Course Reps- Event Planning Guide

This event guide is designed to help Course Reps plan events. Organising an event or activity is a great way to get to make yourself visible to students, to promote the work of reps and to gather feedback on topics.

Here are some things you might want to think about, depending on what kind of activity you’re planning:

AIM OF THE EVENT

Before you decide on what you are going to do, think about what the purpose is.



Social event

 Opportunity for students to meet each other

 Developing skills/ knowledge

 Collecting feedback

WHO IS THE EVENT FOR?

Will the event be open to all students on your course or do you represent a particular group who you want to target?

Think about what those students want out of an event, and any extra things you might need to consider for that group such as time commitments and accessibility.

WHO WILL RUN THE EVENT?

Do you need to recruit other reps, students or staff to help, or invite an external speaker? Could you collaborate with a society or volunteering project that’s relevant to your course?

Make sure you plan well in advance if you are asking external speakers to be involved and fill in the External Speaker Request Form.

WHAT WILL THE ACTIVITY/ EVENT BE?

Reps in the past have organised:

 ‘Cheese and whine’ nights

 Christmas Balls

 Class photos and yearbooks

 Writing retreats

Some more ideas:

 Food and feedback sessions

 Board game nights

 Trips or walks

 Film nights

 Networking events

 Guest lectures

 Study skills sessions

Does your activity fit the requirements of your audience and the aim of the event?

Think about what equipment/ resources you will need.

WHERE AND WHEN WILL THE EVENT HAPPEN?

Pick a date with enough time to advertise- we recommend at least a month.

Will the event be in person or online? Inside or outside?

Make sure to consider current Covid-19 regulations when planning your event.

If you need to book a room on campus for your event, either speak to staff in your school or email coursereps@undebbangor.com

WILL YOU HAVE FOOD AT YOUR EVENT?

If you’re cooking or selling food, you may need a food hygiene certificate Email coursereps@undebbangor.com if you need advice on this.

If you’re just buying prepacked, low risk foods, you don’t need a food hygiene certificate. Make sure you include this in your risk assessment though.

HOW WILL YOU ADVERTISE THE EVENT?

 Social media

 Email to your course- ask staff from your course to help with this

 Lecture shout outs

 Posters on a communal noticeboard

PREPARING FOR THE EVENT

Write a list of tasks and divide them up so the workload is spread. You can use the table at the bottom of this document.

Things you need to do:

 Complete a risk assessment using the Course Rep Activities Risk Assessment form and send a copy to coursereps@undebbangor.com

Things you might need to do:

 Apply for funding from the Course Rep Grant

 Decide on a location for your event

 Book a room

 If you’re holding an event outside, do you need a backup in case of bad weather?

 Send meeting invites if you’re holding an online event

 Buy food/equipment- remember to keep the receipts

 Set up the activity before students arrive

 Print posters

 Book a room

THE COURSE REP GRANT

Here at Undeb Bangor we have a Course Rep Activity Fund that Course Reps can apply for. This money can be used by Course Reps to organise Academic trips and events as well as any other ideas!

We’ve removed the online application form, as we thought this may be an additional barrier for reps. If you need funding for your event, just drop an email to coursereps@undebbangor.com with details of your event, how much money you’d like and a breakdown of what the money will be spent on.

Aim of the event

Who is the event for?

Target group and how many students

Description of the event

Be as specific as you can

Resources needed

e.g. food, printing, equipment

Who else is involved?

e.g. course reps, staff, guest speakers

Date Time

Task

Delete any that don’t apply

Contact staff/ guest speakers

Fill out the external speaker form

Prepare budget

Apply for the course rep grant

Email coursereps@undebbangor.com with details and budget breakdown Book a room

Via your school or email coursereps@undebbangor.com

Complete risk assessment And send to coursereps@undebbangor.com

Promote/ advertise event

Buy food/ equipment

Remember to keep receipts

Print materials

Get food hygiene certificate

Set up for the event

Add any other tasks here