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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?
• Fundraisers• Recruitment & Give it a Go• Trips• Award Nights• Ceilidhs• Outdoor activities• Film Nights• Excursions• Pub Quizzes & Club Nights
Have we missed any?
Fundraisers
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
• 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:
• 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!
Contact: Sports Union Administrator, Jill Lowe, at [email protected]
Sports President at [email protected]
Every form you need can be found on the website here http://www.stirlingstudentsunion.com/sportsunion/formsresources/
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 EventsExamples: 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 [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
Contact: Sports Union Administrator, Jill Lowe, at [email protected]
Sports President at [email protected]
Every form you need can be found on the website here http://www.stirlingstudentsunion.com/sportsunion/formsresources/
Promotion & PublicityTools:• Posters & Flyers• Union boards & website• Atrium Stalls• Social Media • Portal news• Media Societies• Digital screens
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)
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.
Media Societies
Air TV – TV Station www.airtvonline.com
Air 3 – Radio Station www.air3radio.com
Brig – Newspaper www.brignewspaper.com
ResourcesWhat 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: Sport Development Coordinator, Scott Chaplain at [email protected] Sports Union Administrator, Jill Lowe, at [email protected] Sports President at [email protected]
Questions?
