PLANNING COHORT ACTIVITIES

Your cohort leadership has the opportunity to plan cohort activities and initiatives surrounding the following topics, which relate to specific leadership positions:

• Social

• Service

• Professional Development

• Wellness

• Diversity

Every time your cohort wants to plan an activity or initiative, please connect with Student Services and your faculty liaison to make sure that the activity correlates with your leadership purpose and to make sure that you go through all of the proper channels to plan and organize the activity.

University Contacts

In addition to Student Services and your faculty liaison, you may need to contact different departments to get approval and support for your activity. Anytime you need to contact anyone in a university department, please make sure to contact the SS team first to make sure that your request will go to the right person. In addition, when using email, please cc sss@rm.edu so that the department is aware that you have been in touch with the SS team and so that the SS team can follow up with the department if you do not hear back from them.

As a best practice, please remember to be professional and detailed in your communication with university staff to ensure that any support or resources you need for your activity are available when you need them. Also, make sure to give university departments ample time to meet your request for an activity. Please see the sections below for specific instructions and timelines for each department.

Student Services

Remember to contact the SS team first when you are planning an activity, either during your leadership meeting or via email or in-person meeting. If you need to use funds for your activity, please fill out our event pre-approval form (see “Funds Request Process”) so that your activity can be approved before you make any purchases. SS will also help you coordinate who else in the university needs to be contacted about your event.

Reserving a Classroom

To reserve a classroom for your activity, please make sure to coordinate with your program coordinator if you will be using a classroom that is regularly used by your program. If you need to reserve a room on campus that is not used by your program, email registrar@rm.edu to make a reservation.

Operations

To request any university equipment, such as tables or opening a divider between classrooms, you will need to contact the Operations department. The best way to contact them is to email opshelp@rm.edu, which will create a ticket for Operations in the university ticketing system.

It

For any technology needs, if you will be holding your activity in a room on campus, please contact the IT department by emailing ithelp@rm.edu, which will create a ticket for IT in the university ticketing system.

University Marketing & Communications

Planning University Events

Events that only include your cohort or program will need to be approved by Student Services.

Events that include students and university personnel outside of your program and/or external guests need to be approved by Student Services and University Events 90 days in advance. To request university events approval, email events@rm.edu.

University Events reserves the right to deny requests not submitted within 90 days or those that do not abide by RMU values. University Events also has the right to suggest edits or make changes to better align your event with RMU values.

University Event Request

To submit a university event request, email events@rm.edu. Please use the subject line: University Event Request; [your event name]. The request should include the following:

• Your Name

• Your Cohort

• Your Contact Information

• General Event Description

• Event Date

• Time

• Location

• Audience

• Budget

• Purpose of Event

• Desired Outcome of Event

• Any additional information that you feel needs to be included

University Event Materials

Once an event is approved, you may submit a request to borrow University branded materials if needed.

To do so, please go the UMC Help Desk and click on the Branded Materials Request form. When submitting a request please indicate which items you would like to borrow and the date range that you will be in possession of it. If items are available during your requested dates, you will recieve confirmation with steps on how to pickup and return your items.

Please note, any items found damaged or broken upon return will be replaced at the expense of the borrowing program or department’s expense. If you borrow tablecloths, they must be dry-cleaned before being returned.

UMC reserves the right to reject requests if materials are returned broken or if the date range conflicts with other University events.

University Event Marketing

All events should be marketed for a minimum of two weeks prior to an event. Larger events must be marketed four weeks prior to an event.

Cohort Only Event Marketing Materials

Marketing materials for events that include only your cohort may be selfmade. However, these materials will still need to follow the RMU Style Guide and be approved by UMC.

To request approval of self-made materials, please submit a branding request through the UMC Help Desk. Upon submission, it may be requested to re-design or edit the artwork before approval is given. For flyers, once the design is approved, the UMC department will put the appropriate RMU logo on the flyer. The design may then be used and printed if applicable.

The review process typically takes two business days. Please submit designs ahead of time to account for any adjustments or revisions that may need to be made in order to meet branding quality standards.

External Event Marketing Materials

Marketing materials for events that include RMU students and employees outside of your program and/or external guests must be designed by UMC.

Once an event is approved, submit a Graphic Design Request to have marketing materials made to help market your event. Graphic design requests take 10 business days for a project to be completed. It may take longer depending on the scope of your project and the number of revisions that need to be made.

News on Loos

Events that include RMU students and faculty outside of your cohort may be marketed through the bathroom newsletter News on Loos.

If you would like your event marketed through this channel, please indicate this on your graphic design request.

Please note, News on Loos publications are printed bi-weekly. Materials must be completed prior to our print deadline in order to be included. Allotted space for News on Loos is on a first-come first-serve basis. However, UMC reserves the right to select the final content for News on Loos.

Digital Signage

Events that include RMU students, employees, and/or external guests may be marketed through the University digital signage.

If you would like your event marketed through this channel, please indicate this on your graphic design request. Digital signage is updated every week.

Apparel or Swag Requests

With approval from SS, cohorts may request and purchase cohort specific or general RMU branded apparel or swag.

RMU Branded Swag & Apparel

When ordering materials that require ONLY the RMU logo please follow the instructions below.

Once, approval has been granted from SS, cohort leadership will reach out to an approved RMU vendor. All swag items must be purchased through an approved vendor only. A list of approved vendors and their specialities can be found in the RMU Style Guide. If you have questions regarding vendors, please email mckinsey.kaanapu@rm.edu.

When working with a vendor, please determine which item you would like the RMU logo printed on. Please keep in mind that different items may require different logos based on the print size. RMU logos can be printed in full color and one color variations. One-color variations are often more affordable but your vendor will be able to give you pricing information on the number of colors printed.

Once an item has been decided upon, please send an email that includes both mckinsey.kaanapu@rm.edu and the vendor asking for brand approval. The vendor will then send a mockup to UMC for approval. Once approval has been given, your item will be printed and delivered as arranged with your vendor.

Please note that ordering items may take several weeks and many vendors are still experiencing supply chain issues. Please plan accordingly.

Specialized Cohort Branded Materials

When ordering materials that require a specialized design or anything more than the RMU logo, please follow the steps below.

Once approval has been granted from SS, cohort leadership will reach out to an approved RMU vendor. A list of approved vendors and their specialities can be found in the RMU Style Guide. All swag Items must be purchased through an approved vendor only. If you have questions regarding vendors please email mckinsey.kaanapu@rm.edu.

When working with a vendor, please determine which item you would like to order. For specialized items, the logo must still be present on the item in addition to the custom design. For instance, a custom shirt would include a customized design on the front of the shirt and the RMU logo on the sleeve. Please keep in mind that the cost often increases based on the number of print areas on an item. The cost also increases based on the number of colors being printed. RMU logos can be printed in full color and one color variations. Onecolor variations are often more affordable but your vendor will be able to give you pricing information on the number of colors printed.

Once an item has been determined, please submit a Graphic Design Request to begin your custom design. In the request, please include the vendor you are working with, a screenshot of the product, a description of the product, and the sizing restrictions from the vendor.

A graphic design request typically takes 10 business days but may take longer depending on the scope of the design, number of revisions, and your level of responsiveness.

Once a design has been approved, UMC will send the design to the vendor and request a mock-up of the item. Approval will need to be given by UMC before the item is printed. Once approval has been given, your item will be printed and delivered as arranged with your vendor.

Please note that ordering items may take several weeks and many vendors are still experiencing supply chain issues. Please plan accordingly.

Swag Fundraisers

Cohorts may purchase swag or apparel for fundraisers. This process happens on a case-by-case basis and must be planned a minimum of 4 months in advance. If you would like to do so, please send an email to store@rm.edu.