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?

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?

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.

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.

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

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

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

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

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

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

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