Event Planning & Risk Management. Timeline. 4 weeks until event pick your event & date 21 days until event Social Exception Form 10 days until event* 3 rd Party Vendor form 5 days until event Non-alcoholic Event Form . *(Business days, does not count weekend).
Timeline. 4 weeks until event pick your event & date 21 days until event Social Exception Form 10 days until event* 3rd Party Vendor form 5 days until event Non-alcoholic Event Form *(Business days, does not count weekend)
Pick your event. • Formal • Exchange • Philanthropy • Educational Program • Moms/Dads Weekend • Alumni Weekend
Pick your date. Think about the Semester Cycle.
Logistics. Who will attend the event? Where will the event be held? On/Off campus Downtown Out of town • Members only • Members & dates • List party • Multiple chapters • Parents or Alumni
Fill out necessary forms. On Campus LINK NOT on Campus LINK 3rd party vendor Philanthropy & donations Educational Programs • Social Exception with Risk management • Non-Alcoholic Event Registration
Alcohol events • 300 attendees or more • Parents/Alumni event without providing a list of birth dates • Anything that Violates Governance Statement When do I need to use the Social Exception form? Anytime you want to violate the Governance Statement.
Attendees • Reputation • Facilities • Physical/Emotional What is risk management? identification, assessment, and prioritization of risks followed by the application of resources to minimize and/or prevent said risks
Attendees • Drinking too much • Underage drinking • Transportation • Injuries
Facilities & Equipment • Damage to bathrooms • Spilled drinks • Stolen property
Consequences • Tarnished reputation • Rumors • Fines/Consequences through FSL • Banned from Venue
Mitigations • Sober drivers to and from event venue • Sober monitors- 1 per 25 attendees • Security & sending people home • Security Officers – 1 per 100 attendees • Venue or Contracted • Wristbands • IDs • Drink limit