Events Planning

Guide

2014-15

1 | P a g e

ContentsStudent Engagement Team........................................................................................................................ 3

Planning an Event............................................................................................................................................ 4

Time:.................................................................................................................................................................... 5

Event date:......................................................................................................................................................... 5

Audience:............................................................................................................................................................ 5

Marketing:......................................................................................................................................................... 5

Work together:................................................................................................................................................ 6

Organised:.......................................................................................................................................................... 6

Realistic:............................................................................................................................................................. 6

Knowledge:........................................................................................................................................................ 6

Venue:.................................................................................................................................................................. 6

Price:.................................................................................................................................................................... 6

Room Booking....................................................................................................................................................7

Event Funding.................................................................................................................................................... 8

Risk Assessment Form –Example...........................................................................................................9

Risk Assessment Form – Fill Out..........................................................................................................11

Freedom of Speech....................................................................................................................................... 12

Who has to apply?....................................................................................................................................... 12

Event Information........................................................................................................................................ 13

Fundraising Events...................................................................................................................................... 16

Terms and Conditions................................................................................................................................ 17

Fundraising Form......................................................................................................................................... 19

2 | P a g e

Welcome!The aim of this guide is to give you, as a society committee, all the knowledge on how to organise a successful event or activity on University of Wolverhampton or the Students’ Union’s premises. Being a committee member of a society is a very important role, but it is also important to be given the right help, guidance and support. This is where the Students Union’ is here to help you! Please take a couple of minutes to read through this hand out and understand how an event should and shouldn’t be organised. If in any doubt please do contact your Student Engagement team over in the Students’ Union.

Student Engagement TeamThe Student Engagement Team is here to help you in any way possible. Our aim is to help you and your team to get the best experience in planning an event and a successful outcome. If you are unsure or need any clarification then please do come and talk to us; you are not alone. We would be more than happy to assist you where possible and help you consider all the potential options when organising your event.

3 | P a g e

Planning an Event

Planning an event is amongst one of the most exciting things a society will do throughout the academic year, but it’s important to do it right!

How do I organise an event? This is one of the many questions you will ask yourself when trying to figure out how to organise an event, what do you include? Who does what job? When’s the deadline? Is this possible? STOP! Breathe, it’s not that daunting!

Organisation is the key! When planning an event, it is always beneficial to sit down as a group and brain storm all the possible ideas and work through them logically. You should always try and consider the following diagram of TEAM WORK:

4 | P a g e

TEAM WORK

Time

Event Date Audience

Marketing

Work Together

Organised

Realistic

Knowledge

For the most important things which many students fail to consider are the:

Things you may want to consider:

If the TEAM WORK is there, you can’t go wrong! We all know one person alone cannot take on the responsibilities of each individual so why not delegate the roles to each committee member?

Time: When planning an event it’s very important you give yourself enough time so there are no last minute let downs. If you give yourself enough time the chances are you would have covered all the relevant things, even the small details, which you might have missed out had you not planned your time before hand. The small details may be what make the event from good to fantastic! (Keep an eye out for detail). We recommend a good 3 weeks would be a sufficient length of time for you and your team to work together and cover all the possible tasks. Create a list of what needs doing and set yourself deadlines!

Event date: Many students in the past have picked a date for their event, without checking or doing their research and unfortunately the event could not happen. Set a date for the event and check if that date is available, if yes that’s great, if not at least you have the time to rearrange! Doing your research is crucial!

Audience: Do you know your targeted audience? It’s always beneficial when organising an event that you know who your event is being targeted at and how you can work towards getting the message across more effectively. Do you have a rough idea of how many people are going to attend the event? It is important to know how many people will be attending so you can facilitate for them all. Ask for confirmation of their attendance so you get a rough idea of how many people will be attending.

Marketing: For a successful event it’s always beneficial to get the marketing strategy right from day one. Are you considering posters, leaflets, pull up stands, word of mouth, sending out emails, using the screens or even doing lecture shout outs? Promote your event in good time so there is enough time for your audience to know what is going to happen on a particular day at a particular time. Get the word out!

5 | P a g e

Price Venue Success

Work together: A successful event is only ever successful if there is team work. Everyone’s ideas are valuable and should be voiced! You never know which one who everyone agrees with. You can put your ideas together and delegate a task to each member. Not only are all the tasks being tackled at the same time, but each task is being done to the best of the person’s ability, this way each task is given priority!

Organised: Stay organised! If you know what you are doing and there is a clear structure, then the chances you are doing it right! There is no hurry to rush into completing tasks, take your time, think about it and consult with a team member if in doubt! Set yourself mini deadlines that work well around your own personal commitments.

Realistic: When organising an event, keep your ideas realistic. Consider what your options are; think what is likely to happen and what isn’t so possible. Research the facilities the Student’s Union can provide you and then think of a way you want the event to be organised. This way there is no last minute let downs only because you did your research in great time. (Think before you decide!)

Knowledge: Know what your event is about. It’s crucial for each member in the team to know and understand the key purpose of the event you are organising. Ask yourself the 5w’s individually or as a team. (Brainstorming is always helpful).

- What is it that you are trying to achieve, the final outcome? - Who are you trying to get the message across to?- Where are you holding this event, is it in the Students Union or elsewhere?- When are you thinking of holding the event?- Why? Why is this so important? What are you aiming to achieve as a team or as an

individual?

Venue: Do you and your team know where the event is going to take place? It’s important you decide this so you know whether the venue is available or not. This way you would have a clear picture of how you can use the space available appropriately.

Price: May students in the past have failed to consider this requirement of the event. Avoid this! Ask yourself first are there any costs involved in organising the event and if so how are you going to meet these costs. Think carefully about the spending budget, is it necessary and/or are there any alternatives? The societies can always apply for the Society support fund for any financial help. Ask your Student Engagement team for further assistance if unclear, they would be more than happy to help! (See page 8 for further assistance).

6 | P a g e

Room Booking

Many societies when organising events book rooms within the Students’ Union or the University of Wolverhampton. The Societies are welcome to use the Activities Boardroom, venue and the lounge provided there are no existing bookings. There are also several rooms within the University, which again, if not already booked, societies can use.

If you would like to book a room within the students union you will need to fill out the ‘Room booking form’, which can be accessed at the Students’ Union reception. It is advised you give us a minimum of 48 working hours’ notice prior to the event to make suitable arrangements (if necessary).

However, if you would like to book a University room then please email the SU engagement team at suengagement@wlv.ac.uk who will then book an available room for you. You will need to give a minimum of 5 working days’ notice, and if the room is available you will then receive confirmation that the room has been booked. If the preferred room is unavailable then we are happy to make alternative suggestions to help you with your event.

If you are unsure of what room would be suitable for your specific event then please do come and talk to one of the Student Engagement Team members, who will sit down with you and discuss all the options available, e.g. are there any additional equipment’s that would be needed, how many people would you need to facilitate with etc.

7 | P a g e

Event Funding

Have a strategy! If you are organising an event on a big scale or even on a small scale the chances are there is going to be money involved somehow. If your event has money involved it’s always beneficial to get the demand before the event; sell the tickets before hand which will work towards the funding of your event. This way you have a clear plan how your event is going to meet the finical requirements and the deadline for the payment(s).

For instance:

If you hire out a hall for an evening event for 50 people and it is costing £200 and you sell a total of 40 tickets for the price of £10 each:

By selling the tickets at that price, you have met the financial requirement of hiring the hall for £200 and avoided any payment delays. AWESOME! On top of that you have made additional £200 for the society. FANTASTIC!

However, if for unforeseeable circumstances you have been unable to meet the financial requirement for the set deadline then this is where your students’ Union Engagement department can step in to help you. You will need to apply for the Society Support fund (ask any member at the Students’ Union Engagement team for the application form or alternatively download from the Su’s societies webpage) explaining why you are requesting the sum. Your application will be reviewed and the Student Engagement team will get back to you within 2 working weeks from the date you hand the application form in. Please do submit the application form to the engagement department in good time before the event to avoid any last minute delays or confusions!

8 | P a g e

40 10 £400

To organize an event at the University or Students Union it is important a risk assessment form has been filled out before the event takes place. Below is an example of how to fill out a risk assessment form but if still unsure please contact any member of the Student Engagement team who will be more than happy to assist you.

9 | P a g e

Risk Assessment Form –Example

10 | P a g e

Please do keep in mind this will need to be filled out before the event takes place and handed into the Students Engagement Department for approval.

11 | P a g e

Risk Assessment Form – Fill Out

12 | P a g e

Freedom of Speech

When organising an event, Freedom of Speech is a vital section which you must consider at all times. The University of Wolverhampton has a Freedom of Speech policy set in place which the Students Union and Societies must follow.

Please read the Freedom of Speech policy before making an application as this policy provides information about the application process. Once your application has been submitted, the University Registrar and Secretary will consider your application and advise whether it has been accepted.

Who has to apply?The following must apply for permission:

Any individual or body of persons wishing to hold on University premises (including any premises used by the Students’ Union) any meeting or other event covered by the Code of Practice. In particular this covers any such meeting or event to which any speaker who is not a governor, student, member of staff or officer of the University is invited;

to which any member of the public is invited; or which is organized by an individual or body of persons other than governors,

students, staff or officers of the University;

If you fill any of the criteria above, and wish to hire University accommodation for meetings or other events covered by the University’s Code of Practice on Freedom of Speech, you must complete a Freedom of Speech Form in addition to booking the required accommodation and associated services. You will then need to return the application form by POST to:

FOS ApplicationsOffice of the University Registrar and SecretaryMA BuildingWulfruna StreetWolverhamptonWV1 1LY

This form must be submitted no less than 14 days before the meeting.

Please go onto the following link to get access to the freedom of speech form: http://www.wlv.ac.uk/default.aspx?page=16883

If you wish for any further assistance please do have a look at the University of Wolverhampton website link for more information http://www.wlv.ac.uk/default.aspx?page=16883 . If you have any queries about Freedom of Speech, you can contact the team on ours@wlv.ac.uk or ask any member of the Engagement team for help.

13 | P a g e

Event Information

If you would like any kind of assistance with organising an event or in doubt about anything then please let us know what your event is about, all the exciting things you have planned and how you are going to arrange it so if necessary, we can be of assistance. Please note all sections of this questionnaire are required to be fully completed by anyone wishing to hold an event on campus. Please try to give us as much information as possible.

What is the name and type of event?Event Name: Event Type:

What is your event about?

What is the date and time of the event? Please indicate the start and finish times where appropriate.

Date: Start Time: End Time:

What is the Campus and Location of the event? (I.e. campus [Please circle the campus], room number or area)

City University Room details: SU Room details:

Walsall

Telford

Who is making the request for the event? (I.e. Faculty, Department, Society or a Student)

14 | P a g e

Please provide as much information as possible

Please provide the full contact details:

Contact name, e-mail address and extension number of the person making this application: (Please provide an alternative contact number and name if we are unable to get in touch with the first contact):

1 st contact details:

Name: ………………………………………………………………………………………………………………………………………….

Email Address: ………………………………………..................................................................................................................

Telephone number: ………………………………………………………………………………………………………………….

2 nd contact details:

Name: …………………………………………………………………………………………………………………………………………..

Email Address: …………………………………………………………………………………………………………………………..

Telephone number: ………………………………………………………………………………………………………………….

What is the maximum number of people attending the event? (Please circle the correct box)

10 - 20 20 - 30 30 - 40 50 - 60 60 - 70 70 - 80 80 - 100

Are any of the following activities planned (please tick the relevant one)

Activity Yes NoThe performance of a playAn exhibition of a filmAn indoor sporting eventSociety BallsA performance of live musicAny playing of recorded musicA performance of danceEntertainment of a similar description

Live music, recorded music or danceCharity EventEnd of year party

Do you intend to invite members of the public? If yes, please state how this will be done e.g. by external advertising.

Details of external member:

Name of External member:

Email address:

15 | P a g e

Telephone number:

How this will be arranged/advertised:

Do you intend to sell tickets or charge an entrance fee with a view to making a profit?

Yes How you will you arrange this? Please provide a small description of any potential ideas.

No

Fundraising Events

Fundraising events are a fantastic way to get together and raise money for a chosen charity, so let’s get creative! Remember to always keep receipts as evidence.

16 | P a g e

Do you know what charity you are going to help?

Terms and Conditions1. In these Regulations, unless the context otherwise requires:-

• ‘Collection’ means a collection of money or a sale of articles for the benefit of charitable and the word ‘collector’ shall be construed accordingly• ‘Chairperson’ means a person who causes others to act as collectors and may only be the Chairperson of a ratified UWSU society. • ‘the licensing authority’ means UWSU• ‘permit’ means a permit for a collection• ‘contributor’ means a person who contributes to a collection and includes a purchaser of articles for sale for the benefit of charitable or other purposes

17 | P a g e

Have you done your research about the Charity?

Do you know where you will hold the event?

Have you considered how you will advertise the event?

The SU has Terms & Conditions you must follow! These can be found on the following page.

Use your initiative to get the best possible outcome.

Have you thought about the venue you will be using for the fundraising event?

Be enthusiastic when fundraising so people can engage with you and understand the purpose of the fundraising event.

• ‘collecting box’ means a box or other receptacle for the reception of money from contributors.

2. No collection shall be made in area within the University of Wolverhampton unless a Chairperson has obtained from the licensing authority a permit.

3. Applications for a permit shall be made in writing not later than one month before the date on which it is proposed to make the collection, provided that the licensing authority may reduce the period of one month if satisfied that there are special reasons for so doing.

4. No collection shall be made except upon the day and between the hours stated in the permit.

5. The licensing authority may, in granting a permit, limit the collections to such streets or public places or such parts thereof, as it thinks fit.

6. (1) No person may assist or take part in any collection without the written authority of a Chairperson and being named explicitly on the permit.

(2) Any person authorised under paragraph (1) above shall produce such written authority forthwith for inspection on being requested to do so by a duly authorised officer of the licensing authority.

7. No collection shall be made in a manner likely to inconvenience or annoy any person.

8. No collector shall importune any person to the annoyance of such person.

9. While collecting:-

(a) A collector shall remain stationary; and

(b) A collector or two collectors together shall not be nearer to another collector than 25 metres; provided that the licensing authority may, if it thinks fit, waive the requirements of this Regulation.

10. No Chairperson, collector or person who is otherwise connected with a collection shall permit a person under the age of 18 years to act as a collector.

11. (1) every collector shall carry a collecting box.

(2) All collecting boxes shall be numbered consecutively and shall be securely closed and sealed in such a way as to prevent them being opened without the seal being broken.

(3) All money received by a collector from contributors shall immediately be placed in a collection box.

(4) Every collector shall deliver, unopened, all collecting boxes in his possession to a Chairperson.

18 | P a g e

(5) The Chairperson on receipt of sealed boxes shall submit them unopened to UWSU immediately.

(6) The Chairperson shall arrange with UWSU a convenient time for both parties to undertake a count of the collection

12. A collector shall not carry or use any collecting box, receptacle or tray which does not bear displayed prominently thereon the name of the charity or fund which is too benefit nor any collecting box which is not duly numbered.

13. (1) Subject to paragraph (2) below a collecting box shall be opened in the presence of a Chairperson and the Student Engagement team;

(2) As soon as a collecting box has been opened, the person opening it shall count the contents and shall enter the amount with the number of the collecting box on a list which shall be certified by that person.

(3) Once the count has been completed UWSU will make payment to the elected charity directly on behalf of the Chairperson.

14. (1) No payment shall be made to any collector;

(2) No payment shall be made out of the proceeds of a collection, either directly or indirectly, to any other person connected with the promotion or conduct of such collection for, or in respect of, services connected therewith, except such payments as may have been approved by the licensing authority.

18. Any person who acts in contravention of any of the foregoing regulations shall be liable to the disciplinary procedures of UWSU and the University of Wolverhampton.

Fundraising Form

Society Name: Collection Date: Charity Collection for:

Box No. Collector Sealed by Opened by Amount Collected

19 | P a g e

Count conducted: Count witnessed by: Society Chairperson: Student Engagement: Amount to be submitted to charity: Payment made to society:

20 | P a g e