Officers Guide: Vice President

The Vice Presidents main job is making sure that the team gets everywhere it needs to go. Managing to make it affordable is the art of it. You are also responsible for acting as the voice of the President when s he is absent and cannot represent him herself. !verything else is just working with the President to make sure that everything concerning the well"being of the club happens in a timely and efficient manner. * Concerning Travel * : #ny time the team takes a trip as a team$ you M%&T fill out the following paperwork' o (lub Travel )oster *all those on the roster must have turned in a risk control form+ Must be turned in , days prior to leaving. o Trip Planning -orm *)e.uires / officer signatures$ doesnt matter which ones+ 0eeds to be in to (&# a week in advance. Make an effort to turn both of these in #T 1!#&T 2"/ weeks prior to your departure. -ailure to do so may result in the disbandment of the club. #lso$ the earlier these forms are turned in$ the more likely (&# *(lubs &ports+ is to accommodate your needs and work with you on certain things. This goes especially for scheduling different modes of travel and making large payments from the club. 3hen planning club travel there are 4 main issues you must consider' 5.+ 6otels 55.+ Transportation 555.+ Tournament -ees 5V.+ (alculating Price V.+ %niversity !7cuses 5.+ 6otels' Make certain that you contact the hotel and reserve the appropriate number of rooms for the team #T 1!#&T one month in advance. )ooms fill up fast *especially for tournaments like Temple+ and you want to secure the rooms as soon as possible to avoid last minute panic. 8Tip' &ometimes tournament hosts will arrange with certain hotels in the area for a special deal for those attending the tournament. #sk your hosts about this. 3hen contacting hotels$ provide them with the number of rooms you will need as well as the number of nights. 5f you have 29 or more rooms you should .ualify for special group rates$ but you must ask for the group rate *sometimes they will not give it to you otherwise+. 5f making a group reservation *29: rooms+ you must go through the &ales Manager of the hotel. ;o not waste your time talking to the desk clerk. #13#Y& #&< -=) T6! &#1!& M#0#>!)?

Make sure to reserve a room for your bus driver (if you have one). #sk if the hotel provides complimentary driver rooms. &ome do$ but not all @ and again$ if they do they will not always tell you unless you ask yourself. The hotel will re.uire a credit card number to hold your rooms$ but unless otherwise specified they will not use this number to charge you for your rooms. #sk about which forms of payment they accept *the club will probably either need to pay in cash or check+. Most hotels will ask that you pay in advance. 5t is usually easiest this way because it makes checking"in much faster$ but you need to be prepared to have all the money collected in order to do this. 5f needed$ it is often possible to schedule payment at check"out$ but make sure to ask the hotel first. You must ask the hotel if they have parking for charter buses *for Temple+. &ome have their own parking and some use designated lots some distance away *with a shuttle back and forth for the bus drivers+. -igure out which this is and whether or not *and how much+ they charge for bus parking. The hotel will also ask you for a )ooming 1ist of the people in each room. #ssign gender specific rooms and have this list ready for the hotel. 8#s far as the hotel is concerned8$ only four people are allowed in each room. #lso let them know the appro7imate time you will be arriving. Auality hotels we have used in the past for Temple are as follow' 6ampton 5nn @ (enter (ity 2,92 )ace &treet Philadelphia$ P# 2C29D */24+ EE4"C299 (ontact' <yha 3illiams @ &ales Manager Previous )ate' GC9 night (omfort 5nn @ 6istoric ;istrict 299 0 (hristopher (olumbus Blvd. Philadelphia$ P# 2C29E */24+ /,F"9F9C (ontact' Tosha ;avis @ &ales Manager */24+ E/D"DC99 *=ffice Phone+ */24+"E/D"9F// *-a7+ Previous )ate' G294 night

88These rates may be out of date. Prices change often.88 8883hen configuring club hotel prices$ please take into account that there is a 2HI ta7 on hotel fees *in most northern states+. #sk when making your reservation about the ta7 percentage$ as it varies from state to state.888 &pecial hotel trick' >oing to an event with only a small amount of peopleJ You can often find really great deals using a dot com service *personal favorite is <ayak.com$ as it includes several other dot com rates if you wish to see them+. These sites generally have good rates$ and when you only need a couple rooms$ it can save the club a lot of money. 55.+ Transportation' (harter Buses'

-irst of all$ in order to use any club budget money from (lemson *and we usually use it to pay for Temples (harter Bus+$ you must present -ike *Bill 3ooten+ with , separate .uotes from , different (harter Bus (ompanies. 5f you can only find / companies that have buses available$ you still must find a third and get that company to send a letter to -ike stating that they have no availability for your travel date. -ike will choose the cheapest rate and pay the Bus (ompany directly. Treasurer must also fill out a K)eallocation of (lub -undsL form and turn it in$ to put all club funding into travel e7penses$ if you are using your entire club funding for travel *and we usually do @ or come close to it+. &it down with the President and the Treasurer and figure out where you need your money. =nce you have the bus company that you want to use$ make sure you or (lemson *dependant on where the bus money is coming from+ signs the contract. 5n addition to the clubs destination$ the bus company will need a travel itinerary outlining departure and arrival times$ as well as any stops you may be planning to make. Make sure you have reserved a hotel room for your bus driver. #sk about bus V()s and ;V; players to see which is available. 5t is also a good idea to bring several trash bags for fencer trash onto the bus. 5t is also important to note that the bus will be passing through a number of toll roads$ so it is a good idea for the treasurer to have around G299 in emergency cash on them from the club account. This will cover tolls and any ta7i fees the bus driver might encounter. -ollowing are bus services we have dealt with in the past. (oach (harter is the service we have used every time so far and they have been wonderful. (oach (harter &ervice *FEH+ /HE"CDDD (ontact' &teve Previous )ate' G4$949.99 More buses' http' www.youngtransportation.com http' www.jeansbussvc.com http' www.championcoach.com Personal (ars' This is the easiest method of transportation simply because there is not really much to it. -ind people with cars and get them to agree to drive. This is$ of course$ best for tournaments relatively close *like the &#($ etc+. #tchison (harter &ervice Previous )ate' G4$949.99

)ental (ars' (ontact a service and make a reservation. ;rivers M%&T be at least /2$ and even if they are /2 there is an Kunderage feeL *for ages /H"/2+ that must be taken into account. 5t is also re.uired that your driver pay with a credit card. 5f you only have one person with a credit card *not a debit card+ you may list him her as the primary driver and get him her to put it all on his her card. To add drivers to that persons KaccountL costs a set fee per driver. &o$ if you can have all the drivers pay with their own credit cards that is the best cheapest way. Must have the club reimburse those who pay. &pecial car trick' You can also use the dot com trick here. >o under their K(arL section and enter the details of your trip. You should find great deals. 6owever$ if you want to pay the rental company using the (lubs credit card$ you will need to fa7 them information *a simple phone call will not suffice+. (all the company and work something out with them if this is the situation. 5f you need several cars$ try to save everybody from headache and rent them from the same location *i.e. company+ so there is no unneeded confusion with the cars. %niversity Vans' You must call the university motor pool and make your reservation. 5f they are available$ you must mark on the Trip Planning form that you wish to secure vans. ;o this #T 1!#&T a month ahead of time. ;rivers must be /2 and they will need to take a mini" course on driving the vans *basically " go watch a ,9 minute movie+. #sk the motor pool about fees. Make sure the club has more than enough registered drivers that have taken the mini"course? You dont want to be screwed when it comes time to travel and nobody is eligible to drive. #irplanes' This is probably the most complicated form of transportation. Make sure that$ when shopping for tickets$ you look at multiple airports in the area *>&P$ (harlotte$ #tlanta+. >&P is generally pretty e7pensive$ but you never know *most of its flights end up going through #tlanta anway+. &ecure tickets #T 1!#&T a month ahead of time or you will not get them. You can use websites to search *things like Travelocity$ =rbitN$ etc+ or call the airlines directly and see what you can do that way. The other option is to go through a travel agent$ but there is an additional fee you must pay your agent in that case. 3hen purchasing the tickets$ you will need the full names of every intended passenger as they appear on their drivers licenses. ;ouble check names with everyone. &ome people might actually be going by their middle name without you knowing it. (lemson.edus phonebook is often very helpful for this. You will also need the date of birth of all the passengers. You will need to arrange for transportation to the airport via personal cars and take into account parking fees at your airport *you can check the airport website to see what these

fees are+. #lso make sure the team packs according to airport safety regulations. #rrive 2" / hours early to check"in as problems can une7pectedly occur. Tricks of the Trade' o )egardless of the form of your travel$ make sure you print out all relevant directions for your trip *airport to hotel$ hotel to venue$ etcO+. #lso remember return directions. Make multiple copies *one for every driver+. o 5t is also a good idea to keep a notebook binder with you full of important phone numbers and addresses in case of emergency. Make sure all drivers have your phone number in case of car trouble. o 3hen making hotel or bus reservations$ do not be afraid to haggle. &ometimes it works$ sometimes it does not. 6owever$ the effort is worth it if it ends up working. 5n cases where you need different rates for instance *for buses+ or if youve shopped around at ,"H different hotels for rates$ inform one hotel of the rate that another gave you and ask them to match it. Take it back and forth. 5 hope that you can see how this sort of thing can workOPQP. 5t does take some friendliness and charm to pull it off well$ and if they give you resistance know when its just resistance and when they have put their foot down. You will get better at it as you go along. ;ont be shy. o #13#Y& ask for discounts. #13#Y& ask if there are group or student rates available. o Talk with the Treasurer President about the possibility for subsidiNation of trips by the club when configuring price per person. The cheaper the better. 5t is likely that there will be certain$ designated trips that will be subsidiNed *previously Temple and 053-#+. o &#V! #11 )!(!5PT&. #lways ask for a receipt. Make sure these get to the Treasurer? 555.+ Tournament -ees' These fees are different for every tournament. This is obviously not complicated$ but make sure you know the fee per person and consider those when calculating the price of the trip per person. 5V.+ (alculating Price' #dd up the total cost$ taking into account all fees$ ta7es$ discounts$ subsidiNations$ etc and divide that by however many people are going. Make sure the treasurer knows how much the club owes to each business *hotels$ car rentals$ etc+ and that s he can write those

checks *or have the cash ready+ at the appropriate time. 5t is your responsibility to make sure these checks get written and that they get where they need to go. You must also take into account when these businesses want to be paid. 5f it is before you arrive$ you must$ of course$ take up the money from the team sooner. That means you must have the total and a payment deadline ready sooner than that. Plan this out well? -or big trips$ like Temple$ it is generally considered a good idea to take up the fee in / payments @ the first *non"refundable+ covering the hotel costs of 2 person$ so that in case that person backs out of the trip for any reason$ you still have that money covered and the club doesnt have to cover the loss. -or this strategy to be effective$ you have to take the first payment up relatively early. Make sure those attending the trip are well informed of the payment total and deadline. # mandatory meeting is usually a good idea before every club trip. This ensures that people have no e7cuse for not having the information and makes it so you do not have to track people down to tell them. T6#T is 0=T your job. V.+ %niversity !7cuses You must start this process #T 1!#&T , weeks ahead of time. (ontact ;r. 3illiam Park by emailing him and include the following' o Tournament 0ame and 1ocation o ;ates and ;eparture )eturn Times o -irst and 1ast names of all those attending 6e usually tells you a date he will have them by and then will leave them on the desk inside his office for you. ;o not wait until a week before the event to get these e7cuse forms? Many professors re.uire e7cuses one or two weeks in advance. %se these e7cuses as incentive for people to attend the mandatory meetings before trips. >ive them out at the end of the meeting. * Speaking for the President* : The President is basically the hub of communication for any outside club contacts. & he is the representative of the club and is responsible for talking to other club organiNation leaders. 5f you go to an event$ where the President is not present$ act as his her voice @ go and introduce yourself to relevant leadership$ shake hands$ talk to him her. !ven if the President 5& there$ try to go with him her so that you are introduced as well. 5ts good manners and it gets our club name out there. 5t is also good so that in the future$ if the President is not there and you need to talk to this person$ s he has already met you once. 1ead the club in the absence of the President. 5f s he is not at practice @ you act in his her stead. &imilarly$ on trips you are considered the authority. You are the trip leader and you

are the one who is familiar with all the travel arrangements$ so work closely with the President$ keeping him her informed about travel plans. =ther than that$ you are basically the Presidents assistant. You are his her R/. & he may delegate tasks to you or ask you to do something special and it is your job to make sure these errands are accomplished. Most importantly$ even though you are not T6! authority all the time$ you are still a leader. !very officer is. 6owever$ you are the second voice of the president and all of your actions must be representative of the President and his her desires for the club. You must be practiced and prepared to take on leadership roles$ but remember that you must work with the President and the other officers$ and that even in his her absence you must consult him her before any large decisions are made. * Other Duties *: Shared et!een President and Vice President Managing the 1istserv' 6ave the &ecretary make a list of email addresses to be added to the listserv in the -all$ as s he collects risk control forms. These email addresses M%&T be (lemson email addresses. To send commands to the listserv$ address an email to listservSclemson.edu. 1eave the subject blank. You must be a listserv moderator to send commands to the listserv. To add or remove an email address from the listserv$ type the following in the body of the email. &pacing is important *just one space between sections+' #dd (lemsonQ-encers"1 user5; )em (lemsonQ-encers"1 user5; *(ommand$ 1istserv$ email"to"be"added+ You may type as many of these commands as you want into the body of one email. 6owever$ for each email address you add remove you will receive a single email asking you to respond with a confirmation *so if you add ,9 addresses$ you will have to confirm in ,9 separate emails+. 6it K)eplyL to each of these emails and type KokL to confirm. &end the reply and after that$ the person will be added to the listserv. !ach person you add remove will then receive a notification of their addition removal to from the listserv. Moderators will receive a copy of each notification as well. (hanging the Moderators of the 1istserv'

=rdering 3arm"ups'

Typically$ this should happen in the &pring semester. (ontact Boathouse &ports to obtain the pricing per item. They have our order on file. %se either Michael >reen or Mary Magrane as reference names for past orders for K(lemson -encing.L Present the pricing to the team and take up orders money. Place order. Make sure to allow for around , weeks after you place your order before you receive the warm ups. Boathouse &ports' Toll -ree' F99"FD4"2FF, Main =ffice' /24"H/4"H,99 -a7' /24"H/4"/9EF http' www.boathouse.com