How to plan a club event

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HOW TO PLAN A CLUB EVENT
AN OVERVIEW OF HOSTING AN EVENT AT CLARK COLLEGE
VERY IMPORTANT THINGS TO THINK ABOUT
Invite the Club Coordinator and/or Sami Lelo to your planning meeting to help
with paperwork!!!
Can my advisor (or another Clark College employee) be there the entire time?
WHEN PLANNING AN EVENT…
• Remember that the club exists for the students- think about what students and your club
members want
• ASK:
• What will each activity require of members in terms of time and effort?
• What club resources (money, materials, etc.) will be required?
• Will the activity generate energy and enthusiasm among members?
• How will this activity help further the club's goals?
AS A GROUP (OR SPECIAL COMMITTEE)…
• Decide on your event.
• Designate a contact person whom all information can channel to.
• Determine who you will need to contact to get permission to do the event- Club Coordinator, Media
Services etc.
• Develop a budget.
• Determine timelines/place/date/hours.
• Delegate the work- it isn’t fair for one person to do everything!
• Devise a unique publicity campaign.
FIRST OFF…RESERVE A ROOM!
• Clubs planning events must submit an Event and Activity Request Form to their Club Advisor. This form
is available online or in PUB 160 and should include the below information.
• Event Name.
• Date/Time of Event.
• Location of Event.
• Resources needed for Event- are you going to need Media Services? How are tables going
to be set up?
• Club Budget Number.
ADVERTISING YOUR EVENT
• In order to earn CSF (and for your event to be considered an “event”), you must
advertise for at least 1 WEEK IN ADVANCE OF EVENT!
• The best way to advertise… Tell everyone you know!
• ASCC Advertising form found in PUB 160
• Be sure to add advertising costs into your event budget for posters and flyers
• Please attend How to Advertise your Club Training for more detailed information
• ASCC Ad form can be used as a resourcehttp://www.clark.edu/student_life/forms_docs.php
FOOD
• Will you have food at your event?
• What kind of food/ drink?
• How much are you going to spend on food?
• ASCC has a blanket account for Domino’s Pizza, Fred Meyers, and college
Costco Card
• Contact Darci Feider at [email protected] with questions and purchasing
requests
• NOTE: You must have a sign-in sheet when serving food during “meal times”
• For more detailed food policies, please contact the Club Coordinator
DECORATIONS/ SUPPLIES
• Are you going to decorate in any way?
• Do you already have decorations from previous events in your club locker?
• Please remember to use blue painter’s tape so as to not ruin the wall paint
• Additionally, what am I going to need for my event?
• Napkins, plates, serving gloves etc…
• If you want to give prizes out for an event- $30 limit per prize
WHO IS GOING TO WORK THE EVENT?
• You can use volunteers from your club or another club
• Have a separate sign-in/ sign-out sheet for volunteers
• Make sure your volunteers are WORKING and not just enjoying the
event
“Students don’t want to pay other students to play video games!”
-Sami
PERFORMERS
• If you want to pay your performer… 2-3 weeks to pay them
• Must fill out a ASCC Performer Contract, found in PUB 160, which
needs to be included in the invoice
MOVIES
• Licensing Fee is required to show movies in public
• Work with Darci in Student Life Office to pay this fee
• Library has a variety of movie licenses already paid for- mostly
documentaries
• Subtitles (in English) are needed on all movies, as requested from
DSS
MOVIES
• You can borrow Popcorn Machine from Student Life
• Must buy own popcorn and popcorn bags
• Different pay rate than “Host an Event” on Club Service Funding
form
• 1 hour maximum allotted for planning time on Movie Events
• CSF Form- http://www.clark.edu/student_life/forms_docs.php

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