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How to Plan an Event at UPSU

Creating an event can be really fun, but it’s important to make sure you’re prepared. Use the following documents to understand how you plan an event through the Students’ Union. Here’s how-to steps on making an event through the Students’ Union. For a quick summary of what you need to do, take a look at the image below and try our Student Group Event Quiz.




Come up with an idea


Let your imagination go wild – just bear in mind the practicality of it. 

Think about:

  • What is the aim of your event? To gain more members? To highlight an issue you’re passionate about? To fundraise?
  • Where do you want to hold it? Is it a big enough event to justify 3rd Space? Somewhere else in the Union? Outside the Union building?
  • Who is your target audience? Students? Locals?
  • When do you want to hold the event? Is there anything else going on that week that could limit your expectations e.g. Student Elections
  • What content are you using (is it appropriate?)
  • Budget – how much are you willing to spend?

 


Fill out the Event Request Form 


Your next step is to fill out this Event Request Form. Once completed, you will receive a confirmation email of your event submission.


After you have completed the form and have received this confirmation email you will need to book a meeting with the Groups Team to discuss your plans. You can contact them on groups@upsu.net. You should bring every relevant material you have created to this meeting and be prepared to discuss alternative options.


Within this meeting topics that will be discussed are:

  • Aims
  • Budget (the Students’ Group team will check the finance of the society)
  • Attendance numbers
  • Location(s)
  • Timescale
  • Marketing/tickets
  • Equipment/staff required
  • Health and Safety issues

Together the society and the Students’ Group Team (SGT) will decide if the event is feasible. The more prepared you are, the more likely you are to get the go ahead!



Marketing and Advertising


Once you’ve been given the go ahead, it’s time to start developing the event. Make sure you have asked the Student Groups Team to book out any required equipment/suppliers/staff in plenty of time e.g. lights, stages, catering, event technicians. Be clear with the SGT who is doing what. The society is responsible for the content such as planning their running order, presentations, music etc.


Remember to fill out a risk assessment! Find it on the Committee Hub Health and Safety section under the Risk Assessment tab. Complete it ASAP and send it to groups@upsu.net. YOUR EVENT WILL NOT BE ABLE TO COMMENCE WITHOUT ONE.


Tickets – this will have been discussed in the primary meeting but tickets may need to be sold via Ticket Tailor if appropriate.


After you’ve done this, think about how to market your event – social media is very powerful! The Union’s Marketing team can help with this. Email them at upsumarketing@upsu.net and check out our Advertising your Event page on the committee hub.


Please book another meeting with the SGT if you feel you need to discuss plans further.



Your event 

 

It’s the day of your event! The more prepared and proactive you have been, the less stress on the day!


Make sure you (and anyone else involved) arrive in plenty of time to set up for the event.


After the event, it’s a good idea to review it – was it a success? If not, why not – what measures can be taken for next time? Contact groups@upsu.net to book an event close out meeting if you feel it is appropriate to do so. If you feel that this event could turn into a legacy project for your group and you wish to do it again in the future this is a highly beneficial step and could help lay the foundations of a new tradition for your group.

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