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Old Events Management Training

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by

Xia Bury

on 15 September 2016

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Transcript of Old Events Management Training

EVENT MANAGEMENT
EVENT MANAGEMENT
Organising events
How to put together an event plan
Budgeting for events
Measuring the success
of your events
Students' Union events process
Start by discussing your event with your
development coordinator...

Aims / objectives of your event
Rough details of your event
Timescales
Can you afford the event?
Are there any sponsorship contracts or commitments
attached to the event
Will the event affect any stakeholders
Handover documents from previous committee
Submit an events form
Ensure all events are legally sound
Provide events support
signpost to suppliers
Protect students interests
Manage stakeholders
Ensure students are getting a good deal, avoid exploitation
Events are safe for those attending
"The events process is in place to support and empower all student groups to run successful event. This form and any further documents requested are in place to enable the events team to effectively provide support to all affiliated groups, ensuring events are legally sound whilst developing the skill sets of all affiliated student groups"
What do you need to submit?
Small events
Medium events
Large events
event form
event form
event plan
budget form (£1500+)
risk assessment?
event form
event plan
budget form
meeting with SU / stakeholders
risk assessment
Form an events committee / team
Events Manager
Treasurer
Logistics / transport
Publicity and
promotion
Event Budgets
over £1500 submit a budget
Accurate estimations, quotes, call, email, contact events team
Aims &
Objectives
Who is your event aimed at?
What do you want to achieve?
Event Plan
Event Plan
Why do we need this?
Run a successful event!
Looks professional
Stakeholders & venues will appreciate it
Required
for all medium/ large-scale events
Ensures you haven't forgotten anything
Allows the event to go ahead without you
Covers the event in detail
Where and when
Consider what other events are happening around the same time
OUTDOOR SPACE
Make sure you have requested permission from the landowner (Estates, The council, Privately owned land)

WEATHER
Have you got a contingency plan for bad weather

VENUE
Accessibility
Access times
Availability


AFTERPARTY
These cannot clash with affiliated club nights – bear this in mind when picking your date!

LOCATION
It’s important to choose the right location for your event. You may need to put on transport.

Selecting a venue (off campus)
cost
capacity
Accessibility - transport; disabled access; TEC equipment access
outdoor/indoor
security
Are you contracted to use the venue's preferred suppliers?
Production -
own PA (TEC) or theirs?
facilities
deposits
Contracts (signed off by SU) katherine.phipps@nottingham.ac.uk
layout
EVENT PLAN
EVENT PLAN
EVENT PLAN
Selecting a venue (on campus)
Sports Centre Bookings are only provisional until event has been signed off
You need permission from Estates
to hold an event on campus (the
events team will do this on your behalf)
What are work
requests?

Rooms and transport can be
booked via SU reception

Large events - meeting
with stakeholders
EVENT PLAN
VIP List
Security
Music Acts
Entertainment
Stalls
Games
Sports
Competitions
Inflatables
Food
Music
activities
Screenings
Hire costs
Risk Assesments
(dependent upon
activiity)
Public Liability
Insurance
Celebrity
Interactive
Performances
Transport
Expenses

EVENT PLAN
Food at Events
Public Liabilty Insurance
is required from all
external caterers
BBQ on campus
Cannot cook food
yourselves
No Takeaways
for large groups
University
Catering
DIY up to
40 people
Room temp food
is fine (crisps, biscuits)
Hall Catering
EVENT PLAN
at Events
Students' Union has an exclusivity
contract with 'Professional Security' - This company must be used for all events.

Events team will book security for you!

Booking Security
Alcohol events on campus
will need security
External venues will usually
provide security - check this
is in the contract
Volunteers at events
What are acceptable roles
for volunteers at events?
EVENT PLAN
When are risk
assessments
needed?
When is first
aid required?
Emergency contact number
0115 9513013
Evacuation
procedures
SU safety team
provide training
and advice
EVENT PLAN

Running Order
What is a running order?

Why do we need a running order?

TIME ACTION RESPONSIBLE
10:00 Camera crane to be set up + media groups to arrive Media Groups
11:00 Simon Hopkins to sign out Keys – key issued to SH, XB, SF SH
11:30 Core event staff to arrive XB, SH, KP, GC, JL
11:30 12:00 Walk through of Arena (led by Xia) XB, KP, GC, RW
12:00 13:00 Set up of banners in corridors, set up of hanging banner above merchandise stall (UoN), set up of sponsor tables, Cheque to ice entrance, any other kit XB, KP, GC
12:00 Media Access to suites All media groups
14:30 Cheerleaders Arrive
15:00 18:20 Cheerleaders Practice – stage to be cleared by 18:20 (JL to ensure cleared) JL
16:30 Sponsor to set up GC
16:30 Holly to arrive with Mascot HR
16:30 Chris Pavey to set up camera at side of ice (media slot) JL, CP, RW
17:00 Sponsor 2 to arrive and set up GC
17:00 Promoter to arrive and set up KP
17:15 DJ set to begin

Xia Bury (XB), Simon Hopkins (SH), Gary Cully (GC), Katherine Phipps (KP), Jules Lediard (JL), Holly Roberts (HR), Maria Brown (MB), Tom Hicks (TH), Paddy Atkinson (PA), Richard Whiston (RW), Chris Pavey (CP), Danny Harrsion (DH) Glynn Dignum (GD), AU exec, Lemar Francois (Photographer)
How detailed does it need to be?
EVENT PLAN

Kit List
'Top tip'
Make up an event box of useful
items, you always need something!
List all items
needed for event and who's responsible
Ensures nothing
is forgotten
Tips for running your event on the day
Get there early
Make sure everyone has a copy of the event plan
Contact details for
everyone involved
Brief key people
(team, volunteers, security, venue, first aid etc)
Plan in time for yourself
to get changed and ready
ENJOY THE EVENT!
Publicity and Promotion
Produce a publicity timeline
Build interest in your event &
Set deadlines...
- When are tickets going on sale
(do you need this money towards the costs of the event)
- Printing deadlines
- Check cancellation policy
Where to advertise?
SU website
Social media
Local press - press releases
Screens around campus
SU Marketing department
Post Event
Ensure all payments
are made

Finalise your budget
Clear up
Thank the events team,
venue, stakeholders,
suppliers, attendees...
Take your kit
list home
Aims &
Objectives
What are you wanting to achieve?
Who is your event aimed at?
Event Debrief
Medium to large events should always have a debrief
Measure the success and impact of your event

What worked well

What would you change or include next time
Profit / loss
Engagement
Put together a handover document for the new committee
(include event plans, budget, contacts, advice etc)

Remember: You don't have to hold the same events every year - be innovative!
Idea

Budget
Event form
Event Plan
Contracts
Meeting
Successful event
Event debrief &
handover
Summary
Who can help?
claire.cutts@nottingham.ac.uk
0115 8468735
https://submit.jotformpro.com/form.php?formID=42953188087971&sid=291704781201264458&mode=edit
Healthcare Sites & Associations
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