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Welcome to MCRC’s:

Welcome to MCRC’s: . Event Planning. Events coordinator. 1.5 Events Coordinator 1.5.1 There shall be an Events Coordinator who shall: ...

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Welcome to MCRC’s:

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  1. Welcome to MCRC’s: Event Planning

  2. Events coordinator 1.5 Events Coordinator 1.5.1 There shall be an Events Coordinator who shall: ... (iii) be responsible for and facilitate the execution of two major inter-house events per term open to participation by all houses (at the discretion of the house council), including but not limited to: a Montreal trip, a semi-formal and a dodgeball tournament. (iv) facilitate inter-house events by acting as a resource and central contact for House Presidents and Facilitators; (v) be responsible for the promotion and execution of the MCRC Skip-a-Meal program once per term; (vi) be responsible for the coordination of MCRC staff events; (vii) be responsible for the coordination of MCRC alumni relations; (viii) be responsible for all marketing and promotional functions of the MCRC; and (ix) manage MCRC event resources including but not limited to equipment bookings and sustainable event supplies.

  3. Events coordinator Email: events@mcrcweb.org Cell: 613-770-3217 ResTel: 613-533-8391

  4. REVIEW • 3 events per term • Keep consistent with community standards • No drinking, no excessive noise and must be accessible and inclusive • Budget and allocate wisely • Share responsibility amongst House Council

  5. You will distribute work; but remember, ultimate responsibility is yours

  6. steps • 1. Decide on an event • House Council Approval • 2.Prepare for event • Room Booking • Materials/Food arrangements • Informing dons and RLC and the MCRC executives • 3.Promote for the event • 4. Run the event • 5. Clean up • FORMS • Pre-event planning form • PAAF

  7. Planning and Budgeting • Make an initial budget for your potential 6 events • Allot for miscellaneous/ unexpected costs • Review budget with House Council • Decide on events as a team (what, when, where)

  8. HOUSE ALLOCATIONS • Approximately $7 per person Addy/Ban Righ – $1299 Gord-Brock - $2800 Chown- $1444 Leonard - $2538 Leggett - $2345 Upper Vic - $3028 Watts - $1488 Lower Vic - $3168 Morris - $1531 Wally - $1689 McNeill - $1286

  9. Prepare for event • Book all rooms/fields necessary • Rooms in residences and Leonard Field are booked through Event Services:Website: http://eventservices.queensu.ca/Email: event.services@queensu.ca • Event Services is FREE • They also provide chairs and tables • For a gym booking, go to theARC front desk

  10. Preparing for event Cont’d • Inform the RLC, dons, and executives • Can help with promotions and avoid conflicts • Buy all the materials and food necessary • MCRC has 2 projectors available • Food can be ordered from Sodexoor through delivery from restaurants (you have to fill out a form) • Any Guests need to be booked in advance • Devise a plan in advance on roles for individuals for the duration of the event

  11. Event Related FORMS • Mandatory forms: • Pre-Event Planning form • PAAF Form • Available on Extranet

  12. Promoting the event • You can do this by many means: • Floor reps • Dons • Posters • Facebook • Be creative! • Create the event on Extranet • Ensure to also promote where and when tickets are being sold • 2 people must be present at booths at all times (at least one has to be MCRC staff) • Consider waivers depending on the nature of the event

  13. Running the event • Review everyone’s tasks before the event starts • Be visible • Ensure appropriate staff to student ratio

  14. Planning gone wrong! • Always have a Backup Plan • Examples: • If you booked the field and it starts raining what would you do? • You were running a food event and you run out of food what do you do?

  15. Cleaning Up • Don’t forget clean-up as part of event • Event Services will charge you! • Floor reps can assist with this

  16. Some tips... • Make your first event as soon as possible (soon after Frosh week) • Remain organized –Set and e-mail a timeline and due dates for tasks among the council • Get the first-years involved • Make sure inclusive • Have a variety of events

  17. House Traditions • We strongly encourage you to continue these traditions, which have worked consistently in the past • Leonard Bowl • Wally Cup • Morris Mug • All Girls Crown Jewels • And Many more!

  18. Inter-house events

  19. Planning time • Take a few minutes to think of events for your house, any traditions and inter-house possibilities!

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