MCLA’s clubs and organizations play an essential role in creating and maintaining a supportive community at our institution. This guide, compiled by Student Engagement and Student Government, is a comprehensive set of guidelines and resources to help clubs and organizations develop a presence on campus and create meaningful experiences for students.
The Student Government Association (SGA) Office serves as a central space for Student Government and all of its associated clubs and organizations.
Location & Hours
Campus Center, Room 316
Monday – Friday 8:30 am - 4:30 pm
SGA GENERAL MEETINGS:
Mondays 7:00 pm - 9:00 pm
*To use the SGA printers, email firstname.lastname@example.org with the information and schedule a pickup with the Student Government Office Staff.
The host is responsible for picking up and returning all pieces of equipment they
borrow before and after their club event. If equipment comes back missing or broken,
the club may be responsible for purchasing a replacement with their budget.
Fender Kit PA Systems: A Fender Kit may be checked out from SGA through the Equipment Rental Form. The Fender Kit is a portable PA system that a club can reserve to play music at their event.
SGA iPad: An ipad may be checked out from SGA through the Equipment Rental Form for use for club fundraising. Clubs must have an approved Fundraising Request Form completed prior to reserving the ipad along with the Apple Square reader to collect funds.
All other media needs for club/org meetings and events on Campus should be included in the non-classroom or classroom reservation request and by emailing media services at email@example.com. Please note that Media Services usually does not support events past 9pm at night.
SGA Office Appointments: Bookings
Appointments need to be scheduled through SGA Office Reservations for purchasing and setting up meetings with office staff. Clubs will also be able to reserve the space to have meetings, make banners, or pick up and drop off supplies.
All meetings with the SGA Office Manager, Programming Assistant, and Office Assistants can be scheduled in person and virtually.
Clubs are encouraged to select a meeting platform/space that allows all members to attend. This includes meeting virtually, in person, or in a hybrid fashion. This is a wonderful way to conduct club meetings, executive board meetings, general meetings, one-on-one meetings, or club events.
Meeting or Hosting an Event Virtually through Microsoft Teams
The College encourages the use of the Microsoft Teams platform when a group is hosting a meeting or event virtually. SGA is encouraging groups if they choose to host virtual meetings to use the Colleges supported platform. SGA will not support additional funding for any other virtual platforms unless a specific need arises.
Microsoft Teams can do the following to make your virtual meeting more productive:
For more information, contact MCLA Tech Help for instructions on using Microsoft Teams. Please visit the section on “Presence” for further information on how to connect your event/ meeting with your club account.
Meeting or Hosting an Event In Person
Clubs may meet or host an event in person if they can find a space that meets their occupancy and set-up needs. Masks remail optional around campus and individuals should decide to wear or nto wear masks based on their personal choice.
To meet in person, clubs must go online to book their desired space* on campus. Reservations for all college spaces need to be submitted either through the Non Classroom Space Request Form *this form can be accessed on your MCLA portal page under the "Forms" tab or through the Classroom Request Form *this form can be accessed using the link or also on the MCLA portal page under "Forms."
To see if the non classroom space you would like to book is available, please check here. If you wish to see if a classroom space is available before booking you may reach out to the Registrar’s Office at 413-662-5216. Please refer to the Classroom Space Request Form to view each classroom setup.
Please refer to the Non Classroom Space Request Form to view occupancy and set up for each available room this semester. If you are booking an event such as a movie night, dance, or a larger scale program, prior approval from the Student Engagement Office will be needed. Please email Jenn Labbance, firstname.lastname@example.org to schedule a meeting.
Documenting Engagement on Presence
All in-person and virtual meetings and events need to submit the following on Presence:
Submitting these will help both SGA and your club to document the level of engagement in your meetings or events. SGA may also consider these documents during the budget process.
Please refer to the additional resources on this SGA Club Resources page below that provides more information on how to submit these. You can also contact SGA Office Manager Amanda Schuler, email@example.com for more information and questions about Presence.
Advertising your club/organization on campus is a great way to recruit members, promote involvement, and network with our community members. Look below for information on the many ways to advertise at MCLA.
The purpose for tabling for clubs/organizations is to help market your event, host a fundraiser, informational, etc.
Tables can be booked for clubs/organizations in the Campus Center Marketplace, the Bowman Hall 1st floor lobby, or outside on the Academic Quad. All tables will need to be reserved through EMS under the Non Classroom Space Request Form at least a week in advance. (This form can be accessed on your MCLA portal page under the "Forms" tab. To see if the space you would like to book is available, please check here.)
When reserving a table, please note that you are only booking one table at a time. If your club/org feels they need more than one table, you will need to fill out multiple forms.
Considerations when choosing a table location:
|Campus Center Marketplace||
Tables are located in the middle of the Marketplace, outside of the Centennial Room.
The recommended times to table in the Marketplace are during:
Lunch: 11:00am - 2:00pm
Dinner: 4:30pm - 7:00pm
When your group arrives to set up, please make sure you find your assigned table (if tables have been assigned).
If your club/org is planning to host an event in the Marketplace that may need additional space or tables, you will need to convey those needs when filling out the booking form.
|Bowman Hall 1st Floor Lobby||Tables are located in the lobby and can be seen immediately upon coming into the 1st floor entrance from the quad.|
Tables are located in predetermined spots across the Academic Quad.
These tables are considered weather-permitting events. In the case of inclement weather, your table will be canceled.
Bulletin Board Postings
There are many bulletin boards located across campus that have spaces for clubs/orgs to post approved flyers. To post on campus bulletin boards, the club/org must submit flyers to the Student Engagement office for approval.
***See Flyer Guidelines below for information on how to create and print your flyer through SGA.
Bulletin Board Posting Process:
Number of Postings Needed:
Postings 8.5x11 in. or smaller
Postings larger than 8.5x11 in.
*Flyers will be posted by the Student Engagement staff for no more than 2 weeks at a time. Please make sure you submit your flyer at least a week before the event to give the Student Engagement Staff enough time to post the flyer on the bulletin boards around campus. Flyers given to the Student Engagement Office within 1 week or later of the event date, the office cannot guarantee flyers will be posted to properly advertise your event.
***To have flyers printed, SGA clubs/orgs must email the SGA Office Manager with their flyer and state the size of the flyer and if they want them printed in color.
All printing is free for clubs.
There are several monitors around campus that regularly display digital flyers. To post on the monitors, email your flyer in a jpeg or png format to firstname.lastname@example.org.
Banners are a great way to market your club/organization in the Campus Center Marketplace.
MCLA Events App
If you would like your event to be added to the MCLA Events App, email Tom Spiro, email@example.com to receive instructions.
Purchasing Items For Your Club
All SGA-affiliated clubs/orgs are encouraged to use their pre-approved SGA budget for purchasing items for their meetings and events. If you have questions about your SGA budget, please look at your clubs Presence site or contact the SGA Treasurer.
Hiring for Specific Needs and Services
Clubs and organizations may wish to hire MCLA students or vendors outside of the institution for an event. This can include roles such as DJs, speakers, poets, magicians, comedians, van drivers, and tech services.
Prior to requesting services from a current MCLA student or an outside vendor, please contact the SGA Office Manager, Tom Spiro. or the SGA Programming Assistant.
To hire current MCLA students
For more information, please visit the MCLA Student Employment website.
To hire outside vendors
For information on how to fill out a Contract for Services; click here.
Any club or organization on campus may raise funds by selling goods or hosting a profitable event. This can be a great way to strengthen your club’s presence on campus and raise money for future endeavours. Fundraised monies for a club/organization will need to be spent/used within the academic year that they are raised.
Prior to running/hosting any fundraising events or efforts, clubs and organizations must complete the Fundraising Form. This form will need to be completed and approved at least 1 month prior to the anticipated fundraiser date.
Examples of fundraisers include but are not limited to the following:
Once the fundraiser has been approved by all the appropriate departments, groups should then follow the event booking procedure and event guidelines (see sections “Meeting or Hosting an Event In Person” and “Campus Tabling”).
Bake Sale Fundraisers
Please note these specific guidelines for bake sale fundraisers.
Ways to Collect Funds
REMINDER: All funds collected must be turned into the SGA Office Manager at the end of each day.
Clubs and organizations may choose to run a giveaway or offer prizes and gifts as part of their meeting or event. This can be an engaging way to promote involvement in your club, incentivize attendance to an event, or simply make an event more enjoyable for its attendees.
Information on Giveaways, Prizes, and Gifts
|Definition||Spending Limitations||Notes & Guidelines|
|Giveaways||Items given away for free as a way to market MCLA, promote a club, and/or to recruit potential new members.||The individual cost of each item purchased for a giveaway should not exceed more than $5.|
|Prizes||Items given as a reward to the winner of a competition or in recognition of an outstanding achievement.||While there is no limit on the amount a club may spend on a prize, they should be mindful of how much they are spending and strive for creativity.||When giving a prize, a list of winners and their signatures needs to be submitted to the SGA Office the day after the event where the prize was given.|
Items given to a person without payment (a present) for recognition.
|The only spending limitation is for gifts given to MCLA employees, which may not exceed $49. This amount has been determined by the state of MA for state employees.||It is recommended that gifts are within reason. Please refer to your club or organization’s
budget when planning to purchase gifts.
(Sometimes a simple thank you note is enough!)
Any items given as part of a giveaway, prize, or gift cannot contain prohibited items as outlined in the Residence Life & Housing handbook (e.g. candles).
Gift Cards are not currently allowed to be purchased for college sponsored events.
Clubs and organizations can use funds to provide snacks, refreshments, and prepared food from local restaurants for students during meetings and events. We recognize that food brings people together and is a factor in building community.
Food can be purchased with the SGA credit card with club funds by filling out an Expenditure Request Form in Presence and booking a time to use the credit card under the SGA Office Reservations.
Clubs may also purchase food items from stores such as Big Y, Walmart, etc.
Catering from Aramark
Follow the below process when ordering through MCLA (Aramark) to cater a campus event.
Catering from a Local Restaurant
Follow the below process when ordering from a local restaurant to cater a campus event.
Student organizations may sponsor films or shows of other media on campus, provided they comply with all copyright regulations.
Guidelines for Showing Films & Media
Private vs. Public Screenings
An individual personally invites a few friends over to watch a movie or a TV show that’s no longer available on TV. They buy or rent a DVD or Blu Ray disc from the store or a digital video file from an online store and show the film or TV episode in their home that night. This is considered a private home screening.
An individual or group who hosts a meeting/gathering, creates a public Facebook event, or hangs posters to invite others (residents from their residence hall, members of a department or student organization) to watch a movie. This is considered a public screening and infringes the copyright of the movie or TV show the individual is showing.*
*The ONLY exception to this is in the case of face-to-face classroom instruction by a faculty member for a registered academic course. The faculty member may show the film/movie outside the normal class period (at night for example), however, it is only for those students who are registered for the class. Acceptable attendance for films in which the copyright is not purchased only includes students registered for the class, the instructor, and guest lecturer(s). The movie must also be shown in spaces that are designated for instruction; therefore, library screening rooms, residence hall or program house lounges, meeting rooms, or other function spaces do not qualify. A faculty member cannot show it for their class AND open it up to the rest of the campus – in that case public screening rights must be purchased. Freel Library resource to showing films within the classroom.
Resources for Screening Public Media
Freel Library: Our library has obtained public screening licenses on some titles available through the catalog or online resources with the following requirements. Questions on library resources can be directed to the Freel Library Staff.
Netflix Educational Screening of Documentaries Information
*The Freel Library does have an existing relationship with Kanopy, Docuseek, Swank, and Alexander Street and can help with the logistics of getting titles from those distributors.
Please contact the Student Engagement Office to learn how to obtain movie licensing. Email Jenn Labbance, firstname.lastname@example.org.
There are a few different types of dances or concerts that can be hosted by clubs and organizations on campus, each of which has different definitions and requirements. If an organization is interested in hosting one of these, please read the different types of options below before moving forward.
A1. This is a dance that would only be open to MCLA students and no outside guests.
A2. This dance would only be for club members, no other MCLA students or non-MCLA guests.
This dance would be open to all MCLA students and their approved guests with proper guest passes from Public Safety or an RA.
This is a concert where an artist of any musical type is performing on campus.
For further questions, please contact the Student Engagement Office.
For more details regarding the planning of a dance, please review the Dance Protocol Packet.
All students participating in off-campus trips are required to complete the MCLA Travel Waiver. Please email April Wright with any questions.
Taking trips off campus* either around the Berkshires or beyond is a great bonding experience for clubs/organizations. Please read this section for guidelines for travel. These rules represent some, but not all, of the guidelines that clubs/orgs are expected to follow when planning a trip.
The timeline for booking a club/org trip can take up to 3 weeks from start to finish. Please be prepared to plan and book early!
*Any student participating in a college sanctioned trip must abide by all MCLA institution policies regardless of location.
Please note that transporting students to off campus events in personal vehicles is prohibited.
Below are a variety of options for how to transport your club/org members to an event.
MCLA Van Booking Process
Students are encouraged to become van drivers for their club/organization. If the club/org does not have any approved Van Drivers or any willing student who is participating in the trip, they may have to pay for a certified student to drive.
To become a certified van driver, students must be at least 20 years old with 2 years of driving experience. Interested students need to contact Public Safety at 413-662-5284 or visit them at 277 Ashland Street.
Hiring a Van Driver
For more information, please visit the MCLA Student Employment website.
Clubs may decide to or be required to rent Enterprise vehicles if MCLA vans are not available (due to booking unavailability or the nature of the destination).
The club/org will need to use club funds to pay for the rental vehicle(s), as well as gas and other expenses.
Please note that the college follows the Enterprise age and driving requirements for those driving the rental vehicle.
Chartered Bus/School Bus
Chartered Bus/School Bus Booking Process
While it is not required that clubs provide meals for their attendees, they may choose to cover certain meals on a trip.
If a trip's duration is longer than 4 hours, clubs/orgs may provide funding to partially cover or fully cover a meal. It should be noted that if a club/org is covering certain expenses already (e.g. ticket to a concert or other venue tickets of admission), the club can ask members to fund or bring their own food.
If clubs/organizations are providing food for attendees, the club/organization must submit a list of those students to the SGA Office Manager. If the club/organization wishes to provide food for their trip advisor, prior approval from the VP of Student Affairs much be received.
Overnight/Conference Travel Trips
This type of trip needs to be coordinated with the SGA Office Manager, Tom Spiro email@example.com and the Student Engagement Office.
Planning for a conference or overnight trip should be planned at least 2 months before the anticipated trip.
To reserve the SGA Office for a club service please fill out the
Please print and submit any and all forms to the SGA Office Manager, Amanda Schuler, in the SGA Office (Campus Center 316) or send via email.
Club Sports Participation Agreement
Co-Sponsorship Form Clubs-Clubs
Fundraising Activity Application
These are informational, step by step, instructions on how to fill out MCLA/SGA forms. These forms are for clubs and organizations to efficiently process payments and requests.
Submitting an Expenditure Request on Presence
Submitting Meeting Minutes on Presence
A club or organization meeting is one of the most important and most frequent events each group will hold. Due to that it is critical that the meetings be useful and effective for all the members. Meetings help to set the tone, standards and expectations for the group but can sometimes be counterproductive.
Everyone dreads attending a meeting if it is going to be boring, unproductive, or will last too long. With a bit of preparation and advance planning, meetings can be extremely successful.
Meetings have many purposes. They give members a chance to discuss goals and keep updated on current events of the organization. They provide an opportunity for the group to pull resources together for decision making. In addition, meetings provide an opportunity for members to come together and get to know each other. Careful planning and thorough follow-up can help make the meetings successful and productive. It is the club secretary's job to record and submit all meeting minutes through Presence and to take attendance, see videos below.
After the Meeting
Parliamentary Procedure is a set of rules for conducting a meeting. It allows everyone to be heard and make decisions without confusion. It means democratic rule, flexibility, protection of rights and a fair hearing for everyone. Given its nature, parliamentary procedure can be adapted to fit the needs of any club or organization.
For a detailed set of rules, consult Robert’s Rule of Order and Parliamentary Procedure at a Glance.
Interested in being on the E-Board of one of your clubs? Well there are two important items to keep in mind while deciding.
1. Think about why you want the position. What can you bring? This will help you develop your ideas and goals for the position
2. Consider all the commitments you already have. Do you have the time to commit to the position? You can write out your commitments and the approximate time they will take in a week. This will help you determine if you have the time for the basics of the position in addition to all the extra work you’d want to do to accomplish your goals.
Add new people to your club roster on Presence using the video below.