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How to plan a club event

How to plan a club event. An overview of hosting an event at Clark College. Very important Things to think about. Invite the Club Coordinator and/or Sami Lelo to your planning meeting to help with paperwork!!! Can my advisor (or another Clark College employee) be there the entire time?.

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How to plan a club event

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  1. How to plan a club event An overview of hosting an event at Clark College

  2. Very important Things to think about Invite the Club Coordinator and/or Sami Lelo to your planning meeting to help with paperwork!!! Can my advisor (or another Clark College employee) be there the entire time?

  3. When planning an event… • Remember that the club exists for the students- think about what students and your club members want • ASK: • What will each activity require of members in terms of time and effort? • What club resources (money, materials, etc.) will be required? • Will the activity generate energy and enthusiasm among members? • How will this activity help further the club's goals?

  4. As a Group(or special committee)… • Decide on your event. • Designate a contact person whom all information can channel to. • Determine who you will need to contact to get permission to do the event- Club Coordinator, Media Services etc. • Develop a budget. • Determine timelines/place/date/hours. • Delegate the work- it isn’t fair for one person to do everything! • Devise a unique publicity campaign.

  5. First off…reserve a room! • Clubs planning events must submit an Event and Activity Request Form to their Club Advisor. This form is available online or in PUB 160 and should include the below information. • Event Name. • Date/Time of Event. • Location of Event. • Resources needed for Event- are you going to need Media Services? How are tables going to be set up? • Club Budget Number.

  6. Advertising your event • In order to earn CSF (and for your event to be considered an “event”), you must advertise for at least 1 WEEK IN ADVANCE OF EVENT! • The best way to advertise… Tell everyone you know! • ASCC Advertising form found in PUB 160 • Be sure to add advertising costs into your event budget for posters and flyers • Please attend How to Advertise your Club Training for more detailed information • ASCC Ad form can be used as a resource- http://www.clark.edu/student_life/forms_docs.php

  7. Food • Will you have food at your event? • What kind of food/ drink? • How much are you going to spend on food? • ASCC has a blanket account for Domino’s Pizza, Fred Meyers, and college Costco Card • Contact Darci Feider at dfeider@clark.edu with questions and purchasing requests • NOTE: You must have a sign-in sheet when serving food during “meal times” • For more detailed food policies, please contact the Club Coordinator

  8. Decorations/ Supplies • Are you going to decorate in any way? • Do you already have decorations from previous events in your club locker? • Please remember to use blue painter’s tape so as to not ruin the wall paint • Additionally, what am I going to need for my event? • Napkins, plates, serving gloves etc… • If you want to give prizes out for an event- $30 limit per prize

  9. Who is going to work the event? • You can use volunteers from your club or another club • Have a separate sign-in/ sign-out sheet for volunteers • Make sure your volunteers are WORKING and not just enjoying the event “Students don’t want to pay other students to play video games!” -Sami

  10. Performers • If you want to pay your performer… 2-3 weeks to pay them • Must fill out a ASCC Performer Contract, found in PUB 160, which needs to be included in the invoice

  11. Movies • Licensing Fee is required to show movies in public • Work with Darci in Student Life Office to pay this fee • Library has a variety of movie licenses already paid for- mostly documentaries • Subtitles (in English) are needed on all movies, as requested from DSS

  12. Movies • You can borrow Popcorn Machine from Student Life • Must buy own popcorn and popcorn bags • Different pay rate than “Host an Event” on Club Service Funding form • 1 hour maximum allotted for planning time on Movie Events • CSF Form- http://www.clark.edu/student_life/forms_docs.php

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