Event Planning Handbook
Transcript Of Event Planning Handbook
EVENT PLANNING HANDBOOK
Table of Contents
Event Planning at a Glance
1
Definitions
2
General Steps
3
Step 1: Getting Started
3
Step 2: Planning
3
Step 3: Risk Management
4
Step 4: Promotions & Ticket Sales
5
Step 5: Execution
6
Step 6: Evaluation
6
Special Situations
7
Alcohol
7
Field Trips
7
Pet Therapy
8
Special Guests, VIP, & Government Officials
8
GSA Funding
8
Sponsorships & Partnerships
8
Emergency Response Plan
8
Other Resources
9
Free Equipment Rentals from the GSA
9
Venue Booking
9
Conference Centre
10
Transportation Providers
10
Equipment Rentals on Campus
11
updated November 2017
Welcome to event planning with the Graduate Students’ Association (GSA). Planning an event is crucial to Departmental Graduate Associations (DGAs), Graduate Student Groups, and GSA Committees. In this handbook, you will find important instructions, tools, and requirements of the GSA that require your attention when planning events.
All graduate student events are required to complete an Event Submission Form and receive formal approval from the GSA’s Events Coordinator in writing prior to the event taking place in order to be insured under the GSA’s general liability insurance coverage. Failure to do so will result in the organizer(s)’ personal liability for any property loss or damages to third parties occurred during such event.
GSA Events Coordinator’s contact: Email: [email protected] Phone: 587.889.1521
Event Planning At A Glance
Step 1 Getting Started
Step 2 Planning
Step 3 Risk Management
Step 4 Promotions & Ticket Sales
Step 5 Execution
Step 6 Evaluation
1
Definitions
Active Members • all persons registered as graduate students in the Faculty of Graduate Studies or as credit certificate and diploma program students at the University of Calgary who pay full- or part-time Association fees.
GSA-affiliated event • a gathering of Active members and their guests organized by another Active Member or group excluding the Association’s staff, Board members, or Committees.
GSA-approved event • an event that has been approved formally by the Association’s designated staff with the proper process.
GSA-funded event • an event that is partially or fully funded by the Association and not organized by the Association’s staff, Board members, or Committees.
Departmental Graduate Association (DGA) • a graduate student organization composed of Active Members in a Department at UCalgary and officially recognized by the Association.
Event • a gathering of Active Members and their guests organized by the Association’s staff, Board members, or Committees for certain purposes including, but not limited to, academic, mental health and wellness, social, sports, competition, and networking purposes.
Event Organizer • the main person who is in charge of an event or is the representative of the event from a DGA/GRN/ student group.
University Events • are those events that are hosted by the University, funded partially or completely by the University and for which a Department Head, Dean, Director, Vice President or other Executive Member have taken responsibility.
2
General Steps
Step 1: Getting Started
The basics: ►► Determine the goals and objectives for the event(s) ►► Answer the questions “who, what, when, where, why, and how” ►► Research similar events that were hosted in the past to learn best practices; this may also surface partnership opportunities ►► Look for potential partnerships ►► Form a team to help out with event organization ►► Research venues, transportation, entertainment, and food and beverage options
Tips: Collaboration with other student groups is a great way to increase participation and optimize limited resources.
Step 2: Planning
The basics: ►► Seek approval from the GSA Events Coordinator (please complete and submit the Event Submission Form here) ►► Seek approval from your faculty if applicable (only applied to University events – see definition here) ►► Set a date and time ►► Prepare an agenda and roll out schedule for the event – DO NOT FORGET ABOUT SETUP AND CLEAN UP ►► Draft a budget to include all sources of anticipated revenue (ticket sales, sponsorships etc.) and anticipated expenses (venue charges, transportation, decorations etc.) It is advisable to get quotes from multiple venues that meet the requirements of the event to ensure you are paying a competitive rate. Include in your budget any miscellaneous and unexpected items (e.g. insurance, printing, linen rentals, paper products, parking). Include a 10% contingency fund to cover unanticipated expenses ►► Prepare funding proposal (if necessary) ►► Contact the chosen venue to finalize room set-up, food, décor, and itinerary ►► Sign venue contract (if applicable) and pay upfront costs ►► Recruit volunteers and assign tasks ►► Update the venue on the number of attendees regularly
3
Tips: ►► When you are given a contract from your chosen venue, read it carefully and ask questions over email so correspondence is documented – keep all emails on file until the event has concluded and all parties are happy as this provides a paper trail if things go wrong ►► Make sure you know: ○○ The cancellation policy of the venue; ○○ When you have to provide the venue with final numbers of attendees; and ○○ When the final food order is due – it is always good to see if you can add to the food order the day of the event in case more people show up than what has been planned; this may happen if you are selling tickets at the door ►► Learn how to plan a green event following the UCalgary’s Green Events Guide here
Forms: ►► Event Planner Template here
Step 3: Risk Management
The basics: ►► In order to be insured by the GSA, the Event Organizer must obtain formal approval prior to the event taking place ►► IMPORTANT: The Association may cover costs through the Association’s insurance, excluding costs associated with negligence, which the Event Organizer might become legally obligated to pay as damages to a third party as defined in the Association’s Insurance Policy arising from an incident, excluding negligence, that was pre-approved in writing by the GSA for any of the following reasons: ○○ Bodily injury; and ○○ Property damage ○○ NOTE: The GSA’s commercial general liability insurance does NOT apply to “bodily injury” to any person practicing, instructing, or participating in any physical training, sport, athletic activity, contest, or exhibition ►► Depending on the size of the event, a Risk Management Plan may be required as directed by the Events Coordinator. If so, the Event Organizer shall draft a risk management plan and risk management strategies and present to the GSA Events Coordinator for approval ►► Depending on the nature of the event the GSA may require the insurance certificate from the venue to name the Graduate Students’ Association of the University of Calgary and the University of Calgary’s Board of Governors as the additional insured(s) for the specific event
4
►► Waivers for your events: ○○ You must request the GSA’s Events Coordinator to provide a waiver which must be filled out by all participants, including the Event Organizer for a GSA-approved event ○○ You must follow the guidelines for administering waivers and informed consent from the University of Calgary here
Notes: ►► In order to be insured by the University of Calgary’s general liability policies, a University conference or event must meet certain conditions. Find more information about What Constitutes an UCalgary Event or Conference here ►► Resources: ○○ University of Calgary’s general liability insurance coverage here ○○ University of Calgary’s Risk Management policies and procedures here
Tips: Waivers reduce the liability of the Event Organizer and the GSA in case of injuries and/ or incidents; however, it does not prevent the claimants from filing a suit against the Event Organizer/affiliated entity.
Form: ►► Please contact the Events Coordinator to obtain an Event Waiver form for your event at least 2 weeks prior to the event taking place ►► Event Planner Template
Step 4: Promotions & Ticket Sales
The Basics: ►► Have a promotions strategy and plan in mind, and make sure to: ○○ Define your target audience ○○ Identify key messages ○○ Brainstorm ways to reach your audience ►► Some suggested promotional strategies include: ○○ Posters ○○ An online ticket sale system ○○ Emails to members or subscribers ○○ Word-of-mouth sales ○○ Social media ○○ Incentives (such as prizes, or giveaways)
5
Tips: ►► Dedicate at least 2 to 3 weeks to promotion and advertising for the best results. Depending on the size of the event, you might want to dedicate more than 4 weeks for promotions ►► Submit information about your event to be featured the GSA News and Views newsletter here ►► Post events on the UCalgary’s Events listing here ►► Use Canva.com for free online design of your posters or social media graphics. ►► Use EventBrite.ca for free event ticket sales
Step 5: Execution
The Basics: ►► Check the weather forecast to take actions to minimize any risks ►► Prepare necessary items, equipment for the event in advance of the event if possible ►► Arrive early for set up ►► Walk through the site for potential hazards. Use the Special Events Assessment Checklist from UCalgary’s Special Events Policy here ►► Set up and test equipment ►► Check in and sign waivers ►► Solve any issues or problems that arise ►► Take down and clean up ►► Record feedback and comments from participants
Tips: The most common problem during events is technical issues. Test equipment in advance: ensure that you have internet connection, proper cabling, and sound system for the purpose of the event.
Step 6: Evaluation
Basic steps: ►► The Event Organizer must submit an After-Action Report to the GSA after each event ○○ The data in the After-Action Report will be kept confidential by the Events Coordinator and can only be used by the Association for the Association’s Annual Report and potential improvement for future events ○○ Failure to submit an After-Action Report might result in rejection of future event submissions from the same group
6
►► To learn how to make improvements to future events, the Event Organizer can: ○○ Conduct a post-event survey ○○ In a report, record feedback, finalize costs and revenue ○○ Collect recommendations for future events ○○ Save all contacts
Tips: ►► The more information gathered from the event, the better. This will help improve future events. For example, keeping track of how much food was consumed and which food was more popular will help plan food orders in the future ►► Use UCalgary’s Office 365’s Forms function to create forms/surveys for free
Form: ►► After-Action Report template here
Special Situations
Alcohol
IMPORTANT: For any GSA, GSA-funded or GSA-affiliated events that include consumption of alcohol that are not hosted in a private residence or a licensee, if hosted:
►► On-campus: ○○ All alcohol service on campus, with the exception of events in MacEwan Student Centre, must be arranged and served through the University’s preferred food service provider, Aramark. Find more details here
►► Off-campus: ○○ The Event Organizer needs to purchase a Special Events License from the AGLC. Find more details here. ○○ Party Alcohol Liability (PAL) insurance is available for purchase for a single or a series of events. The Event Organizer is personally liable for incidents at events where alcohol is provided without PAL insurance. Find more details here.
Field Trips ►► For events with arranged transportation with a bus company, the Event Organizer must ensure that all participants complete a waiver before boarding the bus. The GSA Procedures and Guidelines for Administration of Waivers must be followed ►► The GSA is not responsible for any carpooling activities. It is recommended that Event Organizer ensure all carpooling drivers are properly insured
7
Pet Therapy ►► Please follow the Pet Therapy guidelines from the University of Calgary here
Special Guests, VIP, & Government Officials ►► When there are special guest(s), VIPs, or government officials attending your events, you usually need to indicate this information to the UCalgary’s Conference and Events Management Staff in the venue booking form. They will follow up with you for any special requirements.
GSA Funding ►► Funding may be available for DGAs, Graduate Student Groups and GSA committees to apply for. Possible funding includes: ○○ Quality Money ○○ Event Grant for DGAs ○○ Academic Project Support Grant ►► Check out the DGA Handbook and GSG Handbook for further information relating to funding opportunities.
Sponsorships & Partnerships ►► Sponsorships are important, and can help subsidize the cost for an event. The GSA must be notified of, and approve all potential sponsorship/partnership opportunities or relationships prior to sponsors and/or partners being approached ►► Check out the Guide to Sponsorships from University of Alberta here
Emergency Response Plan ►► For any on-campus emergency situations, please follow the procedures outlined in the UCalgary’s Emergency Response Plan instructions here
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Table of Contents
Event Planning at a Glance
1
Definitions
2
General Steps
3
Step 1: Getting Started
3
Step 2: Planning
3
Step 3: Risk Management
4
Step 4: Promotions & Ticket Sales
5
Step 5: Execution
6
Step 6: Evaluation
6
Special Situations
7
Alcohol
7
Field Trips
7
Pet Therapy
8
Special Guests, VIP, & Government Officials
8
GSA Funding
8
Sponsorships & Partnerships
8
Emergency Response Plan
8
Other Resources
9
Free Equipment Rentals from the GSA
9
Venue Booking
9
Conference Centre
10
Transportation Providers
10
Equipment Rentals on Campus
11
updated November 2017
Welcome to event planning with the Graduate Students’ Association (GSA). Planning an event is crucial to Departmental Graduate Associations (DGAs), Graduate Student Groups, and GSA Committees. In this handbook, you will find important instructions, tools, and requirements of the GSA that require your attention when planning events.
All graduate student events are required to complete an Event Submission Form and receive formal approval from the GSA’s Events Coordinator in writing prior to the event taking place in order to be insured under the GSA’s general liability insurance coverage. Failure to do so will result in the organizer(s)’ personal liability for any property loss or damages to third parties occurred during such event.
GSA Events Coordinator’s contact: Email: [email protected] Phone: 587.889.1521
Event Planning At A Glance
Step 1 Getting Started
Step 2 Planning
Step 3 Risk Management
Step 4 Promotions & Ticket Sales
Step 5 Execution
Step 6 Evaluation
1
Definitions
Active Members • all persons registered as graduate students in the Faculty of Graduate Studies or as credit certificate and diploma program students at the University of Calgary who pay full- or part-time Association fees.
GSA-affiliated event • a gathering of Active members and their guests organized by another Active Member or group excluding the Association’s staff, Board members, or Committees.
GSA-approved event • an event that has been approved formally by the Association’s designated staff with the proper process.
GSA-funded event • an event that is partially or fully funded by the Association and not organized by the Association’s staff, Board members, or Committees.
Departmental Graduate Association (DGA) • a graduate student organization composed of Active Members in a Department at UCalgary and officially recognized by the Association.
Event • a gathering of Active Members and their guests organized by the Association’s staff, Board members, or Committees for certain purposes including, but not limited to, academic, mental health and wellness, social, sports, competition, and networking purposes.
Event Organizer • the main person who is in charge of an event or is the representative of the event from a DGA/GRN/ student group.
University Events • are those events that are hosted by the University, funded partially or completely by the University and for which a Department Head, Dean, Director, Vice President or other Executive Member have taken responsibility.
2
General Steps
Step 1: Getting Started
The basics: ►► Determine the goals and objectives for the event(s) ►► Answer the questions “who, what, when, where, why, and how” ►► Research similar events that were hosted in the past to learn best practices; this may also surface partnership opportunities ►► Look for potential partnerships ►► Form a team to help out with event organization ►► Research venues, transportation, entertainment, and food and beverage options
Tips: Collaboration with other student groups is a great way to increase participation and optimize limited resources.
Step 2: Planning
The basics: ►► Seek approval from the GSA Events Coordinator (please complete and submit the Event Submission Form here) ►► Seek approval from your faculty if applicable (only applied to University events – see definition here) ►► Set a date and time ►► Prepare an agenda and roll out schedule for the event – DO NOT FORGET ABOUT SETUP AND CLEAN UP ►► Draft a budget to include all sources of anticipated revenue (ticket sales, sponsorships etc.) and anticipated expenses (venue charges, transportation, decorations etc.) It is advisable to get quotes from multiple venues that meet the requirements of the event to ensure you are paying a competitive rate. Include in your budget any miscellaneous and unexpected items (e.g. insurance, printing, linen rentals, paper products, parking). Include a 10% contingency fund to cover unanticipated expenses ►► Prepare funding proposal (if necessary) ►► Contact the chosen venue to finalize room set-up, food, décor, and itinerary ►► Sign venue contract (if applicable) and pay upfront costs ►► Recruit volunteers and assign tasks ►► Update the venue on the number of attendees regularly
3
Tips: ►► When you are given a contract from your chosen venue, read it carefully and ask questions over email so correspondence is documented – keep all emails on file until the event has concluded and all parties are happy as this provides a paper trail if things go wrong ►► Make sure you know: ○○ The cancellation policy of the venue; ○○ When you have to provide the venue with final numbers of attendees; and ○○ When the final food order is due – it is always good to see if you can add to the food order the day of the event in case more people show up than what has been planned; this may happen if you are selling tickets at the door ►► Learn how to plan a green event following the UCalgary’s Green Events Guide here
Forms: ►► Event Planner Template here
Step 3: Risk Management
The basics: ►► In order to be insured by the GSA, the Event Organizer must obtain formal approval prior to the event taking place ►► IMPORTANT: The Association may cover costs through the Association’s insurance, excluding costs associated with negligence, which the Event Organizer might become legally obligated to pay as damages to a third party as defined in the Association’s Insurance Policy arising from an incident, excluding negligence, that was pre-approved in writing by the GSA for any of the following reasons: ○○ Bodily injury; and ○○ Property damage ○○ NOTE: The GSA’s commercial general liability insurance does NOT apply to “bodily injury” to any person practicing, instructing, or participating in any physical training, sport, athletic activity, contest, or exhibition ►► Depending on the size of the event, a Risk Management Plan may be required as directed by the Events Coordinator. If so, the Event Organizer shall draft a risk management plan and risk management strategies and present to the GSA Events Coordinator for approval ►► Depending on the nature of the event the GSA may require the insurance certificate from the venue to name the Graduate Students’ Association of the University of Calgary and the University of Calgary’s Board of Governors as the additional insured(s) for the specific event
4
►► Waivers for your events: ○○ You must request the GSA’s Events Coordinator to provide a waiver which must be filled out by all participants, including the Event Organizer for a GSA-approved event ○○ You must follow the guidelines for administering waivers and informed consent from the University of Calgary here
Notes: ►► In order to be insured by the University of Calgary’s general liability policies, a University conference or event must meet certain conditions. Find more information about What Constitutes an UCalgary Event or Conference here ►► Resources: ○○ University of Calgary’s general liability insurance coverage here ○○ University of Calgary’s Risk Management policies and procedures here
Tips: Waivers reduce the liability of the Event Organizer and the GSA in case of injuries and/ or incidents; however, it does not prevent the claimants from filing a suit against the Event Organizer/affiliated entity.
Form: ►► Please contact the Events Coordinator to obtain an Event Waiver form for your event at least 2 weeks prior to the event taking place ►► Event Planner Template
Step 4: Promotions & Ticket Sales
The Basics: ►► Have a promotions strategy and plan in mind, and make sure to: ○○ Define your target audience ○○ Identify key messages ○○ Brainstorm ways to reach your audience ►► Some suggested promotional strategies include: ○○ Posters ○○ An online ticket sale system ○○ Emails to members or subscribers ○○ Word-of-mouth sales ○○ Social media ○○ Incentives (such as prizes, or giveaways)
5
Tips: ►► Dedicate at least 2 to 3 weeks to promotion and advertising for the best results. Depending on the size of the event, you might want to dedicate more than 4 weeks for promotions ►► Submit information about your event to be featured the GSA News and Views newsletter here ►► Post events on the UCalgary’s Events listing here ►► Use Canva.com for free online design of your posters or social media graphics. ►► Use EventBrite.ca for free event ticket sales
Step 5: Execution
The Basics: ►► Check the weather forecast to take actions to minimize any risks ►► Prepare necessary items, equipment for the event in advance of the event if possible ►► Arrive early for set up ►► Walk through the site for potential hazards. Use the Special Events Assessment Checklist from UCalgary’s Special Events Policy here ►► Set up and test equipment ►► Check in and sign waivers ►► Solve any issues or problems that arise ►► Take down and clean up ►► Record feedback and comments from participants
Tips: The most common problem during events is technical issues. Test equipment in advance: ensure that you have internet connection, proper cabling, and sound system for the purpose of the event.
Step 6: Evaluation
Basic steps: ►► The Event Organizer must submit an After-Action Report to the GSA after each event ○○ The data in the After-Action Report will be kept confidential by the Events Coordinator and can only be used by the Association for the Association’s Annual Report and potential improvement for future events ○○ Failure to submit an After-Action Report might result in rejection of future event submissions from the same group
6
►► To learn how to make improvements to future events, the Event Organizer can: ○○ Conduct a post-event survey ○○ In a report, record feedback, finalize costs and revenue ○○ Collect recommendations for future events ○○ Save all contacts
Tips: ►► The more information gathered from the event, the better. This will help improve future events. For example, keeping track of how much food was consumed and which food was more popular will help plan food orders in the future ►► Use UCalgary’s Office 365’s Forms function to create forms/surveys for free
Form: ►► After-Action Report template here
Special Situations
Alcohol
IMPORTANT: For any GSA, GSA-funded or GSA-affiliated events that include consumption of alcohol that are not hosted in a private residence or a licensee, if hosted:
►► On-campus: ○○ All alcohol service on campus, with the exception of events in MacEwan Student Centre, must be arranged and served through the University’s preferred food service provider, Aramark. Find more details here
►► Off-campus: ○○ The Event Organizer needs to purchase a Special Events License from the AGLC. Find more details here. ○○ Party Alcohol Liability (PAL) insurance is available for purchase for a single or a series of events. The Event Organizer is personally liable for incidents at events where alcohol is provided without PAL insurance. Find more details here.
Field Trips ►► For events with arranged transportation with a bus company, the Event Organizer must ensure that all participants complete a waiver before boarding the bus. The GSA Procedures and Guidelines for Administration of Waivers must be followed ►► The GSA is not responsible for any carpooling activities. It is recommended that Event Organizer ensure all carpooling drivers are properly insured
7
Pet Therapy ►► Please follow the Pet Therapy guidelines from the University of Calgary here
Special Guests, VIP, & Government Officials ►► When there are special guest(s), VIPs, or government officials attending your events, you usually need to indicate this information to the UCalgary’s Conference and Events Management Staff in the venue booking form. They will follow up with you for any special requirements.
GSA Funding ►► Funding may be available for DGAs, Graduate Student Groups and GSA committees to apply for. Possible funding includes: ○○ Quality Money ○○ Event Grant for DGAs ○○ Academic Project Support Grant ►► Check out the DGA Handbook and GSG Handbook for further information relating to funding opportunities.
Sponsorships & Partnerships ►► Sponsorships are important, and can help subsidize the cost for an event. The GSA must be notified of, and approve all potential sponsorship/partnership opportunities or relationships prior to sponsors and/or partners being approached ►► Check out the Guide to Sponsorships from University of Alberta here
Emergency Response Plan ►► For any on-campus emergency situations, please follow the procedures outlined in the UCalgary’s Emergency Response Plan instructions here
8