Event Planning workshop 5 mins

1. Event Planning workshop 5 mins WELCOME What do we want to learn from today. Why we run events?Why events need to run with a plan? How do we run a successful event?

2. Split into groups and now discuss why we plan events. 5 – 10 mins • Events have.. • A start and an end point • Series of interrelated activities • Has a specific goal or end result • Limited by time, money and or other resources • Suggestions: • So that events don’t conflict with each other • So that we can communicate the event to others • So we can save time • So that we can evaluate stages of the project – What went well, what didn’t go so well.

3. Timeline of tasks • The following tasks are in order of priority • Identity • Budget • Date • Location • Time • Equipment • Target audience • Promotional plan • Stakeholder engagement • Health and Safety • Staff requirements • Achievable aims • Job delegation • Permissions • Measurable outcomes and impact

4. Budget • Have you assigned a budget to your event? • Is the finance coming from your Society/Clubs Sub account? • Do you know how to process invoices through the 365app? • Have will you manage finances (in person or through website) We always recommend the website, avoid cash handling in person. • Split your budget into sections (Venue, Décor, printing, advertisement, staff costs, PA and equipment, catering) • Can you look for deals with your venue? E.g. Catering included in venue hire? • Have you sourced sponsorship? • Do you have a contingency budget in case of over expenditure? • You can ask for finance advice here, mailto:su.accounts@uea.ac.uk

5. Location • Are you looking on or off campus? See a list of possible venues here…UEA – The City • Is the location suitable for your type of event? E.g. a Ball in a Hall rather than a lecture room. • Is the cost suitable for your budget? • How is the accessibility and inclusivity of your chosen location? • What facilities are provided at the location? E.g. PA equipment, bars, staff? • Will weather be a risk?

6. Time & Date • Are you aware of any clashes with your proposed date? • Is it a suitable time of year for students? E.g. deadline dates, student loan instalment date. • Will people be more available in the morning, day or evening? • Weekend or a Weekday? • Will your entertainment programme fit into your event times? • Have you accounted for delays in your event? • Contingency plan for postponing the date?

7. Publicity plan + Target audience • What is the key message about your event? • Who are you trying to attract? • Who’s your target audience? E.g. members of your Society/Club, all students, the public, certain demographics e.g. Mature students, international etc. • What channels will you promote through? • Printed media, Social Media or both? E.g. Facebook, twitter, Instagram, Youtube, snapchat, newsletters(emails) – Posters, flyers, cards, tickets, wristbands. • Do you have design work? With enough notice UEA|SU can support you, email here mailto:Jonathan.Murray@uea.ac.uk • Have you set up an event on the Website and Facebook? • Will you allocate staff time to promote e.g. promotional runs? • Where will you target your promotional material? Online, Union House, The Square, lecture buildings, accommodation, in the city? • You can book some of the spaces like the Hive or a bookable room here https://www.uea.su/roomform/ • You can book The Square (with 4 -6 weeks’ notice) by filling out an Event permission form and a Risk assessment (All on the Risk assessment page of the website) then email to mailto:Aden.Fry@uea.ac.uk

8. Risk Management • Please complete a risk assessment for any event you run – If you are running the event, you are in turn liable and responsible for participant safety. Please find our example risk assessments here... https://www.uea.su/opportunities/commmittee-hub/risk-assessments/ • What risks are you looking for? E.g. trip hazards, electrical hazards, risk of fire, blockage of fire exits, capacity of the venue, vulnerable individuals e.g. under 18’s, certain demographics), over intoxication, travel to and from etc... • Who is at risk at your event? E.g. Organisers, participants, members of the public, staff. • Will the weather influence your risk management, do you have a contingency plan? • Rate your risks by likelihood of happening multiplied by the severity of the risk happening – You should show your workings on the risk assessment. • Think about the controls you can put in place to reduce the risk e.g. Keeping fire exits clear by having stewards briefed and run regular checks. The risk of Fire, inform stewards of the nearest fire assembly point, and in case of emergency direct participants here, keep the list of ticket holders (participants in the venue) and check this off. • Think of any controls already in place e.g. Fire – Fire extinguishers are in place, the venue will have a risk assessment and fire marshals, the venue has a fire assembly point which the stewards are now aware of. • Try to provide as much information as possible in your controls. • Try to consider as many risks as reasonably possible.

9. Tutor Talk • Theory behind planning • Before we start any activity we need to plan how we will do it. • We do this everyday. • If we decide that we want to buy a magazine first thing in the morning, we are stating an aim that we have. • To achieve our aim we plan for how to do it, so our objectives. • For example, we will think about getting dressed, taking some money, whether we will walk, drive or get the bus. • Everyday we go through this process. The same can be applied to planning events.

10. The Theory • You need an AIM • An aim is another way of saying “what YOU want to achieve” “What I want” • So an aim could include to get a good result at the end of your course, or to go to the shop to get that magazine. • You would like to achieve something! • If the aim is the “what I want”. The objectives are “how I will get there”

11. SMART Specific – make your objectives as specific as possible. E.g. to study between 9am and 5pm every Monday to Friday. Measurable – How you will know whether you have or have not achieved the objectives (e.g. it will be clear from the above specific objective that you will do it, or you will not do it.) Achievable – Are your objectives realistic (e.g. will you honestly study at those times?) Resourced – What resources will you need to meet your objectives ( e.g. Do you need the radio on, do you need a pen? Do you need peace and quiet?) Time – bound – By when will you meet your objectives (e.g. from now until the end of semester

12. SMART further explained • Specific – Focus and be as specific with your objectives as possible • Measurable – How are you going to measure if you achieved that objective?! • Achievable – Is that objective really feasible? • Resourced – Where am I going to get the things I need to meet my objective • Time Bound – When do I need to meet my objective by to still complete my aim.

13. Gannt Charts

14. Site plans (Refreshers Soc Fair example)

15. Site plans Freshers Societies Fair

16. Site plans Freshers Societies Fair

17. Site plans Freshers Societies Fair

18. Site plans Freshers Societies Fair

19. Programmes The Square The Hive Blue Bar

20. When a Society runs an event – What should you be checking

21. Group Work – Student Led event plan • Split into groups and complete the Student Led event plan – Keeping in mind your aims and objectives from the first task. • I will provide you all an example. • Utilise the skills and techniques provided in this workshop. • Example project/event plans: • Planning an essay/dissertation • Organising a market • Organising a club night • Organising a charity event • Applying for graduate jobs • Planning to become healthy • Planning to become more social • Plan to get a date.

22. Student led Event • Lets fill out the Student Led event document.

23. Lets try a event plan from scratch!

24. Things you need to know at UEA • Risk Assessments • Event Permission Forms • Booking forms + External Speakers • Trip forms

25. Risk Assessments Low Risk Activity Risk assessment

26. Risk Assessments • Medium risk assessment

27. Risk Assessments • High Risk Assessment

28. Risk Assessment for food

29. Event Permission form

30. Booking form and External Speakers • UEA SU – Opportunities – Room booking form. • Tell us if you have a external speaker – We need to approve • Tell us if you are selling/making food • Send us a risk assessment along with the form.

31. Trip Form • Send along with Risk assessment • We send a copy to the UEA security lodge

32. Reflection • How did you find the session? • How did you feel about your event at the start of the exercise? • How do you feel about your event now that you have finished the exercise? • What were the most useful elements of the exercise? • What did you find difficult about the exercise? • How can you overcome these difficulties in the future? • How will you use this model in the future?

33. CLOSE You don’t have to use all the elements of this exercise. Everyone has their own unique ways of planning events. Just remember you always need to consider these…. Aim – What do I want to achieve Objectives – How am I going to get to what I want to achieve. Remember the technique to help you get there. Specific – Focus and be as specific with your objectives as possible Measurable – How are you going to measure if you achieved that objective?! Achievable – Is that objective really feasible? Resourced – Where am I going to get the things I need to meet my objective Time Bound – When do I need to meet my objective by to still complete my aim. Priorities – Use your Aims and Objectives to guide the priorities your Student Led Event.

34. Fin • Please use all of these tools to help when planning your events!