Event Planning & Risk Management

Timeline. 4 weeks until event  pick your event & date 21 days until event  Social Exception Form 10 days until event*  3 rd Party Vendor form 5 days until event  Non-alcoholic Event Form *(Business days, does not count weekend)

Pick your event.  Formal  Exchange  Philanthropy  Educational Program  Moms/Dads Weekend  Alumni Weekend

Pick your date. Think about the Semester Cycle. Week 1: This is gonna be great! Around week 3 : Where did all these tests come from!? Week 5: I think I’m getting a handle on all of this Week 8: Midterms… Week 12ish: I’m getting burnt out… Week 15: So close to the end!

Logistics. Who will attend the event?  Members only  Members & dates  List party  Multiple chapters  Parents or Alumni Where will the event be held?  On/Off campus  Downtown  Out of town

Fill out necessary forms. On Campus LINK  Social Exception with Risk management  Non-Alcoholic Event Registration NOT on Campus LINK  3 rd party vendor  Philanthropy & donations  Educational Programs

 Alcohol events  300 attendees or more  Parents/Alumni event without providing a list of birth dates  Anything that Violates Governance Statement When do I need to use the Social Exception form? Anytime you want to violate the Governance Statement.

Risk Management

 Attendees  Reputation  Facilities  Physical/Emotional What is risk management? identification, assessment, and prioritization of risks followed by the application of resources to minimize and/or prevent said risks

Attendees  Drinking too much  Underage drinking  Transportation  Injuries

Facilities & Equipment  Damage to bathrooms  Spilled drinks  Stolen property

Consequences  Tarnished reputation  Rumors  Fines/Consequences through FSL  Banned from Venue

Mitigations  Sober drivers to and from event venue  Sober monitors- 1 per 25 attendees  Security & sending people home  Security Officers – 1 per 100 attendees  Venue or Contracted  Wristbands  IDs  Drink limit