Society Events |
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Important
A much more comprehensive guide to Event Planning can be obtained by attending the Event Planning
Impact Training course.
The Event Planning Process
If you want to put on any sort of event, production, ball or trip, it must be approved by the
Event Planning Committee.
- Get an idea for an event and obtain advice from the relevant people (see below)
- Get the appropriate Event Planning pack (available from the Resources Room) and start planning
- Submit your Event Planning pack to the Resources Room (see below for the various deadlines for different event types)
- Pam will email you asking you to come to an Event Planning Committee meeting (Thursdays 2pm, Resources Room)
- There you will discuss your event with the staff, and if anything needs to be sorted out we will tell you.
- When all issues are sorted, your pack is signed off, go ahead and have an awesome event!
The Event Planning Committee - Who and Why?
The Event Planning Committee approve all events carried out by Societies and Sports Clubs.
The committee consists of:
- Societies Officer (for society events)
- Sports Officer (for sports club events)
- Governance and Finance Officer (to oversee finances)
- Societies Administrator, Pam Walker
- Entertainments Manager, Nikki Smith
- Entertainments Administrator, Lesley Shortland
The committee meets with you about your event, and advises you if anything needs to be done before your event can be passed. They will also point you in the right direction for support in anything that needs to be done for your event.
Support from Union staff
You can find a comprehensive guide to the huge amount support the Students' Union can provide you with on the page
Union Staff.
The key people for events will be the Societies Officer and the Societies Administrator, Pam Walker.
Things to note
Quotes
It is important to obtain
quotes for all aspects of your event, and to include these with the pack. However, you must not make any financial commitment before meeting with the Event Planning Committee, in case something about your event needs to be changed!
Hiring Union Venues
If you are hiring the Graduate Club or the Cooler, you can make a provisional booking with the Entertainments Administrator Lesley Shortland (in the Entertainments Office upstairs in Union North, or
lshortland@sunion.warwick.ac.uk). Find out more on the
Room Bookings page. If you are hiring an external venue, you should make a provisional booking where there is no cost for cancellation.
Tech hire
You can obtain quotes for hire of techical equipment from the Students' Union by emailing the Union's Tech Manager Al Boitz at
aboitz@sunion.warwick.ac.uk with your requirements. If you're obtaining quotes from outside the Union, make sure no financial commitment is incurred.
Contracts
It is also important that you
do not sign any contracts before your event has been approved, and certainly don't pay any deposits. If the Event Planning Committee hasn't signed off your event, you could end up
personally liable for the costs because you signed! This is not the case if your event has been approved and you're signing something that you gave details of in the pack.
Deadlines for Event Planning Packs
Event Planning packs can be obtained from the Resources Room. Deadlines:
- Balls - a term before
- Tours - a term before
- Trips - four weeks before
- Productions - as soon as the submissions process has happened
- Smaller events - two weeks before
The earlier the better!