Events and Fundraisers
The Windsor Workbook
The Ultimate Campus Event Planning Guide
2009/2010
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Events and Fundraisers
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Table of Contents – Events and Fundraisers
Introduction ........................................................................................................ E4
Goals ................................................................................................................... E4
Objectives ............................................................................................................ E4
Event Planning and Implementation ................................................................ E5
Six Steps to a Successful Event .......................................................................... E5
Budgeting for an Event ..................................................................................... E7
Six Steps for Preparing a Budget ......................................................................... E7
Regulations and Guidelines for Holding Events ............................................. E8
Event Approval..................................................................................................... E8
Event Liability ....................................................................................................... E9
On-Campus Event Guidelines ............................................................................. E9
Off-Campus Event Guidelines ............................................................................. E9
Catering Services Food Policy…………………………………………….……….…E10
Food Event Policy……………………………………………………………………...E10
Outdoor Event Booking Regulation…………………..………………………………E10
Events with Alcohol ............................................................................................ E11
EANABs (Equally Attractive Non-Alcoholic Beverages) ..................................... E11
Food Handling Guidelines .................................................................................. E11
How to prevent Cross- Contamination .......................................................... E12
............ BBQ Tips………………………………………………………………..……..E12
Publicizing for Your Group ............................................................................. E12
The Importance of Publicity ............................................................................... E13
The Purpose of Publicity .................................................................................... E13
Arranging Publicity ............................................................................................. E13
Location of Publicity ........................................................................................... E13
Posting of Posters .............................................................................................. E13
When to Publicize .............................................................................................. E13
Mechanics of Publicity ....................................................................................... E14
Colour Combinations ......................................................................................... E15
Get It Together ................................................................................................... E15
Other Important Regulations .......................................................................... E16
Advertising and Sponsorship Regulations ......................................................... E16
Campus Community Police ................................................................................ E16
University Parking Lots ...................................................................................... E17
Sanctions ........................................................................................................... E17
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Emergency Procedures ................................................................................... E18
Pre-Event Procedures........................................................................................ E18
Entrance Procedures ......................................................................................... E19
Medical Emergencies......................................................................................... E19
Crowd Control .................................................................................................... E19
Fire and Fire Hazards ........................................................................................ E20
Excessive/Under-Age Drinking .......................................................................... E20
Poor Weather Conditions ................................................................................... E20
Altercations ........................................................................................................ E21
Ejection Procedures ........................................................................................... E21
Post-Event Procedures ...................................................................................... E21
Risk Management Checklist............................................................................ E22
All Events ........................................................................................................... E22
Water Events ..................................................................................................... E22
Scavenger Hunts ............................................................................................... E22
Food Events ....................................................................................................... E23
Physical Activities .............................................................................................. E23
Off Campus Events ............................................................................................ E23
Events with Fire ................................................................................................. E23
Events with Alcohol ............................................................................................ E23
Ideas and Samples........................................................................................... E24
Dry Event Ideas ................................................................................................. E24
Sample Event Timelines .................................................................................... E25
Event Checklist .................................................................................................. E27
Last Minute Checklist ......................................................................................... E28
Policy Documents .............................................................................................. E29
Fundraising for Your Group ............................................................................ E30
Planning Your Fund Raiser Events .................................................................... E30
Corporate Sponsorship ...................................................................................... E30
How to Ask for Corporate Funding ..................................................................... E30
Who to Ask ........................................................................................................ E31
What to Ask For ............................................................................................................. E32
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Introduction
Event planning is a wonderful way to introduce and connect students to the
University of Windsor community.
The planning and implementation of successful events is often one of the most
daunting challenges faced by student leaders each year. Given the myriad of
variables that may contribute to the success or lack thereof of any given event,
we understand the difficulties and obstacles that you will face. This workbook is
designed to provide student event planners with clear and concise guidelines and
expectations. It is meant to function as a means of communicating the objectives
of the University of Windsor to your organization and to ensure the planning and
implementation of successful, safe, inclusive and responsible events.
We hope that it will serve as an invaluable resource as you embark upon your
journey as a student leader!
There are four main categories of events:
1. Educational (guest lectures, etc.)
2. Recreational (bowling nights)
3. Social (Bands, Concerts)
4. Cultural (Multicultural Days, Diwali)
Goals
The Windsor Workbook was developed to support student leadership and
student sponsored activities that enhance student life at the University of
Windsor. Event planning allows student leaders to actively contribute to the lives
of their fellow students and enhances the quality of campus community, while
allowing student leaders to develop skills and abilities that will augment their
future career goals. It is our hope that this Workbook will encourage and enhance
event planning initiatives, and ensure that all events are coordinated safely and
responsibly.
Objectives
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To ensure that students have the resources necessary for event success
To ensure that events are organized in a safe and responsible manner
To ensure the financial viability of events
To ensure that all campus policies and procedures are adhered to
To ensure that student groups are inclusive in their event planning
To ensure consistency and cooperation among various campus organizations
To make students aware of the fundamental values, rights and responsibilities
associated with being members of the University of Windsor community, and
the behaviors appropriate to this setting.
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Event Planning and Implementation
Six Steps to a Successful Event
Step One: Needs Assessment
Asking yourself questions is a great way to determine what would most benefit
your students. Are there any issues which are currently affecting my students?
What are the needs, wants or concerns of my students? Then, using your
answers to these questions, develop the goals and objectives you wish to
accomplish with your event.
Step Two: Idea Formulation
Now that you know what you want to achieve, how do you select an event?
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Brainstorm ideas; write down everything you can think of
Evaluate your ideas
Don't forget the KISS Principle - "Keep It Simple Silly!"
Remember to take into account the following factors:
o time - permits/licenses
o money - facilities and equipment
o supplies and resources - what your students want
o scheduling - risk assessment
o accessibility requirements - security (if required)
Step Three: Event Planning
All events require a lot of organization. Be sure to ask the following questions:
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Who is involved?
What is needed/required for this event?
Where will the event be?
When will it happen?
How are you going to promote the event?
Are there any policies or requirements that need to be adhered to?
Step Four: Publicity
This is one of the more important aspects of event planning. If you tell them they
will come! Be creative to grab their attention!
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Start to promote your event early (the larger the event the earlier). One month
before is a good benchmark.
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University of Windsor Event Calendar, Facebook Sites, and Student Pulse
Posters/banners/flyers should include:
o name of event
o day, date and time
o location
o who is running/sponsoring the event
o cost involved (if any)
o who is invited to attend
o accessibility symbol
Don't forget to let your team know!
Keep it simple and colorful
Be original
More information in Section E13
Step Five: Event Implementation
Here are a few details to consider when getting your event ready to go. The
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Book the room and equipment in advance and confirm everything the day
before (be aware of any equipment costs)
Prepare the set-up and physical arrangements early. Don’t wait for your
audience to arrive
Remember Murphy’s Law...be prepared for any unexpected problems
Have the appropriate number of trained staff and volunteers in attendance to
help combat any potential problems
Always be prepared for a large number of people
Enjoy yourself!
Step Six: Follow Up/Evaluation
After every event, it is important to review what was successful and what could
have been improved upon. Evaluating your events will only make you a better
event planner.
Remember, you aren’t finished until you tie up all the loose ends! Here are some
helpful hints:
 Clean up after the event, and return any borrowed materials/equipment
 Remove advertisements promptly from all campus areas where they have
been posted
 Complete a final budget and pay any outstanding bills
 Complete an event evaluation to add to your file for future reference. Good
evaluations help with future events!
 Complete an incident form to document any situations that occurred
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Submit all signed waivers, incident forms, contracts, etc. to the appropriate
reporting authority
Encourage honest feedback from the participants and/or presenters
Get feedback from your executive, student group and members of other
groups
Be encouraged by all events - they are all learning experiences
Thank all helpers and guests in writing
TIP: Remember to double check all applicable policies on advertising and
posters to make sure that you don’t violate any!
Budgeting for an Event
Budgets are easy to prepare if you are organized and have a clear picture of
what your group wants to accomplish through the event. An event’s budget
should include the facilities needed for the event, and the expected expenses
and revenues.
Six Steps for Preparing a Budget
1. As soon as you decide to hold an event, sit down with your executives and plan
out the year.
2. Once you have decided what you want to do, research the costs for the event.
Try to think of all the costs needed to hold the event. Find ways of cutting costs
and saving money.
3. Write down what these costs are gong to be. This will be the expenses from the
event.
a. It is best to get quotes and/or purchase orders for expenses, especially
the major ones (>100) (i.e. conferences, large activities).
b. We obviously understand that it is nearly impossible to get purchase
orders or quotes for everything, especially for small items (i.e. fresh fruits
for meeting) as prices change, but you should still try to be as exact as
possible for stable items (i.e., timbits at $2 a box).
c. Remember that this information may be used by the sponsors when
deciding upon the budget and/or funding that you will receive, the more
information that is provided, the less funding they can cut on grounds of
you “padding your budget.” A well made budget is also useful, as it shows
that you are a well run organization.
4. As an executive, sit down and brainstorm where you are going to get the funds to
pay for your events. This will be your revenue from the event. Don’t
overestimate the amount of revenue you think you will raise – it’s better to
underestimate. Your revenue may come from a number of different sources, for
example:
a. Membership fees (a minimum of $2 per member)
b. Money from your faculty
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c.
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Community groups or parent organizations
Sponsors or donations from outside organizations
Entrance fees to events, as well as advertising at such events
Fundraising (e.g. selling merchandise, running events, holding a raffle,
etc.)
g. Funding from the University.
5. Compare your expenses with the revenue you are expecting. If your revenues do
not equal your expenses, start cutting costs until you are certain that you can pay
for everything.
6. Once your executives are satisfied with your outline for the event, begin booking
dates and working on your ideas.
A few budgeting tips
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Don't forget to save receipts when you spend money on behalf of your
organization.
Sometimes you can work with suppliers to get a deal.
Make sure you know what's included in suppliers' cost estimates. For
example, some suppliers include GST and gratuity, and others don't.
Always set aside some money for misc. or emergency expenses.
Reconcile your account each week to prevent financial errors.
Look at past budgets if available.
Regulations and Guidelines for Holding
Events
Event Approval
All events organized by student groups on campus must be approved prior to
implementation. It is imperative that those planning events follow the Student
Event and Activities Risk Management Policy (SERMP). Groups and
organizations must complete the Event/Activity Approval Form and a Primary
Event Organizer Contract for each event. All forms must be submitted to the
appropriate body or individual within each area for approval. Customized event
forms can be used by ratified groups or areas on campus (e.g. UWSA, WIRC,
etc.) and must be signed by a staff advisor or student union representative
authorized to approve events.
It is recommended that groups submit their event proposals at least 4 weeks
prior to the event, to ensure that any necessary changes can be made. All event
forms should remain on file for at least 6 years, in addition to all other applicable
documentation, waiver forms, contracts and event evaluations.
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Groups must ensure that approval has been obtained before they begin planning
an event. Events that have not been approved will not be covered by any
Insurance Policy, and groups risk sanctions as well as potential legal
consequences.
Event Liability
Despite the best of intentions and the most organized of plans, the likelihood of
an incident during an event is always possible. However, preventative risk
management steps can and should be taken to ensure the safest possible event.
To ensure that groups are best prepared for every situation, and that funds do
not have to be spent on costly damages and/or retribution for student injuries,
groups are required to adhere to the Student Event Risk Management
Policy.
In the event that an incident does occur, Incident Forms must be completed by
the Primary Event Organizer, detailing which individuals were involved and
exactly what occurred. The form must be submitted to the staff advisor or student
union representative within 24 hours of the incident, and should remain on file for
at least 6 years.
On-Campus Event Guidelines
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Complete the Student Event/Activity Approval form and obtain the
necessary approval
Ensure that you have adequate and appropriate insurance coverage
Create a reasonable and realistic budget
Book your room and organize your room set-up with Catering Services
Alcohol service is available through Catering Services & The Basement
Contact Campus Community Police to determine appropriate event
support e.g. offofficers, ERT persons
o Book your audio visual needs with the Centre for Teaching and
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Advertise your event to the rest of the group and membership
Ensure that you have sufficient staff and/or volunteers (1:20 ratio)
Ensure that all applicable university policies and procedures are followed
Off-Campus Event Guidelines
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Complete the Student Event/Activity Approval form and obtain the necessary
approval
Ensure that you have adequate and appropriate insurance coverage
Book the venue and organize your room set-up with the Off Campus Vendor
Create a reasonable and realistic budget
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Book your transportation in advance and coordinate the necessary waiver
forms, bus monitor and line monitor contracts
Advertise your event to the rest of the group and membership
Ensure that you have sufficient staff and/or volunteers (1:20 ratio)
Ensure that all applicable university policies and procedures are followed
Room Booking Procedures
Rooms in the CAW Student Centre
All Student Centre room bookings are done through the Info Desk. Call Dolly at
ext. 3235 and your reservation will be booked immediately.
Rooms on Campus
All campus room bookings are done through Catering and Conference Services,
in the basement of Vanier Hall. Call Ann at ext 3277 or Diane at ext 3276 for
UWSA ratified groups. If a purchase order is needed, you will be required to
come to the UWSA Office and authorize the payment. Once the VP Finance has
checked to ensure that your account has sufficient funds, he/she will fax the PO
to Catering and Conference Services to secure your room booking.
Booking Food and/or Beverage
The Basement can accommodate your next event and offers a selection of
catering options. They have a private room for smaller events and projection
screens are available throughout the venue. Catering and Conference Services
is another food and beverage option for your semi-formal dinners, meetings,
receptions, and dances on campus.
Catering services Food Policy:
Food Event Policy
ANY EVENT OFFERING FOOD AND/OR BEVERAGE MUST BE BOOKED
THROUGH CATERING SERVICES
Outdoor Event Room Booking Regulations:
Any group wishing to book outdoor space with or without food/beverage must get
approval from Catering Services (ext. 3276 or 3277) to reserve the space. Note:
Catering Services will first have to check with Facilities Services to ensure that
there are no outdoor projects taking place at that time.
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If booking space outside the CAW Student Centre without food, contact Dolly
Digou in the Student Centre at ext 3235.
Room Capacity (type)
Ambassador Auditorium 350 (banquet), 450 (lecture)
The Basement 508
Student Centre Board Room 24 (meeting)
Trillium 20 (meeting)
Rose Room 40 (banquet), 50 (lecture)
Oak Room 80 (banquet), 120 (lecture)
Katzman Lounge 80 (banquet), 120 (lecture)
Winclaire A 300 (banquet), 350 (lecture)
Centennial 24 (banquet), 20 (meeting)
Odette Room 104 350 (lecture)
Moot Court 270 (lecture)
Erie Hall Room 1120 450 (lecture)
Education Room 1101 270 (lecture)
*** Extensive or complicated room set-ups will be subject to an additional fee
Events with Alcohol
Groups should refer to the Campus Alcohol Policy for procedures regarding on
and off campus events involving alcohol. All events must be run in accordance
with the provisions of the Liquor License Act of Ontario. Due to the complex
nature of alcoholic events, and the significant number of students who are not of
legal age, groups are encouraged to organize “dry” events. A list of dry event
ideas has been included (see Section E24).
EANABs (Equally Attractive Non-Alcoholic
Beverages)
Keep in mind that a large number of people may choose NOT to drink alcohol, so
EANABs should be available when alcohol is served. Examples include Virgin
Daiquiris, Smoothies, Fruit Juices, Coffee/Tea, Bottled Water, Fruit Punches or
Hot Chocolate.
 Internet Resource
For fun mocktail recipes, visit
http://www.lcbo.com/fooddrink/mocktailssearch.shtml
Food Handling Guidelines
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Because the location of your event may be outdoors or away from proper
refrigeration devices, the challenge becomes to store, prepare and serve food in
a way that remains safe throughout the event.
Hazardous Foods are generally protein products capable of supporting bacteria
growth and can cause food borne illness, such as raw meat and poultry, eggs,
fish and milk products. Non-hazardous foods do not normally contain bacteria
and do not need to be refrigerated. These include dry goods, baked goods,
popcorn, fruits and vegetables. 1 in 5 cases of food borne illness are due to
Cross Contamination, which is the transfer of harmful bacteria from one food
surface to another.
How to prevent Cross Contamination:
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Separate raw foods from ready to eat foods during storage, preparation,
transportation and display
Food in storage must be:
 Off the ground and away from chemicals
Food on display must be:
 Pre-packaged and completely enclosed
Clean and sanitize all utensils after each use, i.e. cutting boards, meat
slicers, serving spoons and worktables.
BBQ Tips:
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Make sure that food is properly refrigerated and served to protect your
guests from parasites and other contaminations.
Always thaw meat and poultry in the refrigerator. Unused meat or poultry
should be refrozen.
Cook meats ALL the way through to prevent the spread of bacteria.
Pass on Pink. Do NOT serve pink meat or poultry. If poultry is pink by the
bone, cook it until the juices run clear.
Store and handle foods SAFELY. Cover food with tin foil or plastic wrap.
Keep HOT foods HOT and COLD foods COLD. Keep plenty of ice on
hand.
Use utensils to handle food, and always put food on clean plates.
Always wear plastic gloves and remember to change gloves every time
you change foods to reduce the risk of cross contamination.
Do not prepare foods if you have a cut or open sore on your hands or
fingers.
Publicizing for Your Group
The Importance of Publicity
Publicity is one of the important elements of success in programming. Publicity
can make or break program, yet too often publicity is the area in which we spend
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the least amount of time. There are several reasons why this may occur. First,
we are convinced that we lack the ability to be creative. Secondly, we are
unfamiliar with the resources that are available on campus.
You do not need a great deal of artistic ability to start developing good and
interesting advertisements for your programs.
The Purpose of Publicity
1. Good publicity will stimulate interest and involvement.
2. Publicity serves as the means to reach your target population.
3. Publicity provides important information regarding your program.
All Advertisements should contain
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Time and date of event
Place
Name of the event
Admission charge – even if its free
Who’s involved and who’s invited (sponsor’s name)
Any special information particular to your event
Information on accessibility
Arranging Publicity
Location of Publicity
There are a variety of possible areas where posters can be placed to get the best
effect. Whatever area you may choose for poster display, make sure you obtain
permission. Don’t forget to check for policies and regulations concerning
advertising and posting before you begin the full campaign.
Posting of Posters
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Put posters in high traffic areas
On crowded bulletin boards, use color to help make your posters stand out.
Don’t waste all this great advertising on just anyone. Target your audiences
and advertise where they “hang out”
When to Publicize
It is important that you publicize in advance. Your publicity should be out at least
one week before the activity takes place.
Suspense publicity is a good means to handle advance publicity efforts. This
involves putting out a small amount of publicity information several weeks before
the event (i.e. “Do you know what’s coming in three weeks?”). Each week
following, posters should supply a little more information. Suspense posters and
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table tents should be out 2 weeks before the event. Informal posters,
representatives, newspaper articles and ads should be out 7-10 days early.
Finally, a week prior to the event, specific information can be displayed as to
time, place and what the event is.
Publicity Tips for Events and Fundraisers!
1. Brain storm with your group for creative and ‘out-of-the-box’ ideas.
2. Create an artistic and visible logo which represents the THEME of your event.
3. Use innovative ideas while designing posters- style your posters cut them in
different shapes; use BRIGHT and LIVELY colors
4. Use of FLIP CHARTS/TABLE TENTS to remind participants of the date, time and
locations in a fun loving way can be very effective.
5. You can put posters on Bulletin boards and display cases to advertise programs.
Distributing eye catching Balloons, Banners, colorful flyers in high traffic areas
like the CAW can be very efficient. Putting posters in different University
buildings can attract a lot of attention [check the University poster policy].
6. Use of SIDEWALK CHALK POSTER’s on major campus routes can be
appealing; it can also be a practical economic choice since it can be easily
updated and can be erased once the campaign is over.
7. You can ask your professor’s permission to allow you to write the
date/time/venue of your event on the board; this will at least make those in your
class aware of your event. .
8. You can publicize your event on a greater scale by announcing it in the
STUDENT PULSE- the UWSA’s weekly newsletter or with CJAM FM radio- both
are our campus-based nonprofit community services!!!
9. Promoting and announcing your event in various Council meetings, staff
meetings or with major university groups [example: VISA, SOS, clubs and
societies]. Can also give your event a huge turnover.
10. Co-sponsor your event with other groups, this will draw more attention to your
event and makes it more magnetic.
11. Spending personalized messages to potential people can be a bit time
consuming but the ‘personal touch’ is most productive.
12. Use a combination of best results for dynamic, resourceful and imaginative
approaches over time.
Mechanics of Publicity
It is all up to you, so be creative! Try to target the innovative and creative minds
of those around you. To help you out, here is a list of common colours and their
psychological “meaning”:
Color:
Meaning:
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Red
Orange
Yellow
Green
Blue
Violet
Black
Brown
White
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Calls to attention; dynamic, exciting, sensual. Good if you want
immediate attention. Not good for long term use. Eyes tire of it most
quickly.
Witty, fun things, humor – used in cartoons. Not serious; associated
with youth.
Encourages clarity of mind; modern new ideas, positive colour
Creates growth, organic. The more you see it - the more you like it.
Healing color, soothing on the nervous system. Good for advanced
advertising.
Mind and intellect, relaxing, feeling of restfulness. Good for soothing
people. **Navy is more exciting than regular blue when used with
white**
Never taken seriously. Lighter color. Good to underscore a point you
are trying to make.
Most serious, more formal, the most frightening
Financial community. Evokes emotional security and stability. Not
exciting; does not stimulate action. Restful. **use brown and orange
for serious and direct messages. **
Striking when used with dark, crisp colors (navy). Innocence and
weddings, newness, birth, creativity.
Color Combinations
Listed in order from the most to least readable are:
Purple on Yellow
Black on White
Yellow on Black
White on Black
Purple on White
White on Purple
White on Green
Green on White
White on Red
Orange on Black
Red on Green
Green on Red
Yellow on White
White on Yellow
Red on White
Black on Orange
Get It Together
Nothing sucks more than pouring all your heart into a program and seeing it
underscore your expectations. Below are some helpful hints to help you succeed
in the coming year.
Winning Some Notice with Advertising
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Newspapers
Stall flyers
Fake tickets in mailboxes
-Napkins
-Phone messages
-Door hangers
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Personalized invitations
-Floor Meetings
Magazines
-Table Tents
Buttons/pins
-Balloons
Banners
-Elevator Ads
Small designs taped to the ground -“Don’t read this” posters
Sidewalk chalk
-Laundry Room Signs
Free stuff (especially food, ESPECIALLY if it’s home-made)
Posters in unique places (room doors, ceilings, lounge TV, bathroom mirrors,
etc)
Dry erase markers/window paints on mirrors
Calendar of events in a central location
Puzzles that reveal important information/events
 Voice of Wisdom
Remember to ask the building manager for permission before you start marking up
mirrors and windows!
Color and catchy slogans are the keys to successful advertising. Even with
something as basic as a poster, be sure that you make it attractive and appealing
to the eye. Simply posting words will probably not be enough to win you the
attention you want, but with a little pizzazz, maybe the addition of some pictures
or clipart, it’ll be tough for students to turn away from you.
 Internet Resource
Here’s a great site for free clipart: http://office.microsoft.com/en-us/clipart/default.aspx
Other Important Regulations
Advertising and Sponsorship Regulations
The promotion and advertising of events is restricted to events organized by
ratified and recognized groups on campus. All advertising materials must be
approved, and stamped if necessary. Posters must adhere to all building rules
and regulations, and must be removed after they have expired.
The promotion of alcoholic products, local establishments, brewers and/or
distillers may only take place within licensed premises and must comply with
other campus advertising policies. Sponsorship from these groups is permitted if
approval has been obtained from the appropriate body or individual. Sponsorship
for safe-drinking programs is permitted, provided the name of the program and its
message take prominence over the name of the manufacturer.
Campus Community Police
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Student groups are required to utilize Campus Community Police Officers for
certain events held on campus. The number of Officers required will depend on
the type of event, the number of participants expected, whether alcohol will be
served etc.
Police Officers can be requested through Campus Police, (x1234) and all costs
must be absorbed by the student group hosting the event. Student groups may
be required to review their security plans with the Director of Campus Community
Police.
University Parking Lots
To utilize a university parking lot for an event, student groups are required to
provide the following information to Parking Services:
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An event proposal form that has been approved (event forms should be
signed by the appropriate authority) indicating that the group has sufficient
insurance
A plan to ensure the safety of all participants and spectators
A plan to ensure the protection of personal and university property
A crowd control/evacuation plan in the event of an emergency
A plan to handle any medical emergencies
Proof that the necessary licenses have been obtained
The cost per lot per day is $125. If a student group is using the Parking Lot to
raise money, and the funds are NOT being donated to a charitable organization,
the cost per lot per day is $300 (3rd Party Fee).
Sanctions
Individuals and/or campus groups responsible for violations will be held
accountable for their behavior and actions. Sanctions will be imposed at the
discretion of the staff advisor or student union representative responsible for the
student group. Repeated violations may result in further penalties and will be
dealt with more severely.
When planning an event, campus groups should be aware that certain behaviors
may result in disciplinary sanctions. These include:
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Hosting an event without approval
Violation of approved event proposal terms and guidelines
Violation of campus policies or procedures
Disregard for appropriate risk management protocol
Insufficient event staff, security persons and/or volunteers
Other situations found to violate campus codes of conduct or policy
documents
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Possible sanctions may include:
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Probation or suspension of a group’s ratification status
Loss of recognition or deratification
Financial penalties or a temporary suspension of funds
Loss of event planning privileges – e.g. inability to book rooms, use oncampus resources
Meeting with Vice-Provost, Students and Registrar or designate
Other sanctions as deemed appropriate
Emergency Procedures
Murphy’s Law guarantees that if something can go wrong, it most likely will.
Event planners who keep this in mind are usually the most prepared and best
equipped to handle any situation that may arise. If an event has been well
planned, and staff/volunteers are familiar with safety and security procedures,
you should be able to run and implement the safest event possible.
The following document outlines some procedures to handle potential situations
and emergencies you may come across during an event. In the event of any
emergency or need for First Aid, contact Campus Community Police at x1234
and the Emergency Response Team at x3940.
Pre-Event Procedures
Prior to any event, precautionary measures that should be taken include:
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Review the fire regulation and building capacity policies for the event location
Check the event site to ensure it is fully accessible
Obtain a cellular phone and distribute the number to all event staff
Design a means of communications for all staff – utilize headsets if possible
to remain in constant contact
Hold a training session for all staff/volunteers before their shift, reviewing the
entry/exit points, safety equipment, and emergency procedures
Create a rotation schedule for all security persons, ensuring staff have been
assigned to all areas of the venue
Place staff in strategic areas so they can quickly respond to all situations
Ensure staff persons are dressed so they are clearly visible
Conduct a final venue check before the doors open to ensure everything is
ready
Entrance Procedures
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To ensure a smooth entry process for event participants:
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Stagger event entry and use barricades to avoid areas of high congestion
Arrange for adequate admissions areas to prevent long lines
Utilize good signage outside the venue to indicate the doors that are
accessible
At least 2 line monitors should supervise the entry line into the event, to keep
the line calm and orderly
Door staff should work in pairs, with one person checking Identification
Cards/wristbands, and the other taking tickets and admission fees
One staff person should keep track of the number of people within the venue,
to ensure attendance does not exceed building or room capacity
Once capacity has been reached, stop admitting people immediately
Ensure the entrance is accessible for all participants, keeping in mind various
accessibility requirements and needs (e.g. wheelchair access)
Medical Emergencies
A medical emergency can include everything from a bloody nose to a seizure.
Event planners should undergo First Aid training and a First Aid kit should always
be kept on site.
 Assess the situation to determine what needs to be done
 Bring the injured person to an isolated area for treatment
 Keep them calm and get all of the details surrounding the incident
 Have staff members coordinate crowd control
 Be prepared to evacuate the venue if circumstances warrant
Crowd Control
It is important, especially when planning large events that crowd control
strategies are devised to maintain control of the event and the environment.
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Event staff should rotate throughout the venue, especially within areas that
hold large numbers of people
Event staff should be located at each exit point, to keep track of the number
of people that have left the event
Exit staff should inform the entrance staff about how many people can be
admitted into the event, to keep the flow of event participants relatively stable
If staff cannot safely supervise a large number of guests, door staff should
wait until the crowd thins before more people are able to enter
Having numerous concession stands can prevent long lines and congestion
problems
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Fire and Fire Hazards
Event staff should be able to identify and respond to fire or safety hazards.
Should a fire occur, people will look to you and your staff for assistance.
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Before the event, staff should know where fire alarms, exits and equipment
are located
Event staff should be assigned specific duties (e.g. crowd control) and know
what to do in the event of an emergency
If smoking is prohibited within the venue, be alert for people smoking or
throwing cigarettes into trash cans
If a fire is detected, pull the nearest fire alarm and start evacuating the area
Staff should ensure that all patrons have left the area safely
Keep people away from the fire and clear an access route for fire personnel
Keep people calm and ensure medical attention is provided for those who
need it
Speak to the Police and Fire Personnel regarding all event details
Excessive/Under-Age Drinking
The risk level for an event always increases when alcohol is involved, as people
are more apt to engage in unsafe behavior. Event planners should always
undergo Smart Serve Training prior to an event to help them better understand
the legal requirements of alcohol service.
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Staff should keep an eye on dangerous areas such as stairs, balconies or
hallways
Bartenders and servers should know how to detect intoxication and what
quantities of alcohol can be legally served to event participants
Individuals that display signs of intoxication must be cut off immediately
If an event is all-ages, a wristband policy must be implemented and monitored
All staff should monitor the behavior of all attendees, especially those
underage
Event planners must abide by the provincial liquor laws when planning events
with alcohol
Poor Weather Conditions
Wind, Rain, Snow or Sun can adversely affect the success of your event, as
people often cannot withstand the elements for very long and the weather is one
of the hardest things to predict or control.
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Check the Weather Report prior to any outdoor event
Arrange for an alternate indoor venue if required
Always ensure water is available when holding an outdoor event during warm
weather
Shaded areas should be created for those who want to get out of the sun
Minimize sun time by holding the event later in the day or for shorter time
periods
Remember that people often won’t notice heat/sun stroke until it hits them
Altercations
Altercations can always occur, especially when an event is quite large and
alcohol is being served.
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Look to your team for support to diplomatically handle the situation
Don’t be condescending or aggressive. Hostility will only make the situation
worse
If you feel uncomfortable in any situation, ask for help or contact Campus
Community Police
Campus Community Police should remove the person causing the altercation
from the area
Give someone a chance to stop what they are doing, forgive and forget, or
sober up
Individuals who continue to be a problem should be ejected
Ejection Procedures
Ejecting event patrons should only be done by security staff (Campus
Community Police) and only as a last resort.
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Do not hesitate to eject belligerent, insulting, threatening, or hostile individuals
When someone is ejected, it should be done quickly and quietly
Allow the person to leave on his/her own. If (s)he refuse, contact Campus
Community Police
Report the time and description of the person ejected to the door staff and the
primary organizer
Post-Event Procedures
Responsibility for event participants does not cease once they have left the event
venue. Injuries or damages that occur after the event has concluded can become
the responsibility of the student group and event staff. To protect the safety of
event participants, you can:
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Contact Walksafe to walk students home or to their cars
Call Cabs or arrange for transportation after the event
Campus Police should be located outside the event to prevent any damages
and the consumption of the alcohol outside the event venue
Complete an Incident Report for any major/minor circumstances that occurred
Report all outstanding event details to a staff/student advisor
Risk Management Checklist
All Events
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Volunteer ratios should be 1:20 depending of the nature of the event.
Consider the community surroundings. For instance, what are the city by-laws or
campus rules with regard to noise? This is important to consider if you are in a
building or using the grounds around a building, especially residence buildings.
Does your event conflict with any other mandatory event or holiday?
Have you used the correct language on your posters and other means of
advertising? Is your advertising discriminatory?
Are your safety and security plans clearly outlined?
Is your event inclusive and accessible?
Have you planned appropriately for your target group of participants?
Is your event conflicting with any laws of the land, objectives of the university or
by-laws within your organization?
Have you accounted for where you are to safely store all cash on site and how to
keep an inventory of product or tickets being sold?
Have you accounted for the elements of nature such as long exposure in the sun,
wet slippery conditions or thunder/lightning storms?
Water Events
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Are the games/activities to be performed clearly outlined?
How will you ensure that water guns are filled up using water only?
Is there going to be a mass amount of water in one area that could lead to
injuries,
horseplay or electrical concerns?
Are there any areas that could be damaged by the use of water, such as
computers, documents, etc?
Does your event run the risk of personal property being jeopardized, such as
clothing, books, etc?
Have you arranged for the Emergency Response Team to be present?
Where is your water source coming from, and who has access to it?
Have you clearly outlined boundary lines where water can and cannot be used?
Scavenger Hunts
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Do you have a list of items to be found? Has this list been approved by the
appropriate people?
Is the list appropriate? i.e. no stealing
Have you set parameters for the event as well as a timeline?
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Do you have a group leader?
Food Events
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Did you plan for enough food per person?
Have you considered all dietary needs? (vegetarians, vegans, allergies)
Are the individuals preparing the food trained in food preparation? e.g. using
separate grills/utensils for meat and vegetarian products
Have you kept the food items refrigerated and away from animals?
Has food storage and transportation been taken into account?
Have you cleaned up the extra waste and garbage from the event site?
Physical Activities
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Have you recruited volunteers with First Aid training and/or contacted ERT?
Have you provided, signed and collected all waivers?
Have you provided food and refreshments for participants?
Off Campus Events
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Has transportation been arranged?
Do you have 2 bus monitors per bus? Have you provided appropriate training to
all of the bus monitors?
Do you have barricades for loading the bus for trips with over 200 people?
Have you checked to ensure no one is boarding the bus with alcohol?
Have you clearly stated to people that upon request, their bags can be checked
to view their contents?
Have you provided, signed and collected all waivers?
Is alcohol accessible at the event? Are all participants over the age of 19?
Remember that there are bars in bowling alleys
Is the venue accessible?
Have you visited the venue to confirm all of the finer details?
Have you signed a written agreement with the venue?
How will you ensure that all participants return with you from the event?
NO Events with Fire
Events with Alcohol
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Have you obtained approval to hold an alcoholic event? Is the venue licensed?
How will you ensure that only participants of age will be drinking? Remember,
using wristbands is not flawless
Do your staff/volunteers know that they are required to remain sober throughout
the
event?
Have you hired Campus Community Police Officers?
Have you contacted ERT?
Is your event causing inconvenience or concern to any members of the
community?
Have your staff/volunteers received the appropriate training prior to the event?
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E24
Ideas and Samples
Dry Event Ideas
This is a list of events that have been offered in the past. Feel free to use these
event ideas, or come up with your own!
-Playfair
-New Student Orientation
-Bowling and Billiards Night
-Student Council Introductions
-Commuter Café
-Library Tour
-Pita Pizza Social
-What You Need to Know About Parking
-Faculty and Staff Meet & Greet
-“Wizard of Oz” Scavenger Hunt
-Ultimate Frisbee
-Aquatic Splash Fest
-Indoor Miniature Golf
-Pre Law Basic
-Paintball/Laser Tag Night
-Back to School BBQ
-Haunted Hike
-Picnic in the Park
-Miniature Golf
-DJ Competition
-Picture Scavenger Hunt
-Stand-up Comedian Night
-Winter Carnival
-Mardi Gras Masquerade
-Game Show Night
-Hot Cocoa and Cider Night
-Much Music Video Dance Party
-Woodstock Music Festival
-Shinerama Day
-Ski Trip
-Outdoor Concert
-Karaoke Night
-Hub Night
-Off-Campus Survival Tips
-So-you-want-to-Volunteer Fair
-Board Game Tournaments
-Bagel Brunch
-Indoor/Outdoor Movie Night
-Music Ensemble
-Where’s Waldo Campus Tour
-Club Fest
-Community Campfires
-Student Employment Info Fair
-Campfire Sing-a-long
-Student Organization Info Fair
-Banner Making Contest
-Giant Twister
-Play Day
-Trip to the Conservation Area
-Ice Breakers
-Meet the Exec
-Meet the Dean
-Outdoor/Indoor Concert
-Grape Juice and Cheese Night
-Coffee House
-Lounging with the President
-Mini Olympics
-Meet the Pres in Res
-Society vs. Society Competition
-Early Bird Swim
-Amateur Photo/Art Show
-All-you-can-eat Pancake Breakfast
-Wet and Wild Finger Painting
-Group Fitness Class
-Photo Scavenger Hunt
-Outdoor Frisbee
-College, Faculty, Program Meeting
-Volleyball in the Student Centre
-Corn Roast
-Lecture Speaker Series
-Luau Night
-Psychic Expo
-Computer Games Night
-New Student Reception
-Grocery Store Run
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Sample Event Timelines
The following timelines are your guide to successful event planning. This is an
invaluable resource to help you remain on track as well as ensure crucial details
are not forgotten.
TASK
- Sit down as a group/executive to set
goals for the year or the semester
- Brainstorm various event ideas
- Decide what events the group will run
according to the funds available
- Determine tentative event dates, times,
locations and budget allocations
- Contact staff advisors or student union
reps to get feedback, assistance and
keep lines of communication open
- Keep group members informed of all
event planning progress
- Determine who the event will target
(Residence/off campus/all ages, etc.)
- Select a room/venue for the event
- Submit an Event Proposal and Primary
Organizer Contact for approval
- Determine event staff requirements
(may include Campus Police)
- Create a checklist of required
items/supplies/equipment
- Get quotes for any needed materials
- Create a preliminary budget
- Determine how you will promote and
advertize the event
- Determine your power/electrical needs
- Ensure event approval has been
obtained before planning continues
- Arrange for transportation if required
- Select the food/beverages to be served
- Order any items/supplies/equipment
- Design and produce publicity materials
- Request donations or sponsorship
- Request licenses/permits if required
- Review and sign any vendor contracts
- Review Emergency Procedures
- Prepare Invitations (optional)
- Begin advertising and promotions
- Send out invitations to all guests and
TARGET
DATE
Beginning
of the Year/
Semester
8 weeks prior
to Event
4 Weeks
before the
Event
3 Weeks
before the
Event
2 Weeks
before the
PERSON
RESPONSIBLE
DONE
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group members
- Begin ticket sales if required
- Confirm the room/venue and set-up
- Inform the media about the event
- Conduct a site check of the location
- Determine the maximum capacity of
the room/venue
- Identify all fire exits and fire equipment
- Ensure a first aid kit will be on site
- Request Campus Police Officers and
event staff as per the event proposal
- Organize security protocol in
conjunction with Campus Police (i.e.
rotations/entry/exit procedures)
- Make rain/back-up plans
- Finalize all event details
- Finalize the number of people
attending the event
- Hire or recruit staff and volunteers to
assist with the event
- Conduct a Training Session for all staff
and volunteers, including all bus and
line monitors
- Confirm that all supplies were ordered
and will arrive on time
- Create a guest list for the event
- Create backup plans if things don’t go
as planned
- Purchase any last-minute items
- Organize supplies for the event (e.g.
Change floats/pens/hand stamps, etc.)
- Ensure that all staff and volunteers
know what time to arrive
- Prepare the necessary waiver forms
- Create visible signage for the entrance
E26
Event
1 Week
before the
Event
Day before
the Event
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Event Checklist
1. Date/Time
 Date for Event
 Time
 Rain date/snow date
2. Facilities
 Location
 Anticipated attendance
 If event is being held outside: rain plan, alternate site, alternate date, and/or
plan for cancellation
 Confirm reservation of location & date with Special Events Manager
3. Food Service
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Number of people to be served
Reception
Dinner
Luncheon
Breakfast
Refreshments/snacks
Buffet service
Wait staff
Attendant
Bartender
Wait Staff/Attendants/Bartender service fee
Linen
China
Plastic ware
Skirting for panel and/or information tables (check manual for fees)
Wine/beer - Permit needed, depending on location to be served – apply 6
weeks in advance.
 Contingency plan
 Dietary concerns
4. Event Program
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Guest Speaker(s)
Time speaker will speak and the length of speech
Presentation(s)
Timing of food service
5. Buildings & Grounds
 Set up/breakdown
 Coat racks
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E28
Recyclable/Trash receptacles
Podium
Flags and poles
Easels
6. Table Decorations/Necessities
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Tables
Chairs
Candles (only where permissible)
Vases
Table numbers, reserved signs, and place cards
Other decorations - balloons, ribbons
Centerpieces for reception tables
Dinner tables
Podium (in front of)
Plants
7. Design and Printing
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Fee for design concept and package
Advance announcements
Invitations
Programs
Promotional flyers
Posters
Tickets
Place cards
Signs
Registration packets
Name tags and holders
Any other printed materials
Last Minute Checklist
Day of the Event:
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The Primary Organizer should be first person there and the last person to leave
Arrive a few hours before the doors open (depending on the set-up required)
Pick-up, set-up and test all equipment
Complete all set-up/decorating arrangements
Have all volunteers and staff arrive early to sign any necessary contracts and
waivers (these should remain with the Primary Organizer)
Assign duties to each person, and make sure that everyone is aware of their
responsibilities and where they should be located
Establish a system of communication between all event staff
Ensure that you know where all of the fire exits are located
Ensure that all event staff are highly visible (red/yellow/orange t-shirts work best)
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Meet the guest speaker or performer if any (be prepared to introduce them)
Conduct a final safety check of the room/venue before the doors open
Have some incident forms on hand
RELAX and HAVE FUN!!!
Policy Documents
The following University of Windsor policies are applicable across campus and
must be adhered to at all times, in addition to those set by university divisions,
departments, and student governments. Students and student groups are
encouraged to review the below documents to ensure that they are informed
about all applicable requirements.
 Internet Resource
All of the policies below can be found on the Student Development & Support
webpage:
www.uwindsor.ca/sds /eventplanning
POLICY
DESCRIPTION
Student Code of Conduct
Catering Services Policy
Campus Alcohol Policy
Student Event and Activities Risk
Management Policy
Human Rights Policy
The rights and responsibilities of students
as members of the University of Windsor
community
Guidelines and procedures regarding the
planning and coordination of student
events held on campus that involve food
and/or alcohol
Rules and regulations regarding the
service of alcohol during events on and off
campus
Requirements detailing the acceptable risk
management procedures for all student
events on and off campus
Policy detailing the protection and rights of
faculty, staff and students within the
University of Windsor community
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Fundraising for Your Group
Planning Your Fund Raiser Events
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Set a goal – how much money you want to raise.
Ask for suggestions from your members as well as from executives. What do
the members want to do? Brainstorm for ideas.
Involve all segments of your group, not just the officers. People contribute to
what they create. Get as many volunteers for your project as possible. Make
sure they understand the cause and are willing to contribute their time and
effort.
Find out what has been done before. What worked? What didn’t? Why? How
can you improve?
Check into local and provincial regulations. Check university policies.
Determine your market: college students, community, parents, etc.
Know your overhead.
Advertise wisely.
Let everyone know your expectations in advance and update on progress.
Recognize everyone involved in the planning and implementation of the fund
raising project. Reward those who achieve.
Thank supporters. Give your big donors some kind of tangible reminder of
how they contributed to a good cause. Create and maintain good will with
these contributors, because they will tend to help in the future.
Complete a written evaluation or report. Make sure you include:
o Contact names, addresses, and phone numbers
o Time lines and important dates
o Suggestions of things to do differently
Corporate Sponsorship
One of the best ways to increase fund raising efforts is to obtain corporate
sponsorship for an event, either through underwriting or direct contributions from
companies. Corporations will help to fund an event if it is in their marketing plan.
Are their customers likely to come to this event? Will sponsorship in an event
help them attract new customers and get their name seen?
How to Ask for Corporate Funding (e.g. from Pizza Pizza, Salon
101 etc.)
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Plan far in advance. Most corporations plan their donation budgets six to
twelve months in advance. Talk to a company as early as possible. Do not
expect to get donations in a month.
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Try to target a specific company who could definitely benefit from your cause
rather than sending out blanket letters to everyone.
By matching your cause and the company, there are better chances for a
positive answer.
Learn as much about the organization you are soliciting before you actually
ask for a dime. Knowledge of the company, their products and services, and
their past charitable events will help see if they are the right match for you.
Address your pitch letter to the person in charge. Do NOT just write “To
Whom It May Concern” or “Dear Sir/Madam.” Call and obtain the person’s
appropriate name and title.
Put your proposal in writing. Enlist the help of your marketing and business
majors to write the proposal in marketing terms.
State your cause in terms of benefits to the company. For example, a $25 ad
in an ad book or a $25 poster that is going to be seen by 1,000 students at an
event is inexpensive advertising for even small businesses.
Also make sure you mention in your proposal how you would advertise the
company’s name.
Who to Ask
Since so many organizations are in need of the same kinds of donations and will
be asking the same companies, it is a good idea to think of all the different
possibilities. Your best efforts will be made with those firms and companies that
primarily market their products or services to college-age students.
Some examples are:
 Businesses located around campus are good, but sometimes they are
overused and get approached a great deal. Be creative.
 Fast food companies (e.g. Harvey’s etc.). You may need to ask the local
manager or may need to write their district office. Many local fast food chains
will provide free punch and drink cups if you are having a sporting event or
project to benefit a local charity.
 Real estate companies that specialize in rentals to college students.
 Beauty supply distributors. Beauty shops may get ten requests for free gift
certificates, but the distributors that sell them their products may not get any
requests. As for the distributor’s name and address, contact them directly.
 Soft drink companies. Look for the local distributor.
 Sportswear and clothing manufacturers.
 Health clubs.
 Cosmetic companies.
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What to Ask For
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Product: Straight-product contributions for samples to give to participants or
for door prizes. Most companies have their products in trial sizes just for this
purpose.
Printing: Underwriting the cost of printing posters, flyers, or t-shirts. In return,
you will put their name and logo on all printer material.
Ads for Ad Books, Calendar or Program: Sell ad space in a campus calendar
or program that is given out at the event you are sponsoring. You may want to
give companies who donate products or supplies and materials free ads.
At an Event: Hang ads with logos on banners or posters for a fee. This is an
excellent source of income at sporting events or anywhere there is a place to
hang a poster during an event.
NOTE: Make sure you are prepared with a back-up plan so that even if you do
not get the funding, you will have some other fundraising ideas to fall back to.