November 11, 2015

Student Groups

Miscellaneous Links

Planning an Event

Planning an event at Williams in actually quite simple. The Office of Student Life, located on the second floor of the Paresky Center, is a great resource to help students through this process.

To plan an event at Williams, there are a few steps to take and forms to fill out:

  • An event needs to be registered using this online form.
  • A funding form should be filled out (the common application for a variety of sources is here).
  • The group’s treasurer should attend the necessary funding meetings in advance.

If there are any questions regarding this process, please e-mail Benjamin Lamb in the Office of Student Life.

Additionally, to receive reimbursements for specific items:

  • Students need to fill out the voucher request from Accounts Payable.
  • Please then tape the appropriate receipts to a 8×11 sheet of paper.
  • Paper-clip this sheet to the voucher request form and deposit in the Treasurer’s mailbox located in in the Student Activities Resource Center on the second floor of Paresky.

Room Reservations

Click here for the Williams EMS system. You can use it to reserve rooms on campus for rehearsals, meetings, study sessions,  or any other kind of event you can think of! Here’s how to reserve a space:

  1. Log in with your unix and general Williams password.
  2. Hover your mouse over “Reservations.”
  3. Click on “Room Request.”
  4. In the left-hand sidebar, enter in the date and time you want to reserve the space for. Choose the building from the drop-down menu. Enter the expected attendance of the event. Click “Find Space.”
  5. To get more information about the space, click on the space’s name. To reserve the room, click on the green + sign to its left.
  6. Make sure the date and time are correct, then click the yellow “Continue” button.
  7. Enter in the requested event and contact information.
  8. Click “Submit Reservation.” You will get an automated confirmation email, and a follow-up from the Office of Student Life if they have any questions for you.

Don’t forget to fill out an Event Notify Form! More information about event planning is coming soon.

Forming a New Student Group

1. Students who wish to form a new student organization must first fill out this form. If possible, please submit with it a draft Constitution for your group using the Student Organizations Constitution Template. If you would like help with this, let us know.

2. Upon receiving the completed form, Maria Heredia (SOC chair) will schedule a meeting with leaders of the new organization within the week to discuss the application and any relevant concerns. During this meeting, SOC will also go over resources available for the new organization such as EMS booking, publicity strategies, funding for activities, etc.

Prior to this meeting, please be sure to note that there are no existing student organizations that are significantly similar to your proposed organization, as this will make it difficult for the SOC to make a positive recommendation to College Council. Should you have questions or need assistance, the SOC is prepared to help promote dialogue between the proposed and existing student organizations and see if both parties’ needs can be met within the existing framework.

3. The proposed group must also hold an interest meeting that is open to the whole student body and is advertised through WSO, Daily Messages, and other platforms.

4. Following the completion of the previous three steps, the proposed group must submit a constitution and Student Interest Petition to the Student Organizations Committee. Student Interest Petitions must consist of the signatures of at least fifteen (15) students who would value the presence of this club on campus. Constitutions can be emailed to Maria Heredia (mfh1@williams.edu) and petitions may be dropped off in the SOC mailbox in the SARC.

5. After receiving all completed paperwork, the SOC will then make a recommendation to College Council regarding the approval of the proposed group. The leadership of the proposed group will be contacted prior to the College Council meeting at which a vote will be taken to approve or deny the request. This will be done in a timely manner, within one to two weeks of the receipt of all paperwork and the completion of the previous four steps.