Event Planning. 1.5 Events Coordinator 1.5.1 There shall be an Events Coordinator who shall:......
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WELCOME TO MCRC’S: Event Planning
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EVENTS COORDINATOR1.5 Events Coordinator 1.5.1 There shall be an Events Coordinator who shall: ... (iii) be responsible for and facilitate the execution of two major inter-house events per term open to participation by all houses (at the discretion of the house council), including but not limited to: a Montreal trip, a semi-formal and a dodgeball tournament. (iv) facilitate inter-house events by acting as a resource and central contact for House Presidents and Facilitators; (v) be responsible for the promotion and execution of the MCRC Skip-a-Meal program once per term; (vi) be responsible for the coordination of MCRC staff events; (vii) be responsible for the coordination of MCRC alumni relations; (viii) be responsible for all marketing and promotional functions of the MCRC; and (ix) manage MCRC event resources including but not limited to equipment bookings and sustainable event supplies.
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REVIEW 3 events per term Keep consistent with community
standardsNo drinking, no excessive noise and must
be accessible and inclusive Budget and allocate wisely Share responsibility amongst House
Council
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House President
Floor-Reps/ FYEA
Communication with
Dons/RLC
Ultimate responsibility
for event
FYEA
Bookings Materials Promotion
You will distribute work; but remember, ultimate responsibility is yours
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STEPS1. Decide on an event
House Council Approval
2. Prepare for event Room Booking Materials/Food arrangements Informing dons and RLC and the MCRC executives
3. Promote for the event
4. Run the event
5. Clean up
FORMS Pre-event planning form PAAF
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PLANNING AND BUDGETING
Make an initial budget for your potential 6 events Allot for miscellaneous/ unexpected costs Review budget with House Council
• Decide on events as a team (what, when, where)
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HOUSE ALLOCATIONS Approximately $7 per person
Addy/Ban Righ – $1299 Gord-Brock - $2800 Chown - $1444 Leonard - $2538 Leggett - $2345 Upper Vic - $3028 Watts - $1488 Lower Vic - $3168 Morris - $1531 Wally - $1689 McNeill - $1286
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PREPARE FOR EVENT
Book all rooms/fields necessaryRooms in residences and Leonard Field are
booked through Event Services:
Website: http://eventservices.queensu.ca/Email: [email protected]
Event Services is FREEThey also provide chairs and tables
For a gym booking, go to the ARC front desk
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PREPARING FOR EVENT CONT’D
Inform the RLC, dons, and executives Can help with promotions and avoid
conflicts Buy all the materials and food
necessary MCRC has 2 projectors available Food can be ordered from Sodexo or
through delivery from restaurants (you have to fill out a form)
Any Guests need to be booked in advance
Devise a plan in advance on roles for individuals for the duration of the event
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EVENT RELATED FORMS
Mandatory forms:Pre-Event Planning formPAAF Form
Available on Extranet
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PROMOTING THE EVENT You can do this by many means:
Floor reps Dons Posters Facebook Be creative!
Create the event on Extranet Ensure to also promote where and when tickets are
being sold 2 people must be present at booths at all times (at
least one has to be MCRC staff) Consider waivers depending on the nature of the
event
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RUNNING THE EVENT
Review everyone’s tasks before the event starts
Be visible Ensure appropriate staff to student ratio
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PLANNING GONE WRONG! Always have a Backup Plan Examples:
If you booked the field and it starts raining what would you do?
You were running a food event and you run out of food what do you do?
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CLEANING UP Don’t forget clean-up as part of event
Event Services will charge you! Floor reps can assist with this
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SOME TIPS... Make your first event as soon as possible (soon after
Frosh week) Remain organized –Set and e-mail a timeline and
due dates for tasks among the council Get the first-years involved Make sure inclusive Have a variety of events
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HOUSE TRADITIONS
We strongly encourage you to continue these traditions, which have worked consistently in the past
Leonard Bowl Wally Cup Morris Mug All Girls Crown Jewels And Many more!
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INTER-HOUSE EVENTS
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PLANNING TIME
Take a few minutes to think of events for your house, any traditions and inter-
house possibilities!