Now that your club is up and running, it’s time to start hosting events! Remember it is all about planning in advance
Familiarise yourself with the information listed here, and on our Running Events page
It is also important to consider what events other clubs are running, or might be happening in the wider community. There is no point running an event on a specific day if all of your audience will be attending another event, or already went to something similar last week.
Make sure you attend our annual “Clubs Mixers” to meet like minded exec from other clubs, and start collaborating for the benefit of your members.
For example, 1 person look after booking, catering, and venue, another looks after promotion, and another looks after performers etc.
Note: Please ensure you only allocate 1 x point of contact with the UCSA in order to streamline communication.
We have worked with many clubs who have great ideas, but they try and deliver them all within 1 event. Where as in practice, it should be 2 or 3.
Make sure you narrow down to exactly what the purpose is. Then once you are clear in this purpose, ensure your decisions lead to this outcome.
Booking a Venue
There are a number of different venue options to choose from when hosting an event. But some venues will be more suitable than others:
Venues include the Ngaio Marsh Theatre, Ti Kouka Room, Bentleys bar, The Room of Requirement and The Foundry. Please remember Haere-roa books up super-fast.
Find out more about Haere-roa
Start the Booking Process
Booking a room On Campus is different to booking a room in Haere-roa
Clubs must submit an Event Notification Form (ENF) and Hazard Risk Assessment, which are sent to the UCSA. We then send these to UC on the clubs behalf. Note: Forms need to be submitted a minimum of THREE WEEKS before your event.
Find out more about Running Events on Campus
Learn more about running Events at your Flat or Home
Learn more about Alcohol at Events
You need to ensure you are prepared if something does go wrong at your event, and that you have attempted to consider every eventuality. Please read through our resources to make help your event safe, or ask our team for support
Learn more about running safe events
The UCSA also has a number of channels we can use to help
Learn more about how to promote your events
Learn more about setting up tickets for your event
Learn more about grant funding for events here
Staying on Track
Costs could include things like catering, drinks, security, production technicians, photographers and more. Some quotes you get will include GST and others won’t
Make sure you keep a budget to ensure you don’t get caught out and put the club into debt.
If you need financial support to get an event off the ground, you can apply for a grant – but make sure you do this early!
Download a Budget Template
An Event Run Sheet is a detailed timeline or schedule that outlines the order of activities, tasks, and important details for an event. It encompasses the event’s agenda from the opening remarks to the concluding ‘thank yous’. By establishing a clear event schedule, you’re paving the way for a smooth execution, ensuring no detail is overlooked.
Download a Runsheet Template
After Your Event
You’ve been organised, and you have delivered an epic event for your members! But there is still more to do:
- Have you handed all receipts and info over to the treasurer?
- Did you receive any grant monies? Have you completed the grant receipt form?
- Have you broken even or maybe even made a profit? Make sure any cash profits are banked and keep a record for transparency.
- Have a debrief with the executive.
- What worked, what didn’t, what could you have improved on?
- Do you need to prepare a report for the UCSA, any sponsors, UC, or anyone else you worked with?
- Make sure you take the time to thank the people who actually helped you. personally tailor these thank yous to the company or organisation or even the individual humans who helped you out!
- Send where appropriate a photo of the event with the note or card.
- Thank university staff where appropriate, especially don’t forget about grounds and security.
- The Supreme Club Awards are held at the end of each year, and celebrate all of the epic events clubs run each year!
- If you think you have done an epic job, start preparing your nominations form
- You could be in to win awards such as Best Event, and more!