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Planning Events. The Point. Explore the type of events that you can organise Develop understanding of how to plan an event Understand resources required.

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Presentation on theme: "Planning Events. The Point. Explore the type of events that you can organise Develop understanding of how to plan an event Understand resources required."— Presentation transcript:

1 Planning Events

2 The Point. Explore the type of events that you can organise Develop understanding of how to plan an event Understand resources required Find out about the support available Get some ideas going!

3 Why organise an event? Whats the main purpose of your event? Socialising / Networking opportunity Celebrating Achievement Fundraising Raising Awareness of the club Recruiting new members

4 What type of events can I organise? Fundraisers Recruitment & Give it a Go Trips Award Nights Ceilidhs Outdoor activities Film Nights Excursions Pub Quizzes & Club Nights Have we missed any?

5 Fundraisers Atrium presence events i.e. Dance-a-thons Pub Quizzes, acoustic nights – The Union Bake sales & toastie nights - Chaplaincy Sponsored challenges/events Bag packing, raffles (remember regulations!) Have we missed any? Contact: Book space in the Union by contacting Nick Manton at Book Chaplaincy space by contacting Joan Montgomery at Book a stall in the Atrium by ing your form from the website to (72 hours

6 Recruitment & Give It A Go Taster sessions Social aspect Welcoming and accessible Not intimidating or cliquey Mix returning members with new members Get a feeling of what the club is about Low cost or free to attract new members If you can, collect feedback at the end of event Contact: Student Activities & Volunteer Coordinator, Alban Dickson at VP Communities at

7 Trips What youll need: Submit Trip Planner form Ensure all participants are paid members – Insurance Ensure all participants pay a deposit before booking Book transport/accommodation well in advance (min. 1 working week) Book everything through the Union! Contact: Student Activities & Volunteer Coordinator, Alban Dickson, at Every form you need can be found on the website here

8 Film Nights N.B. License is needed unless an educational value can be proven or links to academic modules are evidenced. DO NOT publicise event until approval is granted (can take 3-5 days). What youll need: Submit request via to the Union Publicise event to members Book venue (using room booking form - min 72 hours notice) Contact: Student Activities & Volunteer Coordinator, Alban Dickson, at You can also contact macrobert to enquire about working with them for putting on films -

9 Ticketed Events Examples: SUDS plays, AirTV Oscars, International Ceilidhs, Annual Show, Colonels Ball (Paintball) ACS Moulin Rouge Night etc. What youll need: Submit Event Planner form, including event budget to the Union. Source venue, entertainment, publicity and tickets. Book everything through the Union Budget – based on cost and estimated attendance, decide ticket price and calculate break even figure (how many tickets do you need to sell not to make a loss?) Time line – how long are tickets on sale for, when do deposits need to be paid, when to publicise? N.B. take into account VAT at 20% when selling tickets as this will come off ticket income. Contact: Student Activities & Volunteer Coordinator, Alban Dickson at Marketing & Events Coordinator, Nick Manton at

10 Events on Campus Examples: Zombie Run, fun run, sports day, anything involving animals… What youll need: Find a secure space plans to the Union Submit a Risk Assessment form Contact: Student Activities & Volunteer Coordinator, Alban Dickson at Every form you need can be found on the website here

11 Promotion & Publicity Tools: Posters & Flyers Union boards & website Atrium Stalls Social Media Portal news Media Societies Digital screens Contact: Marketing Assistant, Lauren Kirk, at Book a stall in the Atrium by ing your form from the website to (72 hours Clubs & Socs and Sports Union printing computer Print facilities for up to A3 Colour printing available Mailboxes can help with orders over 50 pages or larger sizes, plus design. This will be covered in more detail in Marketing Your Club this afternoon.

12 Media Societies Air TV – TV Station Air 3 – Radio Station Brig – Newspaper

13 Resources What are your resources? Forms – get everything online Budget – make a budget Time – create a time line People – who can you count on? Skills - what do they bring to the table? Facilities – access to free facilities? Support – who can help? Contact: Student Activities & Volunteer Coordinator, Alban Dickson at VP Communities at Marketing & Events Coordinator, Nick Manton at

14 Exercise Plan an event of your choice using the event planner. Ensure event has a budget and create a timeline for the delivery. Choose three appropriate methods of publicity and explain who you would contact for help and why. 15 minutes


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