Planning Events

1. Planning Events

2. The Point. • Explore the type of events that you can organise • Develop understanding of how to plan an event • Understand resources required • Find out about the support available • Get some ideas going!

3. Why organise an event? • What’s the main purpose of your event? • Socialising / Networking opportunity • Celebrating Achievement • Fundraising • Raising Awareness of the club • Recruiting new members

4. What type of events can I organise? • Fundraisers • Recruitment & Give it a Go • Trips • Award Nights • Ceilidhs • Outdoor activities • Film Nights • Excursions • Pub Quizzes & Club Nights Have we missed any?

5. Fundraisers • Atrium presence events i.e. Dance-a-thons • Pub Quizzes, acoustic nights – The Union • Bake sales & toastie nights - Chaplaincy • Sponsored challenges/events • Bag packing, raffles (remember regulations!) • Have we missed any? Contact: Book space in the Union by contacting Nick Manton at n.d.manton@stir.ac.uk Book Chaplaincy space by contacting Joan Montgomery at j.s.montgomery@stir.ac.uk Book a stall in the Atrium by emailing your form from the website to theunion@stir.ac.uk (72 hours notice)

6. Recruitment & Give It A Go • Taster sessions • Social aspect • Welcoming and accessible • Not intimidating or cliquey • Mix returning members with new members • Get a feeling of what the club is about • Low cost or free to attract new members • If you can, collect feedback at the end of event Contact: Student Activities & Volunteer Coordinator, Alban Dickson at alban.dickson@stir.ac.uk VP Communities at activities.union@stir.ac.uk

7. Trips • What you’ll need: • Submit Trip Planner form • Ensure all participants are paid members – Insurance • Ensure all participants pay a deposit before booking • Book transport/accommodation well in advance (min. 1 working week) • Book everything through the Union! Every form you need can be found on the website here http://www.stirlingstudentsunion.com/clubssocieties/forms/ Contact: Student Activities & Volunteer Coordinator, Alban Dickson, at alban.dickson@stir.ac.uk

8. Film Nights • N.B. License is needed unless an educational value can be proven or links to academic modules are evidenced. DO NOT publicise event until approval is granted (can take 3-5 days). • What you’ll need: • Submit request via email to the Union • Publicise event to members • Book venue (using room booking form - min 72 hours notice) Contact: Student Activities & Volunteer Coordinator, Alban Dickson, at alban.dickson@stir.ac.uk You can also contact macrobert to enquire about working with them for putting on films - info@macrobert.org

9. Ticketed Events • Examples: SUDS plays, AirTV Oscars, International Ceilidhs, Dance@SU Annual Show, Colonel’s Ball (Paintball) ACS Moulin Rouge Night etc. • What you’ll need: • Submit Event Planner form, including event budget to the Union. • Source venue, entertainment, publicity and tickets. Book everything through the Union • Budget – based on cost and estimated attendance, decide ticket price and calculate break even figure (how many tickets do you need to sell not to make a loss?) • Time line – how long are tickets on sale for, when do deposits need to be paid, when to publicise? • N.B. take into account VAT at 20% when selling tickets as this will come off ticket income. Contact: Student Activities & Volunteer Coordinator, Alban Dickson at alban.dickson@stir.ac.uk Marketing & Events Coordinator, Nick Manton at n.d.manton@stir.ac.uk

10. Events on Campus • Examples: Zombie Run, fun run, sports day, anything involving animals… • What you’ll need: • Find a secure space • Email plans to the Union • Submit a Risk Assessment form Every form you need can be found on the website here http://www.stirlingstudentsunion.com/clubssocieties/forms/ Contact: Student Activities & Volunteer Coordinator, Alban Dickson at alban.dickson@stir.ac.uk

11. Promotion & Publicity Tools: • Posters & Flyers • Union boards & website • Atrium Stalls • Social Media • Portal news • Media Societies • Digital screens Clubs & Socs and Sports Union printing computer • Print facilities for up to A3 • Colour printing available • Mailboxes can help with orders over 50 pages or larger sizes, plus design. This will be covered in more detail in ‘Marketing Your Club’ this afternoon. Contact: Marketing Assistant, Lauren Kirk, at lauren.kirk1@stir.ac.uk Book a stall in the Atrium by emailing your form from the website to theunion@stir.ac.uk (72 hours notice)

12. Media Societies Air TV – TV Station www.airtvonline.com stationmanager@airtvonline.com Air 3 – Radio Station www.air3radio.com stationmanager@air3radio.com Brig – Newspaper www.brignewspaper.com editor@brignewspaper.com

13. Resources • What are your resources? • Forms – get everything online • Budget – make a budget • Time – create a time line • People – who can you count on? • Skills - what do they bring to the table? • Facilities – access to free facilities? • Support – who can help? Contact: Student Activities & Volunteer Coordinator, Alban Dickson at alban.dickson@stir.ac.uk VP Communities at activities.union@stir.ac.uk Marketing & Events Coordinator, Nick Manton at n.d.manton@stir.ac.uk

14. Exercise Plan an event of your choice using the event planner. Ensure event has a budget and create a timeline for the delivery. Choose three appropriate methods of publicity and explain who you would contact for help and why. 15 minutes