ORGANISING EVENTS PLANNING WHY PLAN? • Planning an event in good time prevents a waste of resources, time and money. • It ensures sufficient time is given to market the event • It ensures that your event or trip is legally compliant ORGANISING EVENTS PLANNING PLANNING: • Who? • What? • How? • Where? • When? ORGANISING EVENTS PLANNING PLANNING YOUR EVENT: • Planning Document • Profit and Loss • Risk Assessment ORGANISING EVENTS PLANNING SPECIFIC: • What: What do I want to accomplish? • Why: Specific reasons, purpose or benefits of accomplishing the goal. • Who: Who is involved? • Where: Identify a location. • Which: Identify requirements and constraints. ORGANISING EVENTS PLANNING MEASURABLE: Criteria for measuring progress toward the attainment of the goal. ORGANISING EVENTS PLANNING ACHIEVABLE: How can the goal be accomplished? ORGANISING EVENTS PLANNING REALISTIC: Can it be accomplished given resources, budgets and staff? ORGANISING EVENTS PLANNING TIMEBOUND: Over what time scale can the goal be achieved? Targets set and deadlines met. ORGANISING EVENTS FINANCIAL PLANNING PROFIT & LOSS • A profit and loss account is a summary of all income and all expenditure for an event. • It allows you to project how much profit or how great a loss you will incur. • If your Society purposely intends to produce a loss making event it must account for a subsidy from its’ account in its income. ORGANISING EVENTS RISK RISK ASSESSMENT: • Is a legal requirement • Demonstrates that you have considered the risks of your event/activity and made provisions to ensure your members’ safety. ORGANISING EVENTS EVENT SPECIFIC MOVIE SHOWINGS: • The Students’ Union holds a film license, which covers its Society members on both Park and Avenue Campuses. • You must inform the Students’ Union of any movie you intend to screen. • You may not sell entrance to any movie showing or food/drink at marked up prices. ORGANISING EVENTS EVENT SPECIFIC CAKE SALES: • In the interest of student safety, a person in possession of a food and hygiene certificate must supervise any baking of goods to be distributed or sold to members or the public. • A copy of this certificate must be submitted to the Societies & Volunteering Coordinator. • An appropriate Risk Assessment must be completed to take account of good food practice in its production and sale. ORGANISING EVENTS EVENT SPECIFIC GUEST SPEAKERS: • An external speaker form must be completed before any guest speaker can be allowed to attend an event. • This form must be submitted at least 14 days in advance of your event. ORGANISING EVENTS EVENT SPECIFIC GUEST SPEAKERS: All speakers will be made aware of their responsibility to abide by the law, the University and the Union’s various policies, including that: • They must not incite hatred, violence or call for the breaking of the law • They are not permitted to encourage, glorify or promote acts of terrorism including individuals, groups or organisations that support such acts. ORGANISING EVENTS EVENT SPECIFIC GUEST SPEAKERS: All speakers will be made aware of their responsibility to abide by the law, the University and the Union’s various policies, including that: • They must not spread hatred and intolerance in the community and thus aid in the disrupting social and community harmony • Within a framework of positive debate and challenge seek to avoid insulting other faiths or groups ORGANISING EVENTS EVENT SPECIFIC GUEST SPEAKERS: All speakers will be made aware of their responsibility to abide by the law, the University and the Union’s various policies, including that: • They are not permitted to raise or gather funds for any external organisation or cause without the express permission of the trustees. ORGANISING EVENTS EVENT SPECIFIC CHARITY FUNDRAISING: Frustratingly, there are a lot of laws and regulations which apply to raising funds for charity – you can’t just go out on to the street asking for money. ORGANISING EVENTS EVENT SPECIFIC CHARITY FUNDRAISING: It is against the law for a charity to give money to another charity. For this reason you cannot give any funds raised through membership fees or money given to you by the Union through grants to a charity. We CAN raise funds on behalf of another charity. ORGANISING EVENTS EVENT SPECIFIC CHARITY FUNDRAISING: Step 1 is to contact the charity you wish to fundraise for and let them know your plans. They will provide you with the necessary documentation you will require if they approve your event. You will also then be able to ask permission to advertise using their name and logo. ORGANISING EVENTS EVENT SPECIFIC CHARITY FUNDRAISING: When it comes to marketing – know the difference between proceeds and profit. You must be specific is 100% of profits going to the charity? If not you must state what percentage will. If you advertise proceeds will be going to charity, you cannot then deduct your costs. The money legally belongs to the charity in question. ORGANISING EVENTS EVENT SPECIFIC CHARITY FUNDRAISING: If collecting donations for a charity you will need collection cans. These are available from the Societies & Volunteering Coordinator. These must be: • Sealed • Signed • Clearly display the charity name and number ORGANISING EVENTS EVENT SPECIFIC CHARITY FUNDRAISING: You can only collect for charity on University property. Collecting on any other premises will require a permit, which only the Societies & Volunteering Coordinator can apply for on your behalf. Collecting without one is illegal. ORGANISING EVENTS VENUE BOOKINGS HOW TO BOOK A UNION ROOM To book a venue at the Union you must enquire with the Societies & Volunteering Coordinator. This request should include a Planning Document, which makes clear any requirements for catering, AV equipment etc. Requests must be made at least 2 weeks in advance. ORGANISING EVENTS VENUE BOOKINGS HOW TO BOOK A UNIVERSITY ROOM To book a room in a University building you must enquire with the Societies & Volunteering Coordinator. Include: Capacity required, day and time required and any room preferences. Planning documents are not required for regular meetings, but must be included for any events you intend to hold in University buildings. Requests must be made at least 1 week in advance. ORGANISING EVENTS ANY QUESTIONS? YOU SHOULD NOW KNOW: • How to complete a Planning Document • How to complete a Profit & Loss • Event specific issues concerning: Movie showings; cake sales; guest speakers and charity fundraising. • How to book venues.