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If organizing together with two antennas think of the costs of organizers!

Make an agreement with your own antenna about how much will you personally/the antenna pay?

Think about contacting other antennas when

  • you want to have an organizing experience
  • feel that you need some support
  • want to make friends with another antenna
  • want to travel to another country

Think about contacting projects, WGs other

NGOs if you want to have a lot of good quality content.

There has to be a Responsible for everything. You can sort them by:

  • days
  • cities
  • activities:
  • food
  • transport
  • accommodation
  • daily activities
  • nightly activities

It's also good to have a crisis responsible - and there will be some crises!

Make sure you know which team members are comfortable in which cities!

1. Incoming responsible is the one who makes the participants have a first impression about your SU!

  • Make a FB group and make it active
  • The important information (packing list, maps, things about fee, important changes in the schedule etc) has to be sent by e-mail as well.
  • IR has to check his/her e-mails at least once a day! The closer you are to the SU, the more questions there will be.

2. Visas are a matter that has to be dealt with fast and professionally. If you haven't written a visa invitation letter before:

  • ask older members of your antenna
  • check the Visa Freedom Working group's page
  • ask your SubCommie/NetCommie for help
  • ask other antennas in your country
  • google

Estonian embassies accept online visa invitation letters that are signed digitally, but your participants may not know that and try to print them!

3. People get lost really easily. For this part, imagine that they're children:

  • Make maps of how to get to the first accommodation from different locations and send them to the participants even when you meet them at the airport/ bus station/ train station.
  • Give them phone numbers!
  • Give them recommendations of how to get here (don't let them fly from Riga to Tallinn to go to Tartu)
  • Check out the web pages that are the best to use for booking a train/bus, if necessary do it for them.

5. Host as many people as possible.

  • make sure you know when people arrive/leave
  • make sure you know how many hosts you have available
  • recommend cheap hostels if necessary

Make the daily schedule as detailed as possible, include time for:

  • transportation
  • eating
  • showering
  • partying
  • shopping for drinks
  • drinking before the party (they will be mad when you don't have that!)
  • etc

Thinking of details makes people happy:

  • organize transport for luggage
  • offer snacks during a long day
  • make a goodie bag
  • give recommendations where to eat the 3rd meal of the day

Food

Accommodation

Transport

Activities

Parties

evaluations

  • be there as much as you can, also during the night
  • act like participant is the king and ALWAYS more important than the organizer
  • be ready to have to do extra work for just a few people
  • go to bed last and wake up first
  • speak in English all the time except when you're talking about organizational matters
  • take care of your throat/voice, you need it
  • know the schedule by heart
  • don't argue in front of the participants
  • don't whine, just do what is necessary. Main organizer is like your boss and may fire you!
  • don't have extra organizers coming just for the parties
  • don't expect to participate in all of the cool activities you have planned - don't involve organizers who are just there for that
  • don't be rude to the participants, always keep your calm and if there's a problem, go consult other organizers
  • don't be a burden to other organizers during the parties (but do enjoy yourself!)
  • Make the rules clear during the first days
  • keeping everything clean
  • alcohol policies
  • timing and delays
  • your country's laws
  • etc
  • Give the same information to all the people
  • if you don't know, send them to someone who knows or better - find out yourself
  • Keep your participants informed
  • give them a booklet
  • information about what to bring to each activity
  • what do they need during the whole day
  • what time will sth happen
  • write at least today's schedule on the wall

Participants

  • Thank them
  • Give prizes - but don't make it a huge competition
  • You may want to ask for extra feedback
  • Push people to fill in the official evaluation
  • Ask for pictures
  • Make sure everybody has a nice departure
  • Don't forget hosting after the SU
  • Keep the FB group alive for a small bit of time

Other contributors

  • thank organizers
  • thank sponsors
  • try to analyze what went well and what didn't
  • don't forget the SUCT!

GOAL!

Finishing and after the SU

During the SU - participants

3 main things to remember:

  • No one will ever be left behind alone
  • They have paid for it
  • SU is nothing without group spirit

During the SU - information

During the SU - organizers

DOs

and DON'Ts

Before the SU - be detailed

Organizing a SU

Before the SU - incoming responsible

Don't discard this job as a minor - it is not!

4. Make a packing list:

Before the SU - Your team

If you don't have a team to count on - don't organize a SU!

Before the SU - money?

Make a plan of all the things you need!

Start early - the companies lock their budgets at the end of the year mostly!

Presentation by Hanna Alajõe with input from Kadri Kuusk, Janely Pae and Hendrik Roland Helm

Take a good look at your team, connections are the best way to approach sponsors!

Have a common draft for writing to sponsors, change it according to the company!

And Marketing?

Are you going to make a video or hand out stickers?

Are you going to make a FB page or an event?

Are you going to promote during Agora/EPM etc?

What content will you have online?

Before the SU - SUCT

  • Follow SUCT on FB and look at the guidelines and deadlines!
  • You might like to check the dates of SUs last year, to choose a date for your own
  • ONLY the board can access some content on SUCT page!
  • http://www.projects.aegee.org/suct/
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