Event Planning

1.5 Events Coordinator 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.

Cell: ResTel:

 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

House President Floor-Reps/ FYEA Communication with Dons/RLC Ultimate responsibility for event FYEA BookingsMaterialsPromotion You will distribute work; but remember, ultimate responsibility is yours

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

 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)

 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

 Book all rooms/fields necessary  Rooms in residences and Leonard Field are booked through Event Services: Website:  Event Services is FREE  They also provide chairs and tables  For a gym booking, go to the ARC front desk

 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 Sodexo or 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

 Mandatory forms:  Pre-Event Planning form  PAAF Form  Available on Extranet

 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

 Review everyone’s tasks before the event starts  Be visible  Ensure appropriate staff to student ratio

 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?

 Don’t forget clean-up as part of event  Event Services will charge you!  Floor reps can assist with this

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

 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!

Take a few minutes to think of events for your house, any traditions and inter-house possibilities!