Organising events

Organising Events

Welcome!

Tori Cherry-Downes Marketing & Events Manager vf34@sussex.ac.uk 01273 678151 07525235307

Organising Events Objectives At the end of this session you will; Be informed and ready to run your own Socials, Be informed and ready to run your own fundraisers, Know how to use the Venues and Box Office Know how to put together a proposal and Budget Excited about planning events

Organising Events Competition: Guess the TOTAL capacity O2 Arena + Falmer Back bar + Brixton Academy + The Brighton Centre + Mandela Hall

Organising Events Why organise Events?

Rewarding Great learning Experience Raise Money Fun Great social experience Developing Skills Improve CV Offer a diverse range of entertainments on campus THIS WILL ONLY HAPPEN WITH GOOD PLANNING

Organising Events Make a Basic Plan Think about type of event…

Think about why you want to put on this event, who will come and what you want to achieve…

Get a team together – project manager, Secretary, Publicity Coordinator, Stage Manager, Technical Support, Runners etc.

Organising Events Do Some research Target Audience How many people are you expecting?

What money do you have available before ticket sales?

What venue can you use to suit your audience?

Is the venue available and are their any costs?

Will your event date clash with any other events or deadlines?

Can you link up with an events/companies?

How will you brand/pitch this event?

Organising Events Consider on Campus Venues Falmer Bar Back 60-280 depending on set up Ideal for: Live Bands, Karaoke Nights, Screenings, Presentations, Showcases, comedy, charged entry events.

Hire Fee: Depending on usage free - ÂŁ200

Organising Events Consider on Campus Venues East Slope 180 Ideal for: Live music, Acoustic sets, Pub Quiz's, Wii Tournaments, DJ sets, 1st Year events, Free events, Football games, Screenings.

Hire Fee: Free

Organising Events Consider on Campus Venues Falmer Bar upto 180 Ideal For: Pub quiz's, Group Socials, Games Nights, Board Games, Open Mic's, readings, Taster Sessions.

Hire Fee: Free

Organising Events Consider on Campus Venues Mandela Hall Upto 600 depending on set up Ideal For: Live bands, Comedy, Festivals, Showcases, Balls Hire Fee: Free but high set up costs

Organising Events Consider on Campus Venues Available Resources; PA set up, CD Decks and Mixer, Sound Technician, Microphones, Staging, Basic Lighting, Seating, tables, Draping, Smoke Machine, Karaoke Machine, Games Machines, Design Service, Security, Stage Managers, Events Runners and much much more...

Organising Events Using the Box Office - Getting your tickets on sale Get tickets approved by a member of the Activities Centre Determine if your ticket price includes or excludes VAT If you are unsure about this please show a breakdown of your budget to a member of the Activities Centre team.

Take tickets to the Box Office and fill in a quick form.

Tickets will be counted and put on sale straight away Tickets are available to purchase from the Box Office and from the Students' Union website, therefore please feel free to email boxoffice@ussu.sussex.ac.uk with any promotional material (images and text, links to websites) you would like to put on the website event.

Organising Events Using the Box Office – What happens next?

Money from your ticket sales will be paid directly into your club or society account.

The Box Office will email you regularly to keep you updated on how ticket sales are doing.

When your tickets are taken off sale, you will be given a guest list of names and email address of everyone who has purchased tickets for your records.

You can view this information easily online if you have access to your club/society’s website The Box Office will advertise your events on our website, Facebook page and Twitter feed The event will also be added to the Box Office fortnightly events e-newsletter and Badger events listing. And the Box office will display posters and display flyers

Organising Events Putting together a proposal EXAMPLE; Acoustic Music Night Target Audience: Post Grads, Mature Students Expected Number: 150 Funds needed: Aiming for ÂŁ100 sponsorship to cover venue costs Special Requirements: Disabled access Proposed Venue: Falmer Bar Back Venue Capacity: 150 with some seating area and standing area Venue Fee: ÂŁ100 for early evening hire Proposed Date: 27th September 6pm-10pm (as part of Freshers induction) Collaborations: Freshers, RAG, Open Mic, Poda Poda

Organising Events Things to Consider when Planning‌ Make a timescale that includes all pre-event planning including publicity and bear in mind that most tasks rely on other tasks being completed.

If you are booking acts consider time allowance for auditioning, rehearsing and sound checking before the event.

Utilise all resources available to you including the skills of other student groups.

All events must be risk assessed before going ahead, see Jo Walters for more details on how to risk assess.

Imagine you are the target audience, what would you want from the event?

Organising Events Putting together a Budget SEE EXAMPLE BUDGET Support in the form of funding and advice is available from the Students' Union Make a cash flow plan to make sure that not all your expenditure goes out before you see some income if you don't have the costs to hand Read contracts thoroughly and make sure you won't get caught out!

Make sure all cash is stored securely

Organising Events Things to consider when Publicising Imagine you are the target audience, can you get the information about the event?

Consider a uniform or recognisable logo on publicity that identifies your event Plan your publicity well in advance and see Tori for more guidance on how to publicise your event.

Have you got access to a mailing list, if not set one up with sign up sheets Sell tickets through the Box Office in advance Consider free/reduced entry for specific groups, but remember to add this to your budget!

Organising Events Event Planning In teams of 5 complete the task of putting together a event to presented to the group in 5 minutes time, presentations should be no longer than 2 minutes Work as team Use the hand out as a guide If you are unsure of any costs please ask Make you event as inclusive as possible Present the proposal as a team You do not have to present the budget but this may help you think about the event and funding needed for it

Go!