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SOLID Training

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UCONN SOLID

on 24 August 2013

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Transcript of SOLID Training

Event Planning and Management
UCONN SOLID Training
So You're Ready for the Big Event
But first there are details to plan
Event Planning
Before the event even starts there are some things to plan
You are not alone
Campus Resources
Money Matters
Student Activities Business Office
Who is your target audience?
What type of event are you planning?
Tips for brainstorming
Be creative
Research similar events
Create committees
Encourage wild ideas
Keep your audience in mind
How to involve others
You cant do the event alone Here are some ways to involve others
Reward others
Enjoy/Enthusiasm
Task Delegation
Acclimate
Input
'Ncourage
Event Logistics
The event can't happen without date, time, and a location
Check Campus Calendars to avoid conflicts
Athletics
Jorgensen Theatre
events.uconn.edu
Make sure the date works with your organizations calendar
Location,Location,Location
Space is a hot commodity on campus
Determine location that fits your event
Visit the Student Union Event Services Office in Student Union Room 106k to request space
Register and Confirm details of your program with the Event Services Office
Plan Early!
Advertising
Plan Early
Be Creative
Think of what will grab attention
Check posting policies
Ways to advertise on campus
http://www.studentactivities.uconn.edu/student_advertising_guide.html
Expenses
MONEY! MONEY! MONEY!
Don't forget the hidden cost!
Security
Custodial
Equipment
Venue Rental
Technicians
Etc
Undergraduate Student Government
Office Hours Monday-Friday 9am-5pm
Informational Sessions are offered Monday throughThursday
In order for your group to receive funding your Group’s CFO or COO MUST attend an
informational session
Hours of Operation:
Mon-Thurs  11am-10pm
Friday 11am-7pm
Sat-Sun 12pm-7pm
Registered Organizations are provided a mailbox
Organization’s Name
c/o Student Organization Center
University of Connecticut
2110 Hillside Road, U3061
Storrs, CT  06269-3061
Organizations should use this address if using the mailbox
Students have use of the organizational space
no reservations required
SOC
Organizations are allowed 200 free photocopies per event and free poster paper

Storage space is also available
Student Organization Center
Determine Equipment Necessary
The Reservations Office provides:
- AV equipment
- Space
- Event support


You
cannot
book space without first reading the UGuide
additional information about services and fee is also
available here.
How to book space
Other Support Services
Catering

Security
The Event Services Office will help by covering 60% of UCONN police fees
Any outside security, the group pays 100%

When working with outside guests you should have a contract – Student Activities Staff is available and willing to look over and assist with any contracts from outside vendors
USG.UCONN.EDU
Create A Budget
Involve key officers
Use prior year’s budget
List projected revenue/expenses
Be realistic and conservative
Establish separate budgets
for each large event
Meet with SABO
Be prepared to discuss:
USG funding
sources of income
types of verification
supplies and equipment
change fund requests
Financial Supplies
Change funds
Cash boxes & deposit bags
Hand stamps & wrist bands
Inventory & tally sheets
Ticket rolls
Advance sale tickets
Request a
Change Fund
Forms of Verification
Receipts
Inventory Sheet
Tally Sheet
Rolls of Tickets
Advance Ticket Sales
ILLEGAL ACTIVITIES
http://www.ct.gov/dosr/site/default.asp
Per State of Connecticut, Division of Special Revenue

No
Raffles!

No
Gambling!
is my organization doing all we can to make sure all who want to attend will be able to participate?


is my organization doing all we can to make sure our event is safe?http://www.studentactivities.uconn.edu/risk_mgmt_home.html
Don't Forget
Accessibility
Risk Management
Now It Really is Time for the Big Event
Arrive early
greet presenters or special guests
introduce presenters/guests at start of program
Help participants feel welcome and comfortable with lighting, sound, and seating
Be available should a presenter or participant request anything
Thank everyone who helped with the program
Remember to stick around for clean up
But Be Sure To...
What to do after
It is important to remember the event is not all about you!
What is the purpose of the event?
Are you reaching out to people on or off campus?
What would interest
them
?
What do you want
them
to gain from the event?
80% planning the event
10% during the event
10% post event
Possible Setups

1. Call
860.486.3421
2. In Person
visit Event Services
Student Union RM 106
3. On line
http://www.studentunion.uconn.edu/reservations_form.html
1. Arrange for clean up
2. Pay all bills
3. Return all supplies
4. Regroup & Evaluate
5. Send thank yous

Thank You for
your time!

QUESTIONS?

Inventory Sheet
Tally Sheet
Rolls of Tickets
Advance Sale Tickets
Financial Event Planning
After Your Event
Return by due date:
equipment
un-used tickets
money
verification
Do not pay out any event expenses from the funds raised/earned
Deposit all funds first!
Set up a meeting at least 5 days prior to your event
Full transcript