Event or Activity Advice
Student groups usually arrange a number of events for their members, and for other students and staff,
during the academic year. This document is here to help give you some advice when planning an event.
Please remember, you must always come to the Students’ Union and speak to the Student Activities team
before planning an event or email societies@hertfordshire.su. Remember, we’re here if you require any
help, advice or guidance, so please come in and see us.
Organising an Event
Events usually vary from fundraising activities, music nights, film showings, fashion shows, cultural or
religious celebrations, and many many more! You can come and discuss any idea with us, and if your idea is
realistic, we will support you as much as we can.
There are many things you will need to consider organising an event, many of which we look at in the
section that follows. Some of these factors may not apply to your event, but are listed here just in case, so
do not let them deter you from arranging an event. Come and see the Student Activities team so they can
help you go through these points if needed. You need to think about:
What?
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What event do you want to arrange?
Is this idea realistic?
Will this event appeal to students?
How much time will this event take to organise?
Do you have people to help you?
How much effort will it take to organise?
Remember… your studies must not be compromised.
Why?
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What is the purpose of this event? For fun? Fundraising? Education? Etc.
Why would people want to come/get involved?
Is it something other people want to do or just something you want to do?
It’s rarely the case that ‘it’s for charity’ is enough.
When?
 What date and time will this event be held?
 Does it clash with exams / holidays / assignment deadlines?
 When does publicity need to be out?
 Do you have time to research and plan the event thoroughly?
 Is there enough time to order materials needed (tickets, t-shirts, leaflets etc…)?
 Make a schedule and plan the event step by step. Allocate tasks to others.
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Where?
 What facilities do you need?
 Where will it be? In the Students’ Union? University? An external venue?
 Is the venue free on the dates you want?
 If this is an outside event, do you have a plan in case it rains?
 What is the capacity (how many people can come in)?
 How will people get there?
 Do people know where it is?
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Is there a venue hire fee, and if so, how much?
The venue is one of the most important aspects of any event – choose well.
How?
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What do you need to do to make this event run smoothly and successfully?
Who will complete various tasks in the organisation and on the day?
Do you need to make an agenda for the event itself?
Do you need insurance? Do you need a risk analysis?
Do you need equipment (such as TV, projector, DVD player, microphone etc…)?
Are they tested? Are there back ups?
If you do not plan out your requirements things could go wrong.
Cost?
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How much will it cost?
How many people will realistically come?
How will you fund this event? Ticket sales? Sponsorship? Donations?
If you sell tickets, how much will they cost? Will this make enough to cover costs?
If you get sponsorship, who will sponsor you, how much, and when?
Who will handle ticket money? Do you need a float?
What will happen to the money at the end of the event?
Are there cancellation costs involved for guest speakers, performers, DJs etc…?
Does the venue have a cancellation cost in case the event cannot go ahead?
Have you made a budget?
A budget showing a breakeven point, income and expenditure is essential.
Insurance?
 Do you need insurance for this event?
 Is the venue insured?
 Are you already covered?
 Who is covered? Performers? Guests? Staff? Contractors?
 Are there other requirements such as licences etc…?
 Come and see your Student Activities team for help with this.
Risk Assessments?
 What hazards are there?
 How likely are they to occur?
 How severe are the consequences?
 How can you minimise them?
 Planning for unlikely outcomes is essential for the safety of everyone.
Publicity?
 How will you publicise your event? Leaflets? Posters? Websites? Email?
 Who will design the publicity? Is it easy to read? Is it eye catching?
 How much will printing leaflets and posters cost? How will you pay for this?
 Where will you advertise? Poster boards? Walls? Doors?
 Do you need permission from anyone to advertise in different places?
 Do you have enough time to publicise the event? Who will do it?
 Bad (or no) publicity can destroy a great event – so plan this well.
Cancellation Procedure?
 If you need to cancel the event for any reason, how will you inform people?
 What will you do in the event of poor weather? Bomb scare? Fire?
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Will you need to cancel if performers do not show? Do you have replacements?
Will you need to cancel if there are low ticket sales?
Many things can force you to cancel an event – take this into account.
Wash Up?
 After the event, will you see what went well, and what went badly?
 How would you improve the event next time?
 Do you need to discuss this with your fellow organisers?
 Will you keep notes of this, or make a short report for future learning?
 Honestly evaluating an event is the best way to improve the next event.
Example Budget
Below is a very simple example budget for an event. For a help making a budget, please contact the Student
Activities team.
EXPENDITURE
Publicity
Refreshments
Venue Hire
Equipment Rental
Performer Costs
£50.00
£20.00
£0.00
£95.00
£100.00
TOTAL
£265.00
INCOME
Sponsorship
Ticket Sales (200 people at £1.50 per ticket)
£50.00
£300.00
TOTAL
£350.00
BALANCE
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£85.00
Expenditure is the
cost you need to
SPEND
Income is all the
money you will
RECEIVE
Balance is your total
INCOME minus your
total EXPENDITURE
and shows if you
make a profit, loss,
or break even