event planning. 1.5 events coordinator 1.5.1 there shall be an events coordinator who shall:......
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WELCOME TO MCRC’S: Event Planning
EVENTS COORDINATOR1.5 Events Coordinator 1.5.1 There shall be an Events Coordinator who shall: ... (iii) be responsible for and facilitate the execution of two major inter-house events per term open to participation by all houses (at the discretion of the house council), including but not limited to: a Montreal trip, a semi-formal and a dodgeball tournament. (iv) facilitate inter-house events by acting as a resource and central contact for House Presidents and Facilitators; (v) be responsible for the promotion and execution of the MCRC Skip-a-Meal program once per term; (vi) be responsible for the coordination of MCRC staff events; (vii) be responsible for the coordination of MCRC alumni relations; (viii) be responsible for all marketing and promotional functions of the MCRC; and (ix) manage MCRC event resources including but not limited to equipment bookings and sustainable event supplies.
REVIEW 3 events per term Keep consistent with community
standardsNo drinking, no excessive noise and must
be accessible and inclusive Budget and allocate wisely Share responsibility amongst House
Council
House President
Floor-Reps/ FYEA
Communication with
Dons/RLC
Ultimate responsibility
for event
FYEA
Bookings Materials Promotion
You will distribute work; but remember, ultimate responsibility is yours
STEPS1. Decide on an event
House Council Approval
2. Prepare for event Room Booking Materials/Food arrangements Informing dons and RLC and the MCRC executives
3. Promote for the event
4. Run the event
5. Clean up
FORMS Pre-event planning form PAAF
PLANNING AND BUDGETING
Make an initial budget for your potential 6 events Allot for miscellaneous/ unexpected costs Review budget with House Council
• Decide on events as a team (what, when, where)
HOUSE ALLOCATIONS Approximately $7 per person
Addy/Ban Righ – $1299 Gord-Brock - $2800 Chown - $1444 Leonard - $2538 Leggett - $2345 Upper Vic - $3028 Watts - $1488 Lower Vic - $3168 Morris - $1531 Wally - $1689 McNeill - $1286
PREPARE FOR EVENT
Book all rooms/fields necessaryRooms in residences and Leonard Field are
booked through Event Services:
Website: http://eventservices.queensu.ca/Email: [email protected]
Event Services is FREEThey also provide chairs and tables
For a gym booking, go to the ARC front desk
PREPARING FOR EVENT CONT’D
Inform the RLC, dons, and executives Can help with promotions and avoid
conflicts Buy all the materials and food
necessary MCRC has 2 projectors available Food can be ordered from Sodexo or
through delivery from restaurants (you have to fill out a form)
Any Guests need to be booked in advance
Devise a plan in advance on roles for individuals for the duration of the event
EVENT RELATED FORMS
Mandatory forms:Pre-Event Planning formPAAF Form
Available on Extranet
PROMOTING THE EVENT You can do this by many means:
Floor reps Dons Posters Facebook Be creative!
Create the event on Extranet Ensure to also promote where and when tickets are
being sold 2 people must be present at booths at all times (at
least one has to be MCRC staff) Consider waivers depending on the nature of the
event
RUNNING THE EVENT
Review everyone’s tasks before the event starts
Be visible Ensure appropriate staff to student ratio
PLANNING GONE WRONG! Always have a Backup Plan Examples:
If you booked the field and it starts raining what would you do?
You were running a food event and you run out of food what do you do?
CLEANING UP Don’t forget clean-up as part of event
Event Services will charge you! Floor reps can assist with this
SOME TIPS... Make your first event as soon as possible (soon after
Frosh week) Remain organized –Set and e-mail a timeline and
due dates for tasks among the council Get the first-years involved Make sure inclusive Have a variety of events
HOUSE TRADITIONS
We strongly encourage you to continue these traditions, which have worked consistently in the past
Leonard Bowl Wally Cup Morris Mug All Girls Crown Jewels And Many more!
INTER-HOUSE EVENTS
PLANNING TIME
Take a few minutes to think of events for your house, any traditions and inter-
house possibilities!