SU Event Planner

EVENT r e n n P la

Planning an Event? We’d like to help!

@UniOfGalwaySU

UniversityOfGalwayStudentsUnion www.su.nuigalway.ie

What is an Event?

During your term you will most likely wish to arrange an event of some kind. For the purposes of this planner, an event could be something ranging from an information stand in Smokey’s Café to a week-long awareness campaign with multiple activities across campus. Proper planning is the key to any successful event.

What is your event name?

Is the event a Students’ Union event, or is it being jointly organised with another party?

If the event is being jointly organised it will be necessary to clearly identify ownership, expectations and responsibilities with the parties.

What is the event going to achieve?

List your reasons for running the event, and outline what goal(s) you wish to achieve

Are the goals measurable? What are the targets that we can use to measure our success?

Consider your goals and how you will measure the success of your event. For example, if your goal is to register 250 students to vote, you can see if that goal has been achieved by counting the number of voter registration forms. Other goals may be setting a target for attendance at an event, or conducting a survey after the event to measure impact

When will the event take place. Does it clash with other events in the SU calendar?

Who do you need to include in the planning stages of the event?

Always include your SU colleagues. SU Staff will provide support and have experience in dealing with event administration. Your fellow officers could also have some ideas to include.

Venue

What do you need for the event?

Áras na Mac Léinn Room bookings (excluding Bailey Allen Hall and the Foyer) can be checked on the Societies Website.

Smokey’s Café There are two bookable tables at Smokey’s Café. Availability can be checked on the Societies Website.

Other University spaces Buildings & Estates require ten working days notice for room bookings. All bookings are made by Joanna so have a chat to her.

If your event is outdoor, it will probably require discussion with Buildings & Estates, so allow more than ten working days.

What space(s) do you require for the event?

Budget What do you need for your event? Do you require catering, posters or other materials? Do you have guest speakers?

Check their expenses / fee requirements when discussing their attendance.

Chat to Chris to check if we have existing relationships with suppliers or contractors. He’ll arrange billing and payment terms with suppliers.

Remember, all orders must be processed by the General Manager. You do not have authority to make bookings or place orders on behalf of the Union.

What are your budget requirements?

Volunteers

Volunteers and helpers are essential for any event. Start with your fellow officers, but only count on somebody being willing to give time when they confirm it!

What is your event name?

t s i L r e e t n u l o V

Does everybody understand the event and what it is seeking to achieve?

Have you clearly defined volunteer roles and set-out a timetable that everybody has agreed?

Do you require t-shirts / high-vis etc for volunteers? These will need to be prearranged in appropriate sizes and included in your budgeted costs?

External Parties Many events require or include external parties. For example, the Gardai might be involved in voter registration, or the Road Safety Authority might attend a road safety campaign. Discuss requirements with Joanna. Buildings & Estates require specific insurance details for external parties which can take time to arrange and process.

List the external parties required for the event?

Marketing What is the “angle” for your event? For example, if your event is for Voter Registration, you could relate it to upcoming elections, or reference the influence of the student vote in recent referenda.

Consider using a slogan to complement the event name. Avoid using anything crude or offensive.

What marketing materials do you require?

Tick as appropriate Promotional Artwork - Posters, Website Slider / Social Media image Complete a Graphic Briefs Form and send it to Joanna. Allow five working days for Irish translation, design and production. Physical posters are circulated on Mondays, so factor that into your planning. You need to provide all the text content, so be clear about your event name, angle, venue, dates, etc. You may wish to give guidance on any images or themes. Do some research and include links to any similar promotional material you wish to mirror.

Weekly Email Check the deadline for the weekly email with Joanna. The weekly email can link to a webpage, so ensure you have text and promotional material prepared.

Sin Newspaper Check the Sin schedule for inclusion in the issue before your event. An advertisement can be included, and you may also wish to submit an article.

Press Release Consider your angle and try to have some supporting facts for what you are trying to achieve. Prepare your Press Release in advance and discuss it with Joanna. Timing is important. It should be close to your event, but you need to be available to take calls after it’s issued.

Photographer Do you require a photographer for a specific time during your event? If not, ensure you take some photos yourself for inclusion on the SU’s website, social media and annual report.

VIP / Partner Organisations Are there any VIPs (Politicians etc) or partner organisations you could contact to promote your event? Bear in mind, they will have their own marketing structures, so ensure you contact them early and provide full information.

After the Event

Have you arranged for all signage, decoration etc., to be taken down and catering supplies / rubbish removed?

Have you sent press releases and images to the press?

Have you collected any photos of the event that could be used for the annual report and other promotions?

Have you sent thank you messages to media, guest speakers, VIPs, partner organisations etc?

Have you completed the Review and Evaluation to ensure future events benefit from your experience?

EVENT P lanner @UniOfGalwaySU

UniversityOfGalwayStudentsUnion www.su.nuigalway.ie