WELCOME TO MCRC’S: Event Planning

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.

EVENTS COORDINATOREmail: events@mcrcweb.org

Cell: 613-770-3217

ResTel: 613-533-8391

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

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

STEPS1. Decide on an event

House Council Approval2. Prepare for event

Room Booking Materials/Food arrangements Informing dons and RLC and the MCRC executives

3. Promote for the event4. Run the event5. Clean up

FORMS Pre-event planning form PAAF

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)

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

PREPARE FOR EVENT Book all rooms/fields necessary

Rooms in residences and Leonard Field are booked through Event Services:

Website: http://eventservices.queensu.ca/Email: event.services@queensu.ca

Event Services is FREEThey also provide chairs and tables

For a gym booking, go to the ARC front desk

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

EVENT RELATED FORMS

Mandatory forms:Pre-Event Planning formPAAF Form

Available on Extranet

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

RUNNING THE EVENT

Review everyone’s tasks before the event starts

Be visible Ensure appropriate staff to student ratio

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?

CLEANING UP Don’t forget clean-up as part of event

Event Services will charge you! Floor reps can assist with this

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

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!

INTER-HOUSE EVENTS

PLANNING TIME

Take a few minutes to think of events for your house, any traditions and inter-

house possibilities!