1. Graduate Student Group Leaders Training 2015 Event Planning

2. 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

3. 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 !

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

5. 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

6. Event Planning Procedures
Bookings : 5 working days
Student Center :
Main Campus :
N.B. Mention : AV & Catering
Harbor Sports Club :
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

7. 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

8. 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

9. 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

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

11. 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.

12. 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 ?

13. 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 ?

14. 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

15. Thank You & Questions