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SESSION 5: Introduction to Event Planning Zoë Buckland, Sports Officer

SESSION 5: Introduction to Event Planning Zoë Buckland, Sports Officer. Introduction & Context.

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SESSION 5: Introduction to Event Planning Zoë Buckland, Sports Officer

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  1. SESSION 5: Introduction to Event Planning Zoë Buckland, Sports Officer

  2. Introduction & Context • An Event Planning Pack must be completed for any and every event/social where there is some element of financial (selling tickets), reputational (external speaker) or physical (dangerous sports!) risk. • Events cannot go ahead, and expenditure will not be permitted on events that have not been passed through this process. • I am working with Ant, the Societies Officer, to cut bureaucracy, so this process will hopefully be simplified by the time you go through it.

  3. Event Planning Packs • Event Planning Packs can be found herewww.warwicksu.com/execresources/forms • You must complete all forms in the pack (usually 3-4 of them). • Completed packs should be submitted to Indy.Sanghera@warwicksu.com and saved in a “Handover folder” on your computer to pass to next year’s exec. • Once submitted, Indy will call you in for a meeting with the Event Planning Committee where questions will be asked and the pack may be approved.

  4. Documents within the Pack • Planning Pack • Financial Planner • Event Ticketing Form • Tech Hire Request Form (where appropriate) • Trip Registration Form (where appropriate) • External Guest Speaker Form (probably not appropriate – more for societies)

  5. Planning Pack • Basic details required for the front page • If you lack information for any of the fields, email Indy.Sanghera@warwicksu.com before submitting • For some packs there will be a checklist on the second page. Follow this through step-by-step and you can’t go wrong! • Risk Assessment is the most important part.

  6. Financial Planner Here’s the place to show us your budget. I’ll go through tips for what to consider when filling this in – you might want to take notes now!

  7. Financial Planner • Does the event break even at 65%? • Is sponsorship money confirmed? • Are club funds acceptable for number of attendees? • Is there a minimum number? Always ask the venue this! • Can you cut costs? • Student band performing • Cheaper menu • Don’t print tickets • Reduce decorations budget

  8. Financial Planner • Is travel included as a fixed cost? (It’s not a variable cost). • Have you set aside enough money to publicise the event? • Have you factored in security/stewarding costs? • What are the “other entertainments”? • No gift for the organisers! • Maximum of half bottle of wine per person for balls • Good practice to include a contingency in the budget

  9. Financial Planner • Have you run the event before? • What was attendance like last year? • If you have increased capacity, then how has attendance been at your other events this year? • Does the date clash with any other big events? • You can check this on the white board in the Resources Room • Finally, is the ticket price acceptable for what you are providing?

  10. Event Ticketing Form • Needs to be completed where tickets are being sold on the SU website. • Create the Event beforehand using the Admin Tools. • NEED account name and code • Contact Paula.Thomas@warwicksu.comif you don’t know them • Include any special requests (do you want purchasers to give their dietary requirements upon purchase? etc.). • Return to vas.stylianos@warwicksu.com • 5 days before sale date!

  11. Other Forms All other Forms in the pack are straight forward. • Any questions on the process, contact Indy.Sanghera@warwicksu.com

  12. More Tips Quotes • It is important to obtain quotes for all aspects of the event and to include them in the pack. • BUT you must not make any financial commitments. VAT • When getting quotes, don’t forget to find out if your quote includes VAT. Contracts • It is also important that you do not sign any contracts before your event has been approved, and certainly don’t pay any deposits. • If the Event Planning Committee hasn’t signed off your event, you could end up personally liable for the costs because you signed!

  13. When do we submit these? Deadlines • Balls – Week 8 of Term One • Tours – Week 8 of Term One (or one term before) • Trips – 4 weeks before The Event Planning Committee meet on Tuesdays 14:00-15:30and Wednesdays 10:00-11:00.

  14. *End of session* Note down any questions you may have now, and we’ll have time to go through them during the Q&A at the end. SESSION 5: Introduction to Event Planning

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