1. Events Planning
Putting fun first

2. What makes a successful event?
Flipchart?

3. 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?

4. 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! 

5. 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

6. 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

7. 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

8. 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!!

9. 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

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

11. 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

12. 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!

13. 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

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