+ Society Events Training Societies Guild Executive 14/15.

+

Society Events Training

Societies Guild Executive 14/15

+Society Events Big and Small!

• Workshops & Talks• Performances & Exhibitions • Balls• Competitive Events• Conferences • Socials• Demonstrations & Screenings• Fundraisers• Quizzes• Campaigns• And many more!

• All of these events require some level of organisation & event management. The key to a successful event is to ORGANIZE!

+Organising Events

+Organising Events

• Most society events will be running on a ‘cheap’ budget

• Don’t sacrifice good quality events• Ensure you have plenty of time to

plan and organise your event• This gives you enough time to

negotiate the best deals and have the best quality event

• The bigger the event, the more time more spent organizing it.

+Developing an Event Idea

The best way to build upon an event idea is to brainstorm as a committee.

Things to consider; Timing of the event

Does it run alongside big University events such as R&G week? Try to avoid Fridays. Not too early and not too late.

Venue Disability friendly? On/off campus? Make sure you book a room big enough!

+Cont.

Finance Do you require finance? Guild or society finances? You MUST apply for Guild funding at least TWO WEEKS in advance of the event. Retrospective apps? No. What do we fund? Check the schedule of allowances. Communicate with the finance officer. Do not spend money you don’t have.

Got your event idea? Got a venue in mind? Got the cash? Ok! Let’s move on.

+Organising Events

• Plan a budget for the event!!!• This is incredibly important• For example, when booking a band:• If you can say “We have a budget of €800 for the band”• The band are far more likely to agree to a figure around that rather

than to lose the business• If you don’t give them a budget:• They will quote you a price • Try to rip you off • Be far less willing to negotiate with you

• Always say a price a bit below what you are willing to pay

+Organising Events

For larger events (Balls, conferences, etc.):

• Have a schedule of what needs to happen during the event:• Setup during the day• Timetable for running of the event• Schedule for after the event

• Look into the possibility of getting sponsorship• Some companies will be willing to provide sponsorship for

events, particularly if it appeals to their future customers / employees

• Have dedicated person / people responsible for promoting the event• May be the difference between breaking even and not!

+Target Audience

Who is your event aimed at? Academic talk Fundraiser Social Interactive workshop Specific department – medical, psychology, engineering etc.

Let them know about it! Contact the department (if applicable) Poster the right areas e.g. Brookfield Email your members.

+General Promotional Tips

Communicate with the PRO regarding posters – correct details.

USE SOCIAL MEDIA – Facebook, Twitter, Snapchat

Talk? Workshop? Conference? Assign a hashtag and a Tweeter to live tweet the event!

Contact your members – email, webtext (don’t overuse this one!)

Use campus and local media; Motley The Express Socs on Campus radio show

+Balls – The Venue

• There can be a huge difference in price between hotels

• Make sure to shop around, get as many quotes as possible

• Check with the venue what is included in the price:• Dinner• Security• Busses (sometimes they will pay 50% of the busses)• Sound / Lighting Equipment (if any)

+Balls – The Venue

• Ensure that you confirm all details of the event

• Make sure that you get a written confirmation from the venue• Hotels are not bound by oral confirmations

• When you have a date decided, inform me to ensure that balls don’t clash with each other!

+Balls – The Theme

• Think outside the box for your theme!• An original / different sounding ball can get more than the

usual people attending• Ensure that you dedicate significant promotion to the ball• With an original theme and quality promotion, your ball can

sell out and you could make money off them• Agree your theme with the hotel • Look at prop companies to help with your theme:• Prop Me Up• Red Balloon Cork

+Balls – The Entertainment

• If a hotel is providing a band / DJ• Ask for quotes without them as it can be cheaper to book these

yourself

• Ask other committee members and students about bands & DJ’s that have played at balls• It’s mainly down to word of mouth!

• Go to the DJ Soc and Live Music Soc to see if they can be of assistance • Either for advice or to perform

+Balls – The Transport

Ensure appropriate transportation is provided to & from the venue, for the number of tickets sold Events near campus and in the city have the advantage of not needing transport

Again, shop around! You can get very different quotes from different bus companies

Try to get the hotel to pay some of the costs of transport

+Student Community Support (SCS)

You must have SCS at your ball And at any event with over 200 attendees

There must be a minimum of 3 SCS members at every ball

After the first 300 attendees, there must be an extra 1 SCS member per 100 attendees

The SCS members are paid at student rate (€8.65 per hour) Paid by the society organising the event

They are there to ensure the safety of students and not to act as security!

You must arrange SCS attendance at least two weeks before the event. You can book the SCS on the portal Please email me when you have done so

+Conferences

Theme/topic – not too broad and not too narrow. Attendees need to understand what the overall theme or focus of the conference.

How many speakers? Depends on the length of the conference? 1 day? 2 day? Space out your speakers so the content isn’t too heavy. Ensure the speakers know how long they have to speak. ASK them if they will do a Q&A session at the end – don’t just assume. One speaker VS panel discussion;

Panel discussions provide the opportunity to get a variety of perspectives on one issue.

Assign someone to field questions from the audience to the panellists. Assign a time limit on each answer.

+Conferences contd.

Workshops? Workshops are a fantastic way to add variety to a conference. Interactive. Training. One workshop or 2/3 running simultaneously. Provide information upon registration and require sign ups. Materials – pens, paper, flip chart, whiteboard markers etc.

Lunch/Refreshments Tea/coffee upon arrival and during breaks is desirable. Think about dietary requirements if you are providing lunch.

+On the Day…

Registration area

Timetable

Maps of building, campus, Cork.

Signage

Opening the conference – always PREPARE your speech beforehand

Bring attention to the timetable for the day

Point out the fire exits

+Contd.

Introduce each speaker – briefly (and have water for them!)

Field questions during Q&A session.

Is there a PA system? Have a roaming mic.

Mingle during breaks.

Have a proper closing speech prepared.

Don’t forget your live Tweeter!

+High Profile Guests

For high profile guest speakers and events that may draw a significant crowd:

• Book an appropriate sized room, well in advance • Inform campus security• Contact media & communications office to increase

publicity of the event• Provide a token of appreciation, if you are not paying them• Use contacts that already exist on your committee

+Society Socials & Nights Out

These play an important role in societies!

They encourage: Member bonding Building contacts A reward for hard work done A forum for collaboration

+Socials & Nights Out – You have the power!

Pubs and clubs are crying out to get students in during the week when they are quiet! You’re in a great position to negotiate!

Most places will give you free drinks or food to get you into their venue For example, for the Auditors meet up during the Summer, Sober Lane gave us

over €300 worth of free food and drink

Be realistic with your numbers Don’t tell someone you’ll have 50 with you and turn up with 5 They won’t want you back the next time!

+Mystery Tours

No.

The policy is remaining the same as last year as we still cannot guarantee the safety of students

If you do decide to organise one, you may be held personally responsible for anything that goes wrong. So don’t. Please.

+Week-Long Events

Great way to raise awareness of your society, an issue, a charity etc.

PLAN PLAN PLAN!!!!!

Try not to run it alongside another week-long event.

Try to get other societies to contribute an event or collaborate.

Host a variety of events.

Plan out the timetable to avoid clashing events (especially if other societies are involved)

Hashtag!!!

+Contd.

Have a timetable of events – poster, flyer.

Let the Guild and the SU know! All student emails.

Have a social at the end to celebrate!

+Holding a Quiz

Pick a theme – make sure it’s not already being used that night or week.

Book a venue – the New Bar and the Rock give free finger food.

You’ll need a PA system and someone to be the MC!

Make the quiz rounds and answer sheets well in advance!

Make sure you have all the correct answers.

Assign people to correct the sheets and tally the scores!

Spot prizes as well as overall prizes – sponsorship from local businesses.

+Speakers

Book an appropriate venue.

Not charging a speaker fee? Token of appreciation.

Introduce the speaker.

Ask them if they will take questions at the end BEFORE the event commences.

Get photos.

Thank them at the end!

+Event Checklist

Book an appropriate venue.

Don’t spend money you don’t have.

App 2 weeks in advance.

Use all promotion avenues available to you.

Delegate and communicate with other committee members.

Oh and have fun!