Graduate Student Group Leaders Training 2015 Event Planning

Event Planning Overview Programs & Events: Aims Event Planning Guidelines Procedures Resources Budgets & Claims Health & Safety Marketing & Promotion Events Check List Template Event Evaluation Examples & Group Leader Ideas

Group Events & Programs : Aims & Objectives Directly enhances studies Leadership development & opportunities Team building Networking Foster sense of learning and engagement Promote sense of “community” Have fun !

Event Types Social / Community Building Professional Academic Educational Recreational Sports On & Off Campus (e.g. Trips)

Event Planning Guidelines Objective / Concept of the Event – who aimed at ? Day / Date / Time of Event ? Venue : indoors or outdoors ? Indoors – how do I book ? Outdoors – weather ? Public amenities Accessible Logistics – electrical power, AV , support. Security Remember : Feasible Organized (structure/volunteers) Flexible Preparation – plan with deadlines & assign roles. Attention to detail. Memorable : MC, unique, surprise Evaluate

Event Planning Procedures Bookings : 5 working days Student Center : scbookings@kaust.edu.sa Main Campus : paul.bennett@kaust.edu.sa N.B. Mention : AV & Catering Harbor Sports Club : recreation@kaust.edu.sa Marina / Boats : Paul or Eman Catering : 5 working days Global Kitchen : Eman & supplies from Big Tamimi Snacks/beverages : Mary (cc Paul) Tamimi Catering : Paul or Mary

Event Planning Timelime Major Events 6 Months to One Year Student Group Events Plan each semester : min. 1 event per semester Start Planning : 6 to 8 weeks in advance & meet Advisor/Graduate Events team Finalize Logistics / Room Booking : 3 Weeks Day Before/Of Event : Meet Graduate Events team – finalize set up & logistics

Resources : Student Center Fellowship Hall Conference Rooms x 6 Global Kitchen Recreation Room Music Room Sound System / Karaoke Video camera Quiz buzzers Event Support Staff x 3 Transportation : 7 working days Art Room : stationary , printing , display boards etc. Computers : 7 days notice

Budgets & Claims Expenditure – what are the costs of the event ? Equipment Staff ? Stationary Catering Printing Audio Visual Transportation Other costs ? Claims Original receipts Via Stipend Payment Authorization

Health & Safety Risk Assessment Control of Hazards – signs etc. Electrical power Fire Exits First Aid Emergency Number : 911 / 02 808 0911 Photography & Videos Sign In Sheet &/Or Contact Details esp. trips

Marketing & Promotion Student Life Forum Graduate Affairs Weekly Bulletin Graduate Students Facebook Posters & Flyers : printing 5 working days Printing : 2 working days If Group Event include logo etc. Communications : e.g.merchandise, tshirts etc. : via Paul TV & LED Screens on Spine : 7 days notice Prizes Remember : If people don’t know about it, they won’t come.

Event Evaluation List of Attendees Comments Sheet : positive/negative comments De brief meeting – esp. if field trip Store documents : Student Life Forum How can we improve ?

Examples & Ideas Kick Off Meeting Ice Breakers Workshops Spouse Events & Married Couples BBQ Movie Nights Treasure Hunt Karaoke / Bandoake Master Chef Welcome to My Food/Country University Quiz Poster Competitions Photography Competition INDIVIDUAL OR GROUP/TEAM EVENT ?

HOMEWORK : YIKES ! Plan an event or activity Present in 3 minutes Work as a Team : Workshop, Poster Comp. Work as an Individual : Own Idea To Be Held : April , May , June 2015 Remember : Commitment & Ownership

Thank You & Questions