. Once we receive this information, we’ll ask you to designate someone in your group to send hand written ‘Thank You” notes. The appropriate person would be an Alumni liaison, Secretary, or the President. This should be a personal note from your group. (An official tax-deductible contribution letter is sent directly by the development office.) We provide names & addresses only and are not allowed to share the specific amount given.Spending MoneyIf you need to spend money, the guidelines are below. First off, we do not give cash advances – only reimbursements (which can be in cash for amounts under $100). You MUST have a receipt to be reimbursed. If you are being reimbursed for a group meal, be sure that you have an itemized receipt that lists everything that was ordered as well as a list of who attended.Villanova is tax exempt. You do not need to pay sales tax on any purchase. Our tax exempt form is available at music activities (soon to be available at music.villanova.edu). Don’t worry about this too much for small purchases (though it would help) but definitely do not pay sales tax on any major purchase!Under $25: Feel free to get what you need, then come in to be reimbursed. For group expenses under $25, you do not need to ask your advisor in advance.$25 - $99: You should let your advisor know before spending more than $25 for your group. If the expense is less than $100 in most circumstances you can be reimbursed in cash, by bringing your receipt and filling out the <$100 reimbursement form.More than $100: If the expense is more than $100, you will be reimbursed by check and there is a reimbursement form to fill out at the Music Activities Office. And of course, let your advisor know in advance before spending any amount more than $25.More than $2500: Any expense that is more than $2500 (this comes up with airfares, hotels, rare fundraisers) requires approval from the Vice President of Student Life, which takes time. If you have something big in the works, know that it will take time to get through the system. We’ve also been denied approval for fundraisers that require an upfront expense for more than $2500, so don’t make big plans without discussing the feasibility with your advisor. Paying BillsMost bills for your activities come directly to our office. Any bills that you happen to receive directly should be handed to your advisor to sign-off on. ? If you can’t hand it to your advisor in person, leave it in your advisor’s box in Music Activities and send an e-mail letting your advisor know that its there. ? Once its ‘signed-off’ on, it will be processed for payment by our office manager. Paying PeopleIf your group needs to pay a choreographer, presenter, speaker, etc., the University must collect contractor paperwork from that person via a staff member. All you need to do is provide the person’s email address to your advisor. For returning contractors, it takes at least 2 weeks to process a payment. For new people, it takes at least 3 weeks, from the time they provide all of the info through ‘the system’.Receiving MoneyAll money received should be deposited into your group’s ‘9’ account, which rolls over from year to year. There is a form for deposits available with all forms next to the door to the Computer Lab in Music Activities (soon to be available online at music.villanova.edu). All checks for any group should be made payable to Villanova University. The only exception is that actual donations should go to your ‘4’ account.Cash & ChecksCash & Checks should be brought to the Music Activities Office as soon as possible on the next business day. The University will not accept checks for deposit that are more than 2 months old (regardless of what your bank tells you).Cash: It is not wise to keep cash in dorm rooms or offices. Even in our office, all cash is kept in the safe.Checks: Make 2 copies of the checks you turn in – one for your records & one for Music Activities records. Multiple checks copied onto one page is preferred. All checks for any group should be made payable to Villanova University.Online PaymentsIf you accept online payments for your fundraiser, that money will be transferred into your groups’ account (upon your request).VU TixPayments made through VU Tix are deposited automatically after the last day of the month. (This is done at the beginning of each month, usually by the 5th.)WildcardIf you want to accept Wildcard for a specific event or fundraiser, and iPad with a Wildcard app can be borrowed for a rehearsal or for a sales table on campus.. You will need to know your ‘9’ account number when you borrow the iPad from the Wildcard Office.Accepting Donations from your Alumni, Current Students, Friends, & FamilyIt is definitely ok for you to let your alumni, friends, & family know that when/if they donate to Villanova they can designate their gift to your group. The end of the calendar year is a great time to remind them of this!Here are instructions that I recently wrote up for Voices.?? If you share, be sure to change your group name & account number (“4” account numbers are above) before sending to alumni or posting in an Alumni facebook group.?? Don’t have a private alumni facebook group?? You should start one!?You can also ask your seniors to make their senior gift specifically to your group!?SAMPLE MESSAGE:For anyone interested in making an end of year tax-deductible gift to our group, you can designate a gift to "Voices" through the 'GreaterGreat' campaign!??Here's how:?Visit:? on: "Give Now"Then: "Other Designations"Then: "Other Area"Then fill in the amount, indicate if you would like recurring payments, then 'continue'.On the final window (before entering credit card info) is the prompt "Please enter where you would like to designate your gift", where you would type in "Villanova Voices – 420802”.??The 6 digit account number probably isn't necessary at all, but it makes absolutely sure development knows which account you mean!??If you donate this way, you will receive an official tax letter from the University at the end of the calendar year & can use it as a tax deduction!?Activities FairHow to get a tableThis is done through the office of Student Development, not Music Activities. Register for a table through VU Groups. All presidents/captains registered with VUGroups received an e-mail at the end of Spring Semester inviting groups to sign up by the end of May.Concerts & PerformancesNotify Music ActivitiesAny group that is funded by Music Activities should be letting us know of all performances, at St. Mary’s, in other buildings, and off campus. Tell your advisor, but also notify Christine Nass who maintains our performance calendar.SchedulingTry not schedule an on-campus performance in conflict with another Music Activities group. If at all possible, there should be no more than one performance in a day by our groups. There is no reason we should be competing with each other for audience members! Check the performance calendar before discussing dates with your members.Performance CalendarOur comprehensive Google Calendar shows all performances in a purple block at the top of each day (as an all day event, so scheduled performances appear at the top of each day). Visit the calendar by week or day is helpful. ACS ApprovalIf you are performing a monumental or culturally significant work, you may apply for ACS Approval for your event. Having your event “ACS Approved” definitely gets people to your event! At least two (2) weeks in advance of your event, email?ACSPCultural@villanova.edu?and include the following information about your event:1. Title2. Date/Time/Location3. A description of the event indicating how/why it is appropriate for the ACS Cultural Event course credit.?4. A contact person.?They have said ‘no’ to events, so do your research and make a good argument.NOTE: They DO NOT notify you if you are approved, they simply list your event. You can check it here: There are already events listed through both Fall & Spring Semesters. Submit your events as soon as possible!End of Semester SchedulesNo performances or rehearsals are to be scheduled on or after reading day. Your members must be afforded the time to focus on studying and not on extra curricular activities during finals week. You may ‘think’ that everyone has agreed to rehearse or perform, but one student who needs to study is going to feel peer-pressured into it, even if they disagree, or their grades are in jeopardy. It is not fair to those who, even secretly, want or need to study.Campus Activities Calendar (CAT Calendar)Each semester, the Campus Activities ‘Team’, publishes a calendar. The cutoff date for Fall Events is July 1 and for Spring Events is Nov 15. We encourage you to choose concert dates by then. The magnets and calendars serve as a major resource for events that are happening on campus.EMS ServicesEvents that need EMS services are ones that have a risk of possible injury – like sporting events. Most of our events do not qualify, though dance things may fall into a grey area, depending on the specific event. If a certain facility requires it, like Nevin for instance, then do what they require.Raising Money for Charities…we are ALREADY a charityIn general, you should not be raising money for other charities. The University, as a religious institution, already has non-profit status. As a non-profit, people who donate to us, purchase tickets for events, send money for your group for any reason, expect that they are ‘giving’ or ‘contributing’ to Villanova. Non-profit law has many rules and regulations about this very thing. If they give to your group, they are giving to Villanova – and it is 100% illegal for you to ‘re-direct’ those funds to a different organization. If you absolutely MUST raise money for an outside group, we suggest that you handle it this way: Announce that, “Additional donations will be taken at the door for x-charity.” Therefore the funds will be completely separate and there will be no question regarding the intended recipient.We get that you are all charitable, giving, and wonderful people. But non-profit law is pretty strict, and we have to abide by the rules of a non-profit.Flyers & PostersIf you have flyers or posters that you would like to post on campus we have an approval stamp in the main Music Activities Office. Be sure to stamp posters/flyers before making copies. If you are having duplications made by Graphic Services, ask them about adding an approval stamp before printing.All posters should be reviewed by your advisor (preferably) or by another Music Activities Staff member before stamping or mass producing.Note that hanging flyers on glass or glass of doors is prohibited across the rmation to Include on All Flyers & PostersName of your groupName of performance/show/concertDate (Including Year for all Theater Performances and any other posters that are worthy of being saved for posterity)TimeLocation of Event/PerformanceWhere/When Tickets Will Be sold. If it’s at the door, put “tickets available at the door” or “no tickets needed”Ticket Cost (Students/Adults/Children). Put ‘free of charge’ or something if it’s free.“[Group Name]” is sponsored by the Office of Music ActivitiesOther Information to include, where applicableNames of major works that may draw in an audience or have academic interest.Director/Choreographer/Conductor/Guest Performer Info to HighlightFree-Will Donations will be accepted at the door for our group or for x-charityTheater SpecificReview your contract for exact wording, but most contracts require the following be on all posters (as many of these as are applicable):Name of ShowBook by…Music & Lyrics by…Based on the novel…“[Name of Show]” is presented through special arrangement with “[Licensing Agency & all required contact info]”FormalsAs of Fall ’19 ALL Formals are being arranged through the Student Life OfficeYou must apply for your formal at least 6 weeks before your event is to be held.Apply through VUGroups.visit?villanova.edu/studentorgs?click on the “Social Event Date Request” under the Quick Links section of the websiteFormal ContractsContracts are between the vendor and Villanova University. No student’s name or address should appear on ANY contract. Students are never to sign contracts in Villanova’s name. Any formal is considered an official event and must be signed by a University Employee (either by your advisor or by Risk Management - handled by your advisor). The representative of the venue must sign the contract first.Formal CostCost of Formal must be covered by ticket sales. This is one event that should not be ‘subsidized’, though you can include a ticket price structure that, for example, is less for members and more for guests, less for seniors and more for everyone else.You may not have an ‘open bar’. Drinks for those over 21 must be paid for by the individual and not included in the ticket prices. If you see language in a contract referring to a ‘cash bar’ it means that the drink is paid for when ordered. “Cash bar” does not typically mean “cash only”. You may want to check in advance if your venue will accept credit cards at the bar, should one be available.BussesThere are only 10 University Approved Bus Companies (that have liability insurance that the University deems acceptable). We like Sague – they usually come in cheapest. However, Krapf’s is the ‘official’ bus company of Villanova & you should always get a bid from them. The smaller (ie cheaper) bus companies often run out of busses early. Make bus reservations as soon as you know the date!Sague Bus: 610-828-5776Krapf’s: Michele Williams, 610-431-1500 x216 mwilliams@David Thomas Tours: Ingrid Benedict, 215-969-6700 x211 ingrid@Klein Transportation?School Buses and Motor Coaches:?Ashley Hoke 484.925.0099?Perkiomen Tours: Brian McGlimpsey, 215-679-4434, bmcgimpsey@ Motor Coaches only - NO schoolbussesPhiladelphia Trolley Tours: School Buses, Mini Buses, Motor Coaches, Trolleys?215.389.TOUR (8687)Safety Bus Service:?School Buses and Motor Coaches?856.665.2662STARR Tours: 800-782-7703 Motor Coaches only - NO schoolbussesStouts Transportation:?Mini Coaches and Motor Coaches?800.245.7868Student Transportation of America (STA): 800-448-0193VenuesWe don’t formally recommend any venues. You are free to explore and hold your event wherever you would like. We can say that some places are easier to work with than others. The ‘easier’ places to work with are also expecting our insurance & paperwork requirements. Note that this can change from year to year & establishment manager to manager.Easy places to work with:Brittingham’s (Voices/Singers F14, S16)FISO Lounge aka Loft Bar Philly (Theatre S16)The Loft at Landis Creek, Limerick (nicer Voices/Singers S14, AC S16)Paxon Hollow Country Club, Media, PA, 610-325-4838 (nicer Band F13)Four Seasons Hall, Sandy Hill Rd, Norristown, 610-277-7775 (nicer)Landmark Americana, Berwyn (610) 995-1001Twenty9, Malvern, 610.251.9229 (WCD/Nassa F13, Band & Acapella F14)Other recommendations :Presidential Caterers, Norristown, 610-275-7300Manayunk Brewing Company, Philadelphia (Manayunk), PA, 215-482-8220FormsWe are in the process of getting most of our forms online. Forms are located at: Click on “Music Activities Forms” in the left hand menu to access the page.Currently available:Van Request (provides required fields that you can cut & paste into an email)Deposit FormReimbursement Form for amounts over $100Reimbursement Form for amounts under $100Group Travel (to be filled out for any trip off campus)VU Tix FormPublicity FormTrip Planning TimelineHosting EventsIf you plan to host a non-performance event, know that even small events involve legal and insurance issues. All are manageable with proper planning. Minors on CampusDue to the past scandal at Penn State and other issues, Pennsylvania has instituted all kinds of new laws dealing with interaction with minors. There is a lot of paperwork to fill out far in advance if you plan to bring minors on campus – touch base with your advisor as early as possible if planning something of this nature. Events that we often have that involve minors are Dance Clinics, Jazz Festival, Irish Dance Festival. One thing to know is that your advisor must be present for the entire event, so be sure to schedule evenings/weekends when he or she is available.Bringing in Outside Groups to PerformAny group not officially affiliated with Villanova must have insurance to come on campus. If the group does not have insurance it can be purchased on an event by event basis, usually at the cost of about $100 from a third party vendor. We have recommendations on where to get it. If a group you are thinking of hosting does not have or is not willing to obtain insurance they will not be able to participate. The insurance is required regardless of whether you are paying the group or not.Bringing in Outside VendorsIf you are paying a vendor to come on campus to provide a service they also must have insurance. This usually comes up if your group is bringing in an audio engineer (to mic Palooza, for example) or a caterer (for the Singers Legacy event). The easiest thing to do is use in-house Villanova services, but if you absolutely can not, most reputable vendors do have the required insurance. Check with the Music Activities Office Manager for current requirements.Office HoursMusic Activities & Computer Lab HoursMusic Activities Hallway with copier & paper, band room, and Computer Lab access is guaranteed during the following hours:M: 9:30-8Tu: 9:30-8W: 9:30-6:30Th: 9:30-4:00F: 9:30-5:30If you need access at other times ask your advisor how something might be arranged.Financial HoursTo take care of financial matters make an appointment with your advisor. Laura Orr, our office manager, can take care of most deposits independently of your advisor. Laura will be in from 10-5 M-F.Practice Room ProceduresRegistrationIf you wish to use the practice rooms, register as a practice room user. Register by providing your name and e-mail in our main office.Door ComboThe door combination is changed each semester and at other times deemed necessary. Come to the Music Activities offices for the new code if you need access. We ask that no one share that combo, so we can be sure that we have a list of all people using the rooms.PublicityThere is a publicity form available at Music Activities. Use it to have your event advertised in places ranging from the Newswire to the Philadelphia Inquirer.Newswire requests should go to your advisor.Feel free to type complete info into an e-mail rather than use the form. In fact, that’s probably easier. ReportingEnd of Year ReportingEach Music Activities Group must make an academic-year end report that is ultimately compiled and sent to the VPs office by the Office of Music Activities. This should be received no later than the end of Final Exams.Include the following headings:Year: i.e. 2018-2019Organization: i.e. Villanova University BandMembershipNumber of Members – Year EndNumber of Members – Highest Membership of Year/Total Student Participants This Year:Group Attendees at Performing Arts Camp: ACTIVITIES (Include all activities and dates related to performance and service both on and off campus. Sporting events are included but social events are not necessary unless they are Music Activities related such as, but not limited to, Singer’s Legacy) Theater should include the name and number of performances of each show and the total number of students involved in each show (performers, administration, & crew). You can review the full performance calendar for the past academic year here: Note that the only events here are ones your group has told us about. This is one of the reasons why it is so important that you tell us about ALL of your events before they happen!PERFORMANCE EFFECTIVENESS How would you rate your performance effectiveness relevant to the University Mission Statement ()Room ReservationsSt. Mary’s Designated SpacesMusic Activities has exclusive use of the Chapel, Band Room, Auditorium, Computer Lab, Dance Studio, & Jazz Band Room. If you need a space, check availability on our Master Calendar: click on “Master Calendar” in the menu. To reserve the Dance Studio, contact George Pinchock. For all other rooms contact Christine NassTaking Care of our SpacesOfficers are responsible for making sure rooms are left as ‘expected’. What is expected may be different for each room. Our spaces (band room, chapel, theatre, dance studio, etc…)Each group is responsible for setup. You do not need to put all chairs ‘away’ when you are done or even leave the room as you found it. BUT chairs should be setup in some kind of order, not haphazardly left throughout the room. The room should be walkable and feel like there is some order when you leave.An officer should ‘inspect’ the room once you are done and should pick up any remaining trash left behind. Don’t like doing that? Then make sure your members take their own trash!There is no food allowed in the chapel, ever. There is no custodian assigned to that room. Officers – keep reminding your members!St. Mary’s Shared ClassroomsMusic Activities has access to some St. Mary’s classrooms (14, 16, 19, 20, 163 A, B, & C) on evenings and weekends AFTER course schedules have been settled for each semester. We can’t commit to room reservations until about the 2nd week of school. Requests for these rooms should also go through Christine Nass.All classrooms MUST look like a classroom when your activity is finished. Each group is responsible for this, even if there is ‘supposed’ to be another group in a room after you. Put desks back in neat rows if you moved them (or even if you didn’t move them). Other Spaces on CampusIf you wish to perform in another area of campus, you can contact those schedulers directly. Here is a brief list of some commonly used spaces.Alumni GymAthletics: brian.j.anderson@villanova.edu, x5608Athletics Facilitiesbrian.j.anderson@villanova.edu, x5608CEER Building610-519-5860, Engineering Dean's OfficeThis can be reserved by your advisor during ‘off hours’ through the online reservation system.Connelly Center: Cinema, Villanova Room, CyberLounge, Lobby Tables Hall Auditorium, Room 132610-519-4905, College of NursingThis can be reserved by your advisor during ‘off hours’ through the online reservation system.East/West Lounges in Dougherty Spaces on Main Campus Campus BBQ/Picnic Area. Mary’s Gymbrian.j.anderson@villanova.edu, x5608West Campus BBQ/Picnic Area 103Ask Christine first, but if it is last minute, contact 610-519-4760, Theater DepartmentVasey 206610-519-4760, Theater DepartmentIn most cases you should make the first call. If you receive any resistance, then enlist the help of your advisor. Trips & TravelNames of TravelersFor any organized off-campus group trip we need to know names of travelers.?? It is a serious issue if there were to be some kind of campus emergency or in the case of an incident on the road.?? A trip could be anything from a group activity during music camp to KOP to a run-out performance in Philadelphia to a longer day trip.?? For overnight performance trips, there are other forms that need to be filled out that would cover this.? Fill out a “trip form” with names & destination, take a photo with your phone & e-mail it to your advisor once the van/car is loaded and before leaving campus.Short TripsA short trip is any trip that is not overnight. We need to know destination & names of travelers before you leave campus. Having made a van reservation is not enough info. We need to know exactly who is going on your trip when you leave, in case of an emergency.Overnight TripsAn overnight trip should be planned well in advance in close coordination with your advisor. See step-by-step ‘Trip Planning Timeline’ below.?? There are University Travel Waivers that need to be signed and other paperwork depending on distance, destination, and purpose.?? Travel waiver forms are available with other forms outside the Music Lab door.?? But before getting to that point, you should have at least had a conversation with your advisor.Long Distance TripsBe aware that the University has special requirements for any trip that is or has the potential to be more than 300 miles round trip, and as of Spring 2019, they are denying most long distance trips without an advisor. Washington, DC, for example is exactly 150 miles each way. If you rent a University Van, make a trip to Georgetown, and do a little sight-seeing, you’ll be over the 300 miles, even though on paper it may come in just under that. Always err on the side of filling out the extra paperwork required by Public Safety for ‘long trips”.Trip Planning TimelineImmediately Upon ElectionResearch travel guidelinesFamiliarize yourself with university travel policiesGet to know how past trips were planned for your group9-Months PriorResearch several destinationsOpen it up to the rest of the group for possible locations or contacts (you never know who people know)Discuss potential dates with conductor/staff director if one is travelling with youMeet with Music Activities travel coordinator, George PinchockTalk with tour companies (if you want to use one) and get multiple bids 6-Months PriorDouble check Villanova & Music Activities Calendars, and pick a definitive dateMake initial trip proposal/rough estimate of travel itinerarySubmit proposal to group board and Music Activities Advisor for approvalReserve busesReserve hotelsMake local contacts for performances, always look for Augustinian churches or schools to visitDetermine per person trip cost (before it is subsidized by the group budget)Promote the trip to group (with finalized details)International – research State Department recommendations for immunizations and have advisor speak to the University Health CenterTo allow online/credit card tour payments, coordinate with Christine Nass3-Months PriorTrack all payments or determine if this will be the Treasurer’s jobReserve any sightseeing locationsResearch/reserve any restaurants for the entire groupResearch and book any other group social events Collect passport copies (if necessary)Determine roommate quads/triples/pairsFinalize payments with travelersIf this is an Alumni sponsored trip, submit itinerary & proposed costs to Alumni committee1-Month PriorUpdate itinerary with all final details and pricesMake check requests (takes 2-3 weeks to get a check); pay and settle all billsCollect & turn in travel waivers (for international, also immunization waivers)1-Week PriorUniversity Emergency Action plan to Risk ManagementCreate wallet cards with emergency information for each travelerPrint room inspection checklistsPACK: a copy of each traveler’s passport (if applicable) & keep in your suitcasePACK: trash bagsThe TripEnjoy your tour!Have travelers inspect hotels rooms upon arrival with room checklistHave students clean up own trash with trash bags provided by tour managerOfficers inspect rooms for cleanliness/damages upon departureTrip FollowupWithin 10 days of your return, submit all receiptsBe sure your advisor/director has also turned in all receipts within 10 daysFor Alumni sponsored/subsidized trips, turn in final report to AlumniVehiclesMusic Activities VehiclesWe have a cargo van (only seats 5 people) and a box truck. The box truck is used exclusively for the transportation of instruments. The cargo van can be used for shopping for equipment, fundraiser supplies, and transporting materials. Only those who are certified for the van pool (see below) may drive our cargo van or truck. There is special training for driving the box truck. See Beth Sokolowski for details. University Van, Mini-Van, & Car Fleet VehiclesIf you need to transport people, you should make a reservation for cars or vans from the van pool through your advisor. Drivers must be certified in advance, and that process can take up to a month to be completed. Public Safety/Fleet Manager will not release a van to you if you are not approved.How to Become ‘Villanova Vehicle’ Driver CertifiedFill out the Motor Vehicle Consent Form: the instructions & do the training linked below. Interactive training takes about an hour.Tip #1: use a computer - it doesn’t work on phones or tablets. Tip #2: you need to know how to access Blackboard (like you use for classes)Tip #3: your computer needs Flash completing the Blackboard training, email or bring your paperwork to the insurance office: insurance@villanova.edu or deliver to Villanova Center 2nd Floor, Suite 200 (behind First Watch/Starbucks building).Bring:Motor Vehicle Consent Form (item #1 above)Copy of your Drivers LicenseRisk Management does a driver check – like an insurance company would. They let us & you know if you are approved. If you have any citations having to do with alcohol for the past 3 years, you will not be approved.Once your approval comes through, sign up for fleet van usage: (see full instructions below)VansEZ-PassAll our vehicles are now equipped with an EZ-Pass, streamlining the process for all fleet van users.? Your tolls will be billed to your group along with mileage.Speed & Milage Tracking SystemAll vehicles have a tracking system installed to monitor mileage and speed.The fleet contains 12 passenger vans, 10 passenger vans, & carsSome 12 passenger vans have been replaced with 10 passenger vehicles which are safer for our students, faculty and staff and easier to drive.? The parking office is looking for your help to assure the vehicles requested are properly sized to the group. Accurately report number of travelers when requesting a vehicle so you can be given the smallest vehicle that will suit your group’s needs.Per Mile Rate The per-mile rate is 37 cents.? A no show/ no call reservation will be charged a $10.00 administrative fee.Fleet Van Location & Public SafetyPublic Safety is located in Garey Hall. You will pick up keys there (their door is on ground level on the side facing County Line Rd). Vans are on the 3rd level of the Law School Lot.Pickup InstructionsTake your email confirmation sheet to Public Safety when picking up a fleet van to?assure that you are getting the correct van for your trip.When you pick up your van key and travel sheet, verify the?starting mileage so that your group is not overcharged for the trip.When returning the van, note the date, time, and ending mileage?on the travel sheet Return the key and completed travel sheet in the box on the upper level of the garage.All vans are now equipped with EZ-Pass - make sure you slow down when entering a toll booth.GPS units track your location, speed, and driver behavior.A tracking report is run after each trip. If the Fleet Van office finds that you are not following safety rules, speed limits, etc., you driving privileges will be revoked and your entire group could lose driving privileges.How to Sign Up for Fleet Van UsageVisit:? to fill in that might not be obvious:The department you borrow from is "Music Activities"The Overseer is George (instrumental/dance groups) or Christine (vocal/theatre groups): ?George Pinchock, x6050,?george.pinchock@villanova.edu ORChristine Nass, x6062, Christine.nass@villanova.eduThe Index (way at the bottom) is your ‘3’ account index with your group ments: ? I need to be able to drive for Music ActivitiesMaking a ReservationSend the following information to your advisor to make a reservation:Driver:Pick-up date:Pick-up time:Return date:Return time:Number of occupants including driver:Type (7 passenger, 10 passenger, or 12 passenger):Destination:Purpose of Trip:Round trip Mileage estimate (choices are 30, 75, 100, 150, 200, 300+):If staying overnight, where will fleet vehicle be parked:Note that if your trip is over 300 miles round trip, you must contact the Van office in advance to discuss driver & liability issues 9-3826. You will also need to fill out a Public Safety trip itinerary. Visit: click on Van Fleet Itinerary Form.pdf at the bottom of the page.Van ChargesAt the present time, van rental only costs the actual price of the gas used. ? Fleet Services bills your group 37? per mile. It is adjusted for actual use, up or down usually just a fraction – but that is the average.?Fleet Services charges your group $10.00 if a reservation is entered in the system and the group does not pick up the van. ?If you need to cancel, call or email Liz Richetti, Fleet Coordinator at (610) 519-7038 elizabeth.richetti@villanova.edu. If you are cancelling enough in advance (and on a business day), your advisor can cancel a reservation in ‘the system’.There is no charge for using Music Activities truck or cargo van.Using your own car for transportationWe encourage you to always use university vans. If you must use your own car to transport students to and from an event, know that the University does not reimburse for gas receipts. The University will reimburse for mileage only (which includes cost for wear & tear, insurance, etc.). The current mileage reimbursement rate is 57.7?/mile. If you do use your own car, let Laura know and she will forward you an interactive excel file mileage reimbursement form. Difference in cost between using University Vans & University Fleet CarsTo transport 12 students 100 miles:3 personal cars x 100 miles x 57.7? = $173.101 van x 100 miles x 37? = $37.00Use vans!WebsitesMusic Activities WebsiteOccasionally check the music activities site for your group info. Make sure the ‘blurb’ (edited by Christine) says what you want it to and that all links are correct.Visit music.villanova.edu, then click on ‘Performing Groups’Group WebpagesAbout the WebpagesThe University no longer provides webspace accessible by groups. You all have a ‘blurb’ & your own space on our webpage, but it can only be edited by the staff. Basically, Facebook Groups has made the need for webpages obsolete. However, some groups have chosen to pay for outside services. This gives many options, but can get expensive. Unless you have a real need for complex websites that include things like databases, we don’t recommend incurring the additional expense. A few groups have made really nice free sites using VU GroupsVisit vugroups. Make sure your group has a page and it is up to date. The University is currently expanding how VU Groups is used with Alumni. It would be a good idea to get your members to sign up on the official VU Groups page. We may eventually be able to provide real-time group finance info to officers using this portal.FacebookMany groups now maintain 3 Facebook Pages:A closed group for current membersA closed group for alumsAn open group for your audience & fansYou really should pursue this model of the closed groups and a fan page. Theater GroupsSeason AnnouncementsWe cannot announce a season until all rights are paid for. We can do this as early as you like (and once dates are chosen). Note: We were threatened with a lawsuit over this issue in the 2012-2013 academic year. The licensing agencies are very serious about this issue.Posters Review your contract for specifics, but most contracts require the following be on all posters (as many of these as are applicable):Name of ShowBook by…Music & Lyrics by…Based on the novel…“[Name of Show]” is presented through special arrangement with “[Licensing Agency & all required contact info]”Please also include:Year Office of Music Activities (it can say for example, “VST is part of the Office of Music Activities” or “VST & the Office of Music Activities present…”Other Licensing IssuesAgain, please read your contracts from licensing agencies. The following sums up common contract provisions.Show Billing (names & playwrights) must be on all publicity materials, including posters, flyers, and programs, and must appear exactly as specified in the contract.Credit to licensor. For example, MTI, Dramatists Play Service, Inc., etc. must be named on posters & programs. Each contract has specific wording.Videotaping Warning. Programs must contain language specified in contract that prohibits videotaping by the audience.You may not change the play. Your contract says you will not add, delete, or change what the authors wrote in any way.You may not photo copy materials. Order what you need. That’s why you get 3 account money.You may not make a recording or video of rehearsal or a performance.If your program includes bios you should include bios for the authors & licensor. Official bios should be available through the licensing agency. (We’re not talking a wiki bio, but an official one.)You may not use the original logo unless you have paid to license it. Usually worth the $50 investment, or whatever it is.You may not make promotional materials – shirts or anything other than flyers/posters, even if they are not for sale, without permission from the licensor.If you decide to add performances, you must tell the licensor. ................
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