ORGANISING EVENTS
PLANNING
WHY PLAN?
• Planning an event in good time prevents a waste of
resources, time and money.
• It ensures sufficient time is given to market the event
• It ensures that your event or trip is legally compliant
ORGANISING EVENTS
PLANNING
PLANNING:
• Who?
• What?
• How?
• Where?
• When?
ORGANISING EVENTS
PLANNING
PLANNING YOUR EVENT:
• Planning Document
• Profit and Loss
• Risk Assessment
ORGANISING EVENTS
PLANNING
SPECIFIC:
• What: What do I want to accomplish?
• Why: Specific reasons, purpose or benefits of
accomplishing the goal.
• Who: Who is involved?
• Where: Identify a location.
• Which: Identify requirements and constraints.
ORGANISING EVENTS
PLANNING
MEASURABLE:
Criteria for measuring progress toward the attainment of
the goal.
ORGANISING EVENTS
PLANNING
ACHIEVABLE:
How can the goal be accomplished?
ORGANISING EVENTS
PLANNING
REALISTIC:
Can it be accomplished given resources, budgets and staff?
ORGANISING EVENTS
PLANNING
TIMEBOUND:
Over what time scale can the goal be achieved?
Targets set and deadlines met.
ORGANISING EVENTS
FINANCIAL PLANNING
PROFIT & LOSS
• A profit and loss account is a summary of all income
and all expenditure for an event.
• It allows you to project how much profit or how great a
loss you will incur.
• If your Society purposely intends to produce a loss
making event it must account for a subsidy from its’
account in its income.
ORGANISING EVENTS
RISK
RISK ASSESSMENT:
• Is a legal requirement
• Demonstrates that you have considered the risks of
your event/activity and made provisions to ensure your
members’ safety.
ORGANISING EVENTS
EVENT SPECIFIC
MOVIE SHOWINGS:
• The Students’ Union holds a film license, which covers its
Society members on both Park and Avenue Campuses.
• You must inform the Students’ Union of any movie you
intend to screen.
• You may not sell entrance to any movie showing or
food/drink at marked up prices.
ORGANISING EVENTS
EVENT SPECIFIC
CAKE SALES:
• In the interest of student safety, a person in possession of
a food and hygiene certificate must supervise any baking of
goods to be distributed or sold to members or the public.
• A copy of this certificate must be submitted to the
Societies & Volunteering Coordinator.
• An appropriate Risk Assessment must be completed to
take account of good food practice in its production and
sale.
ORGANISING EVENTS
EVENT SPECIFIC
GUEST SPEAKERS:
• An external speaker form must be completed before any
guest speaker can be allowed to attend an event.
• This form must be submitted at least 14 days in advance
of your event.
ORGANISING EVENTS
EVENT SPECIFIC
GUEST SPEAKERS:
All speakers will be made aware of their responsibility to
abide by the law, the University and the Union’s various
policies, including that:
• They must not incite hatred, violence or call for the
breaking of the law
• They are not permitted to encourage, glorify or
promote acts of terrorism including individuals,
groups or organisations that support such acts.
ORGANISING EVENTS
EVENT SPECIFIC
GUEST SPEAKERS:
All speakers will be made aware of their responsibility to
abide by the law, the University and the Union’s various
policies, including that:
• They must not spread hatred and intolerance in
the community and thus aid in the disrupting
social and community harmony
• Within a framework of positive debate and
challenge seek to avoid insulting other faiths or
groups
ORGANISING EVENTS
EVENT SPECIFIC
GUEST SPEAKERS:
All speakers will be made aware of their responsibility to
abide by the law, the University and the Union’s various
policies, including that:
• They are not permitted to raise or gather funds for
any external organisation or cause without the
express permission of the trustees.
ORGANISING EVENTS
EVENT SPECIFIC
CHARITY FUNDRAISING:
Frustratingly, there are a lot of laws and regulations which
apply to raising funds for charity – you can’t just go out on
to the street asking for money.
ORGANISING EVENTS
EVENT SPECIFIC
CHARITY FUNDRAISING:
It is against the law for a charity to give money to another
charity. For this reason you cannot give any funds raised
through membership fees or money given to you by the
Union through grants to a charity.
We CAN raise funds on behalf of another charity.
ORGANISING EVENTS
EVENT SPECIFIC
CHARITY FUNDRAISING:
Step 1 is to contact the charity you wish to fundraise for
and let them know your plans. They will provide you with
the necessary documentation you will require if they
approve your event.
You will also then be able to ask permission to advertise
using their name and logo.
ORGANISING EVENTS
EVENT SPECIFIC
CHARITY FUNDRAISING:
When it comes to marketing – know the difference
between proceeds and profit. You must be specific is 100%
of profits going to the charity? If not you must state what
percentage will.
If you advertise proceeds will be going to charity, you
cannot then deduct your costs. The money legally belongs
to the charity in question.
ORGANISING EVENTS
EVENT SPECIFIC
CHARITY FUNDRAISING:
If collecting donations for a charity you will need collection
cans. These are available from the Societies & Volunteering
Coordinator.
These must be:
• Sealed
• Signed
• Clearly display the charity name and number
ORGANISING EVENTS
EVENT SPECIFIC
CHARITY FUNDRAISING:
You can only collect for charity on University property.
Collecting on any other premises will require a permit,
which only the Societies & Volunteering Coordinator can
apply for on your behalf.
Collecting without one is illegal.
ORGANISING EVENTS
VENUE BOOKINGS
HOW TO BOOK A UNION ROOM
To book a venue at the Union you must enquire with the
Societies & Volunteering Coordinator.
This request should include a Planning Document, which
makes clear any requirements for catering, AV equipment
etc.
Requests must be made at least 2 weeks in advance.
ORGANISING EVENTS
VENUE BOOKINGS
HOW TO BOOK A UNIVERSITY ROOM
To book a room in a University building you must enquire
with the Societies & Volunteering Coordinator.
Include: Capacity required, day and time required and any
room preferences. Planning documents are not required
for regular meetings, but must be included for any events
you intend to hold in University buildings.
Requests must be made at least 1 week in advance.
ORGANISING EVENTS
ANY QUESTIONS?
YOU SHOULD NOW KNOW:
• How to complete a Planning Document
• How to complete a Profit & Loss
• Event specific issues concerning: Movie showings; cake
sales; guest speakers and charity fundraising.
• How to book venues.