Event Planning for Student Groups

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Event Planning for Student Groups

• Presented by
• Amy Stafford and Sara Dick
• September 26, 2009

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Answer these questions before planning your event

• What is the purpose of your event? (i.e. are you
  fundraising, celebrating, raising awareness,
  etc.?)
• Who will attend your event?
• Is it by invite only or open to public?
• How many people do you hope to have?
• Students only or everyone welcome?
• What is your budget?

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General Tips

• Dont wait! Start planning your event well in
  advance
• Get as many details as possible confirmed early
• Expect the Un-expected! (there will be hiccups)
• Book your venue early
• Campus space is at a PREMIIUM

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The Basics

• Venue
• Conference Space
• Students Union Space
• Other Campus Space
• Classroom Space
• Outdoor Space
• Food
• Alcohol?
• AV

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Conference Services

• We book space in
• Lister Conference Centre
• Alumni House
• Enterprise Square
• You can contact our office at
• 780-492-6057
• www.ualberta.ca/conferenceservices

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Students Union Venues

• Myer Horowitz Theatre (largest theatre on
  campus)
• Dinwoodie Lounge
• SUBstage
• Room at the Top (RATT)
• Meeting rooms
• SU venue website

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Other Campus Space

• Convocation Hall
• Timms Centre for the Arts
• Stollery Executive Development Centre

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Classroom Space

• Exams and Timetabling (ETT) controls all
  centrally scheduled classrooms and lecture
  theatres
• Their first priority is to schedule academic
  classes and exams 
• Conference Services handles requests for
  classroom bookings from outside groups only (not
  university groups)

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Is yours an outside group?

• For the most part, NO
• Your bookings as registered student groups will
  usually be considered internal and can be made
  directly with ETT
• Call 780-492-5221
• Outside groups will be charged a rental fee to
  use classroom space

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Is yours an outside group?

• Your event in classroom space will need to be
  booked through Conference Services if
• It is a conference
• You are charging a fee for participants to attend
• It is for a non-university group
• Note Requests for specific rooms or buildings
  cannot always be accommodated

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Outdoor Events on Campus

• To book an outdoor space (main quad, business
  quad, etc.) submit a request
• Outdoor space booking form
• If you have questions email
• Karen Wilson
• karen.wilson_at_ualberta.ca

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Outdoor Events on Campus

• Be sure to read the instructions carefully as you
  may need to
• Rent other equipment (such as garbage cans or
  fencing)
• Contact Alberta Health Services if youre serving
  food
• Fill out a requisition for electricity
• Take other precautions (such as fire
  extinguishers and grease catchers for BBQs)

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Food

• Our on-campus caterer is Classic Fare Catering
• Classic Fare website
• At Conference Services facilities, Classic Fare
  is the required caterer. You can choose your own
  for events anywhere else on campus

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Alcohol

• To serve alcohol at any event, you must apply for
  a Special Event License to obtain a Liquor Permit
• You can review the alcohol policy and submit an
  application here
• www.uofaweb.ualberta.ca/alcohol
• If you have questions, do not hesitate to contact
  Andrene Kiema (Liquor Coordinator) in our office
  at
• 780-492-1035

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Insurance

• Approved events on campus are covered by
  Universitys general liability policy
• For ALL off-campus events and for ALL on-campus
  events of more than 400 people groups are
  required to contact Party Alcohol Liability (PAL)
  at 1-800-661-1608
• If you have questions regarding insurance related
  matters for on-campus events, outdoor on-campus
  events, off-campus events, or bus trips, contact
• Insurance and Risk Assessment
• 780-492-8875 or 780-248-1148

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Audio Visual Rentals

• AV equipment can be rented on campus through
  Academic Information Communication Technologies
• AICT website
• AV is an important detail that is often left to
  the last minute or forgotten by event planners.
  Be proactive and ask ahead!

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Set your group apart

• Go Green www.greenmeetingguide.com
• Free stuff is always popular. If you have the
  budget, consider ordering some small, crested
  giveaways to get peoples attention. Be creative!
• Need a fun, team-building activity? Take your
  group to the Butterdome climbing wall
• Phys Ed Rec

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Event Planning for Student Groups

• Presented by
• Amy Stafford and Sara Dick
• September 26, 2009