If you're reading this page, you're probably a Head of Committee or a Society President who wants to run an event. If not, you're probably looking for this page. Running an event in college is a fairly involved process and isn't really an exact science - it changes based on what kind of event you are organising. There are however 4 basic things to consider common to all events.
1) The date of your event
If your event is a large event that happens annually, the Events Officer will have a place in the calendar for your event. If not, and you are organising a smaller event such as a bop, open mic night or a small play, you will need to find a date to run your event. Ensure you consult the Events Officer at least a term in advance to avoid disappointment and clashes!
2) The nature of your event
Work out what you are actually doing for your event. Make sure you sit down with the Events Officer well in advance (a term in advance is good) and explain your plans. For larger events where a stage is being erected in the Hall or where something major is happening operationally, a detailed plan will need to be submitted at least 6 weeks in advance of the event.
3) PA and Photography Support
Your event will invariably need PA support. You should aim to contact the Senior PA Rep regarding this at least a term in advance for larger events so that an event manager from PA Committee can be assigned. For smaller events it is imperitive that PA is booked no less than 2 weeks before the event itself. If you wish to have your event recorded through the medium of photography or video, contact the Senior Photography Rep, again no less than 2 weeks before the event.
4) Paperwork
It's boring, but it needs doing. When you outlined your plans to the Events Officer about what you are doing, they will have advised you on what paperwork you would need for your event. Typically, this consists of PAT tests, risk assessments and public liability insurance documentation for anything which is supplied externally. All paperwork will need to be provided two weeks before the event, or the event will be cancelled.
Reading this page is no subsitute for arranging a drink in the bar with the Events Officer to discuss your event - they are always happy to help and not at all grumpy. Particularly when there is Kronenbourg involved.
