Organization Resources

Room Reservation
To book a room on campus, you must go through the Event Management Office.  They are located in Madison Union 245.  They can be reached by phone at (540) 568-6330. A few members of your organization can become Nuts & Bolts certified through the Event Management/Scheduling office; this certification allows those members to reserve rooms on campus. Club officers should be familiar will all the Event Management policies.

Advertising
There is a free resource for Student Organizations to help you promote your club’s events called the Club House. There are numerous supplies such as poster board, banner paper, paint, a copier, computers, glitter, button machine, etc. The Club House is located on the second floor of Madison Union (upstairs from TDU) and is available to any organization that is recognized as active by the Student Activities & Involvement office. Other forms of advertising include bulk emails, mailbox stuffing, Grafton-Stovall movie slides, posted flyers, Warren Kiosk advertising, The Breeze, Potty Mouth, chalking, info tables, sandwich boards, and table tents. Information about how to publicize in these ways can be found on the Event Management website.

Merchandise
Whenever you sell/give away merchandise on campus (ex. t-shirts, stickers, CD’s), your clubs is required to gain approval from Student Activities & Involvement. This approval must be gained before making ANY and ALL merchandise, regardless of the purpose or if it will be sold. To receive approval, simply fill out the Merchandise Approval Form and turn it into Student Activities & Involvement for the appropriate signatures. Please allow up to 10 days for approval. If you plan to use the JMU name / logo / mascot / landmarks / etc. on your merchandise, please note that these items are trademarked. In order to use a trademarked item, you’ll need additional approval and you must utilize a licensed vendor. A licensed vendor is a company that has gained approval from JMU to print these trademarks. The list of approved vendors changes monthly; for the most updated list please click for a Local List or an Internal Link

Off Campus Events

If you are traveling off-campus with your club, there are some greater risks involved. Here are some forms that you can use as templates for such occasions:

• SAMPLE Student Assumption of Risk Certificate
• SAMPLE Statement of Proposed Activities and Risk
  
• SAMPLE Emergency Contact Form

These forms are not required by our office, but instead are here as resources to protect your organization in case of emergency 

Contract Policy
Please do not sign any major contracts, as you can be found individually responsible for paying the amount due. The Student Activities & Involvement office can review and sign major contracts for your club.

Contract must be brought to Student Activities & Involvement prior to it being signed by performer.Staff in the Student Activities Office will prepare contract by striking necessary clauses and/or attaching the JMU Addendum and a W-9.Student group will get notified that they can pick up the contract and must mail it to the performer and get and ORIGINAL SIGNATURE IN BLUE INK.After performer or agent has signed contract, students must bring back contract to Student Activities & Involvement for final signatures and then the contracts will be signed within 3-5 business days and groups notified to pick it up.Group must mail a fully executed contract to performers/agent, once all signatures have been obtained.This whole process can take up to two weeks.Please read and follow JMU Policy 4101: Contractual Agreements: Student Clubs and Organizations.

Holiday Display Application
The university receives requests to allow recognized JMU Student Organizations to display symbols of religious and other holidays on campus. The Holiday Display Policy & Application is intended to provide space for such displays by recognized Student Organizations in designated spaces in areas outside adjacent to the Madison Union and Festival Conference and Student Center.

Shine Bright Like a Duke Dog
Students were shielded from the rain by a glowing Festival lower drum last Friday, September 1st, at Student Activities and Involvement’s Dukes After Dark! Colorful and white flashing lights shone from all around the glow-stick filled room. However, the atmosphere was not anything like a claustrophobic rave. The music was loud but not too loud, and the only one who could probably feel the bass pounding in his chest was the DJ himself.

Altogether, the environment felt more like a relaxing hangout spot, unless you were dancing by the stage or in a heated game of air-hockey. Not much seemed to be different about the usual Festival; the games, DJ setup, food, lights, and (free!) tank-tops were simply added to the dark area. “It’s always nice to put on something for students to introduce them to JMU,” Jordan Todd, the Organizational Development Graduate Assistant of Student Activities & Involvement said. “And on a Friday night it gives them the chance to relax, mingle, and get some free food.” As many may know, Dukes After Dark was originally meant to be held on the UREC turf field, but Festival might have been a better idea in the first place. There were places to sit around, hang out, and eat everywhere in the lower drum, as opposed to the open field; most of the attending students took advantage of the useful indoor space. No one was sitting the whole time, though. When more popular songs played, the stage would fill with freshmen dancing their hearts out. Attendees also explored around with five or more glow-sticks around their necks and glowing halos on their heads, taking advantage of every activity they could. What could be better than foosball, air-hockey, dancing, and corn-hole? I’ll tell you: colorful light-up versions of those. Although there were mixed feelings about the chosen DJ, there was not an unhappy person in the room. (Even the people working the event had fun!) In the words of a passing glow-stick covered girl, “This is actually really cool.” So many others seemed to agree with the mysterious glowing girl. Many of the attendees weren’t sure about coming but were glad they did. Wrapping up the thoughts of many, Alyson Sisson, a freshman nursing major who spent her time dancing and playing foosball with her suitemates, said, “I didn’t know what to expect.” A giant light-bright that everyone could change around definitely wasn’t something they’d expect. They could’ve expected the classic JMU letters photo-opp, but who doesn’t love that? Silly poses with friends and hanging your free tank-top around your shoulders to look tough never gets old. Even though Student Org Night wasn’t held before this event as planned, excitement about learning about JMU’s clubs was still present. Attending students who are already involved on campus were interested in joining more clubs too. Sisson is already part of Young Life and her suitemates Delaney DelGallo, psychology major, is in Dance, Sarah Hall, IDLS major, is in Soccer, and Erin Dennis, kinesiology major, is a part of Intervarsity. As these and many other students look forward to being involved in more clubs, DelGallo cheerfully said, “I’m waiting for Student Org Night.”