Events Planning Putting fun first

What makes a successful event? Flipchart?

Step 1 Outline Planning Why are you running the event? What sort of event will you run? When will it take place? (what else is going on?) Who will be involved/coming? Where will it take place? How will your event become a reality?

Create a spreadsheet with expected costs and income Step 2 Budgeting Create a spreadsheet with expected costs and income Make sure ticket sales cover costs if you aren’t covering the costs Don’t forget VAT Make sure you know when suppliers want to be paid Follow UDSU procedures (your Treasurer can help) Make it spread far! Second hand, recycled – also environmentally friendly! 

Fill in your Events Proposal Form and Risk Assessment (2 weeks before) Step 3 Health and Safety You have duty of care Fill in your Events Proposal Form and Risk Assessment (2 weeks before) First aid Food Safety

Step 4 Marketing Be creative, generate ideas Focus on your aims and objectives Remember to plan it well in advance (designs take time) Consider a brand identity Rough plan has to become an action plan Work with your committee to achieve your goal Ensure you consider marketing with REGARDS HAVE FUN!!!!! Race and ethnicity Economic disadvantage Gender and gender identity Age Religion and belief Disability Sexual orientation

Step 5 Operational Planning List the tasks to be completed Allocate tasks to individuals Plot a realistic timeline Create an event plan for the night Remember that before and after the event administration and communication are key to your success Ethical suppliers Using public transport for small groups

Use the Event Evaluation Form to help you Look at what went well Step 6 Evaluation Use the Event Evaluation Form to help you Look at what went well and what didn’t Doesn’t have to be complicated This is a great tool for handover!!

Excel is King! (or Queen!) To plan crucial timings for the event (including UDSU event form) Work backwards from the event building in clear lead-in times Diary planning: clash with other events? Draw up detailed activity plan with real time scales

SU Venues The Academy Blends Book well in advance Covering costs - Bar staff - Security

Club Social Events Walkabout have first refusal on all AU social events which occur on Thursday or Sunday evenings No club operating through the AU may seek sponsorship from any competitor of Walkabout including but not exclusive to nightclubs, bars, restaurant or pubs in Derby

Society Social Events Societies are able to seek sponsorship for venues other than Walkabout However, you must ensure that any agreement is approved by the Students’ Union before you sign on the dotted line You cannot run events that are in direct competition with our affiliated student nights on Monday or Wednesday. Venue audit – on its way!

Using Accessible Venues It’s important to recognise that not all of your members may be able to access every venue. It’s also important to ensure you’re breaking down barriers to student activities. Respecting that not everyone has the same social needs and everybody has different ideas of what they find fun

Thank you for listening! Any questions? Thank you for listening!