You have a great event idea– you have the funds needed, picked the perfect date and have started writing a press release. Everything is just freaking awesome! Until your university finds out.
Suddenly you have miles beyond miles of red tape to work through. Those assholes! How dare they make your life infinitely more difficult with all their silly rules and regulations?!
We’ve all been there. While we all get that paperwork and the likes are in place for a reason, dealing with university authorities can be a hassle, to say the least. However, it’s important to maintain a good relationship with these people, no matter how stupid you think the hoops they make you jump through are.
It is inevitable that at some point during your school year, as a group leader, you will have to interact with these people, be it in person or over email. Below are a few tips to keep in mind while doing so, to make your life easier and to make the people who grant you permission, happier.
1. Know how your university works. For example, at my school, you need several forms filled out and signed by officers for fundraising, to spend money, to hold an event, to travel somewhere, or to breath (practically). While it can get annoying, I’ve made myself knowledgeable about each and every form so whenever I need to do something, I know where to start.
2. They’re busy too. While it can be incredibly annoying to have to run around getting a bazillion different forms signed in between classes and a job, keep in mind that whatever university officials you’re dealing with manage this process everyday- with hundreds of students orgs. It’s stressful for EVERYONE.
3. Kiss up. Hello! Being the teachers pet works. Each university handles things differently– maybe you’re lucky enough to only need a single signature, or maybe your every move is monitored. Either way, try to kiss a little you-know-what. Do they need to find a certain phone number, or get a form faxed over to your speaker? Offer to do it for them. By going above and beyond during the legwork of your event, or even just being willing to do so, your group will be remembered as incredibly helpful, which will benefit you at some point- I guarantee it.
4. Give everyone enough time. As soon as you know details, fill out whatever paperwork you need to. Don’t wait! Give any university office plenty of time to process things. Not only will this cut down on stress levels for everyone, but they’ll be grateful, meaning next time, when you DO wait until the last minute (on accident, of course) they’ll be more willing to cut you some slack.
Every school is different, which means only you know what works best for your group during the beginning processes of an event, but by being responsible and doing things the right way no matter what those things are, you’re likely to build bridges, and not burn them.