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Introduction to Event Planning

Introduction to Event Planning. Ant Scott Societies Officer. Introduction & Context. An Event Planning Pack must be completed for any and every event/social where there is some element of financial (selling tickets), reputational (external speakers) or physical (breathing fire) risk.

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Introduction to Event Planning

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  1. Introduction to Event Planning Ant Scott Societies Officer

  2. Introduction & Context • An Event Planning Pack must be completed for any and every event/social where there is some element of financial (selling tickets), reputational (external speakers) or physical (breathing fire) risk. • Events cannot go ahead, and expenditure will not be permitted on events that have not been passed through this process. • I ran on a manifesto to cut bureaucracy, so this process may be simplified by the time you go through it.

  3. Event Planning Packs • Event Planning Packs can be found here. • You must complete all forms in the pack (usually 3-4 of them). • Completed packs should be submitted to Indy.Sanghera@warwicksu.com and saved in a “Handover folder” on your computer to pass to next year’s exec. • Once submitted, Indy will call you in for a meeting with the Event Planning Committee where questions will be asked and the pack may be approved.

  4. Documents within the Pack • Planning Pack • Financial Planner • Event Ticketing Form • External Guest Speaker Form (where appropriate) • Tech Hire Request Form (where appropriate) • Trip Registration Form (where appropriate)

  5. The Planning Pack • Basic details required for the front page • If you lack information for any of the fields, email Indy.Sanghera@warwicksu.com before submitting • For some packs there will be a checklist on the second page. Follow this through step-by-step and you can’t go wrong! • Risk Assessment is the most important part.

  6. The Financial Planner • The bit with all the numbers! • Take notes!

  7. The Financial Planner • Does the event break even at 65%? • Is sponsorship money confirmed? • Are society funds acceptable for no. of attendees? • Is there a minimum number? Golden question! • Can you cut costs? • Student band performing (Big Band)? • Cheaper menu • Don’t print tickets • Reduce decorations budget

  8. The Financial Planner • Is travel included as a fixed cost? (It’s not a variable cost). • Have you set aside enough money to publicise the event? • Have you factored in security/stewarding costs? • What are the “other entertainments”? • No gift for the organisers! • Maximum of half bottle of wine per person for balls • Good practice to include a contingency in the budget

  9. The Financial Planner • Have you run the event before? • What was attendance like last year? • If you have increased capacity, then how has attendance been at your other events this year? • Does the date clash with any other big events? • Can check this in the Resources Room • Finally; is the ticket price acceptable for what you are providing?

  10. Event Ticketing Form • Needs to be completed where tickets are being sold on the SU website. • Create the Event beforehand using the Admin Tools. • NEED account name and code • Contact Indy.Sanghera@warwicksu.com if you don’t know them • Include any special requests (do you want purchasers to give their dietary requirements upon purchase? etc.). • Return to vas.stylianos@warwicksu.com • 5 days before sale date!

  11. Other Forms • Other Forms in the pack are straight forward. • Any questions on the process, contact Indy.Sanghera@warwicksu.com

  12. Other tips Quotes • It is important to obtain quotes for all aspects of the event and to include them in the pack. • BUT you must not make any financial commitments. VAT • When getting quotes, don’t forget to find out if your quote includes VAT. Contracts • It is also important that you do not sign any contracts before your event has been approved, and certainly don’t pay any deposits. • If the Event Planning Committee hasn’t signed off your event, you could end up personally liable for the costs because you signed!

  13. Other tips Deadlines • Balls – Week 8 of Term One • Tours – Week 8 of Term One (or a whole term before) • Trips – 4 weeks before • Summits, Festivals and Forums – Week 8 of Term One (or a whole term before). • The Event Planning Committee meet on Tuesdays 2pm-3:30pm and Wednesdays 10am-11am

  14. Introduction to Event Planning End of session Note down and questions you may have now, and we’ll have time to go through them during the last session.

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