Event Logistics

Page last edited 2,567 days ago
From thoughtfulfoods
Jump to navigation Jump to search

What is the Role?

The events coordinator is in charge of organising all co-op related events. This meansoverseeing the planning and execution of fundraising, promotional and social events. It is important and expected that you seek assistance from other volunteers to actually run the events. To do this, task lists and rosters with contact details are essential. The How-to-do-stuff book contains detailed information on how to organise specific events, e.g. how to host a BBQ. There is no specifically associated shop shift for the events role but it is required that the events coordinator has a weekly shift as well as attend meetings.


Why is this role important?

The role is essential towards helping sustain the co-operative by reaching new audiences, facilitating participation from current members, raising funds and maintaining a sense of community and collaboration. It is important for the events coordinator to keep in mind the purpose of the event when planning, which is often a combination of fundraising, promotion and community. This guides the tasks of other coordinators and volunteers and ensures the event is a success as against clear objectives. Events can also be a good introduction for new people to the co-op at various levels – from a new student looking to buy sustainable food to a new member looking for a sense of community.

Timeline: Crucial dates throughout the year

Summer

  • End of February: Oweek stall. This needs to be booked several weeks in advance through the Enviro collective (student organisation at UNSW supported by ARC).

Historically, we have needed to share a stall with them. The exact process changes from year to year, so talk to the Enviro collective well before to plan.


Semester 1

This is an example event plan for the year, indicating expected frequency of events and types of successful events run before.

  • Week 1-2: Visible veggie packing on walkway (most important)– good way to get new members and increase veggie sales- NEEDS TO BE BOOKED 1 MONTH IN ADVANCE
  • Week 2-4: follow up event, usually bake sale. Members often enjoy baking for this.
  • Mid sem: social potluck picnic with directors on Sat
  • Week 4-7: BBQ on main walkway/ at Library Lawn
  • Week 7-9: Soup Stall at Library Lawn (good going into colder weather)
  • Week 11-13: Chai/ hot chocolate/ brownie stall – get them studying students in winter!
  • May/June: AGM

Semester 2

  • July: Oweek stall (for second semester only goes for a day or two) and Foundation Day stall
  • July: UNSW volunteer expo; good chance to snag some great volunteers
  • Week 1-2: Visible veggie packing, to promote to students starting uni mid year.- NEEDS TO BE BOOKED ONE MONTH IN ADVANCE
  • Week 2-4: Reach out event e.g. soup stall (while it’s still cold)
  • Week 5-7: Reach out event e.g. bake sale
  • Weeks 7-10: BBQ on main walkway/ at Library Lawn
  • Nov/Dec: End of year picnic/BBQ for coordinators and volunteers, e.g. at Coogee Beach


Tasks

Daily/ Weekly

  • Reading co-op emails and replying where necessary
  • Brainstorming ideas for new events and ask other people about their ideas
  • Attend weekly meetings and bring up any issues relating to events e.g. booking spaces, new event ideas

Monthly

  • A couple of weeks before each event, the coordinator brings the upcoming event to attention on the meeting agenda. The coordinator needs to organise a list of tasks to get done, distribute the tasks amongst coordinators and volunteers, and ensure that they are completed effectively.

Quarterly

  • Before the semester begins, the coordinator should develop a rough timeline in collaboration with other coordinators for when they would like to hold the events and what kind of events they will be. They need to revisit this plan throughout the year.
  • Update the ‘Events’ section of the How to Do Stuff book with any changes or additions you feel would improve it for future users. See link for details on the process: http://thoughtfulfoods.shoutwiki.com/w/index.php?title=Special:UserLogin&returnto=How+to+edit+this+wiki

For each event

  • Book a space on campus for the event through FM assist. This should be done several weeks in advance.
  • Collaborate with other coordinators for things needed for the event:
    • Finance coordinator: Get a float
    • Groceries coordinator: Stock any items needed to sell
    • Veggies coordinator: order any veggies needed
    • Vollies coordinator: help with organise volunteer roster
    • Promo coordinator: organise flyers/ other promo material for event
  • Call out in the bulletin for volunteers for the event
  • Advertising event on social media and in bulletin and email the hub for some extra promo
  • In week prior to event make sure posters are in the shop, as well as flyers to hand out to shoppers and in the veg boxes
  • In the days leading up to the event, the coordinator needs to go through the initial lists of tasks and make sure that every one of them is covered, and make up a box of items so that it is easier on the actual day
  • On the day of the event, the coordinator has to make sure the event happens, that there is enough manpower, and that we run on schedule.
  • Events Coordinator must ensure that who and what will be where they need to be, and delegate as is necessary to make sure things happen
  • After the event, debrief everybody on what happened, thank vollies, bulletin the results of money raised, and organise for someone to create a report back – report back template is in the drop box. Report should be filed in drop box.

How to book an event space

Event space bookings at UNSW are made through FM assist by completing an outdoor booking form *add link* Do we still use enviro collective or do we book directly? What is the process? What is our current relationship with enviro collective? Is the below still relevant?

It is important to build and maintain good relations with the SRC Enviro Officer to be able to book spaces and print through them, although the system has been slow and unreliable in the past. Being able to get free colour printing is transient; depending on the Environment Collective’s budget use.

Recently (2013), by getting to know the SD staff, I (Alastair) have been able to book spaces directly using the Enviro Collective as the club name, but signing under my TF position. This should be used as a last resort.