Transcript Club’s Academy 2010 - Planning your year

Planning
Events
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!
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
What type of events can I
organise?
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Fundraisers
Recruitment & Give it a Go
Trips
Award Nights
Ceilidhs
Outdoor activities
Film Nights
Excursions
Pub Quizzes & Club Nights
Have we missed any?
Fundraisers
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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
[email protected]
Book Chaplaincy space by contacting Joan Montgomery at
[email protected]
Book a stall in the Atrium by emailing your form from the
website to [email protected] (72 hours notice)
Recruitment &
Give It A Go
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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: Sports Union Administrator, Jill Lowe, at [email protected]
Sports President at [email protected]
Trips
What you’ll need:
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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/sportsunion/formsresources/
Contact: Sports Union Administrator, Jill Lowe, at [email protected]
Sports President at [email protected]
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: Sports Union Administrator, Jill Lowe, at [email protected]
You can also contact macrobert to enquire about working with them
for putting on films - [email protected]
Ticketed Events
Examples: Ceilidhs, Dance@SU Annual Show
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: Sports Union Administrator, Jill Lowe, at [email protected]
Marketing & Events Coordinator, Nick Manton at
[email protected]
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/sportsunion/formsresources/
Contact: Sports Union Administrator, Jill Lowe, at [email protected]
Sports President at [email protected]
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.
Contact: Marketing Assistant, Lauren Kirk, at [email protected]
Book a stall in the Atrium by emailing your form from the
website to [email protected] (72 hours notice)
Media Societies
Air TV – TV Station
www.airtvonline.com
[email protected]
Air 3 – Radio Station www.air3radio.com
[email protected]
Brig – Newspaper www.brignewspaper.com
[email protected]
Resources
What are your resources?
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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: Sport Development Coordinator, Scott Chaplain at
[email protected]
Sports Union Administrator, Jill Lowe, at [email protected]
Sports President at [email protected]
Questions?