This page is intended for Event Organisers. If you want to plan an event but are not an Event Organiser, contact the Pantheon.
If this is a new event idea, refer it to the Service Head or present it at the next Pantheon Meeting.
Once the event's concept is greenlit, its date and title should be added to the planning documents (at minimum the Events List, if possible also the Semester Plan).
Planning should start at the latest 3 weeks before an event; for larger or standalone events, it should start adequately earlier.
Also keep in mind the detailed information announcement, which should be made about 1 week before the event:
The checklist describes how an event should go quite well; also draw inspiration from events you've attended yourself.
These are some good tips:
Notable responsibilities you have include:
Take note of any stocks of food, giveaway items, or other consumable materials. Also make sure you have the participant list and all bills.
In the day or two following the event, you should upload all pictures to the relevant Photos folder (see pinned link in the #community admin channel) (check before uploading that no people who don't want to be photographed have a visible face). Post a selection of the pictures in the #gallery channel, and make sure it also gets posted on Instagram. Also write the Evaluation Protocol.
It is recommended that you get feedback, and also colleagues' inputs for the evaluation. Refer to the feedback form and get the opinion of your co-organisers.
A clear documentation is very important for our continued operation. The key document here is the Evaluation Protocol (new "Google Docs" -> "From a template"). It should be filled out as soon as possible after the event, when your memory is still fresh.
Fill in the metadata. Then the takeaways: first, any and all observations of interest, and then a list of concrete improvements that should be kept in mind for following events.
Fill in the stock of consumables as far as necessary: any leftover drinks or snacks, giveaway materials, cups and napkins, any and all consumables whose amount is important to know for the next event.
Finally, fill in the accounting section to the best of your ability; for each bill, put one line under expenses (the No. is not relevant). Under incomes, put any cash fee payments. Then send the link to the protocol as well as all bills to the Actuary; the Actuary will add extra lines (notably Twint fee payments, memberships made at this event), the No. of all lines, and finally the payments.
Once the Evaluation Protocol is completed, you can send the link in the #events admin channel so others can get an understanding of what went down.