1. Organising Events and Dinners 2015/16

2. What does this include? Bag Packs SU Events Dinners Bake Sales Sporting Events (Tag Rugby Tournament)

3. Venue For all events, the first thing you should do is check the Venue availability. Sporting Venues: Karl Swales k.swales@yorksj.ac.ukk.swales@yorksj.ac.uk SU Cafe: Dave Tait d.tait@yorksj.ac.ukd.tait@yorksj.ac.uk SU Foyer: Matt Allton m.allton@yorksj.ac.ukm.allton@yorksj.ac.uk Tickets and Buckets: Harrison Rimmer h.rimmer@yorksj.ac.ukh.rimmer@yorksj.ac.uk They all need to know the following: When? Where? What? How much? Who for (You or charity, if charity you must enclose the charity number) What equipment you need and how much? – If you need extra chairs in the SU ask at porters lodge

4. Risk Assessments Every activity you engage in MUST be risk assessed. Training has been given to the H+S Officer Work alongside H+S Officer to build the Risk Assessment Send the Risk assessment to Karl (k.swales@yorksj.ac.uk)k.swales@yorksj.ac.uk This, dependant on the activity, will be approved and your activity will go ahead. We should receive this before you do anything else.

5. Planning Ensure you do an action plan Delegate Staff can help you do this Work together as a committee Do everything in good time

6. Communications When using participants from other Sports and Societies, communication is paramount. Facebook Twitter Emails Again, all in good time.

7. Marketing This should be done about 1 month before the event – Get it in the Sports and Societies Calendar (a.williams@yorksj.ac.uk)a.williams@yorksj.ac.uk – Inform Sports and Societies at the forum – Posters around campus (NOT ON GLASS) Make them clean and straight to the point with all vital information – Facebook Event – Speak to Chairs / Captains

8. Budgets for Dinners YSJSU EXAMPLE DINNER BUDGET 2014/15 2015/16 (Projected Awards £ 210.00 Venue FREE Club Colours £ 90.00 Meal (£25 p/p x 20) £ 500.00 Gifts for Leavers £ 200.00 DJ £ 250.00 Welcome Drinks £ 200.00 Photographer £ 50.00 Paid from Private Accounts £ 500.00 TOTAL £2,000.00 £ -

9. The Actual Event One person be in charge of the event Ensure everyone knows what they are doing on the night Assign role: – Door / Ticket staff – Participant Assistance – Compere – Treasurer – DJ booth person (ask Dave regarding staff for that) – Assistant / General helping staff

10. Action Plan TaskNameDeadlineDate Completed Venue Awards Marketing Budget Gifts DJ Club Colours Transport Welcome Drinks Photographer Meal

11. Task Undertake a SWAT analysis of the event – Strengths – Weaknesses – Opportunities – Threats Take one event you are planning for this year and complete an action plan