Welcome to the Events committee page!
Below is a brief outline of each of the positions on the Events Committee. When you help out on the committee, you get all of your events for free plus Co-Curricular Record hours! How awesome is that?
Take a look at the positions and apply if you want to join the team!
Marketing
- Posters
- Signs
- Display Banner
- Designers for the posters
- Setting up promo booths around campus
- Table for recruitment
- Laptop there for people to sign up online
Food
- Purchase of food
- Which types of food to bring
- Costs of food & funding for it – Budget from Finance
- Food person can get reimbursed from SU
- They give us pop and chips for events. Talk to them to see what you can get.
Entertainment
- Contact and organize dancers/live music
- Assure that we have the right equipment and the musicians arrive with enough time to set up and be ready before attendees arrive.
- That each of the entertainers are correctly scheduled in the Agenda
- Try to get them to work with low pay or for free. Offer them exposure. They can become members. Think of incentives for them.
- Organize background music to be played at the event
- Generally a culture specific mix.
- Find a person of that culture to give you a mix of tunes.
Multimedia (Video)
- Assure that each event has full multimedia coverage
- Record the event highlights and make them YouTube accessible.
- Post videos on Facebook, YouTube, and our blog. Pictures of dancers/musicians & audience.
- Archive folders in our cloud so they are accessible for the Marketing Team to use.
- Assure the equipment used to shoot the event is prepared before the event and ready to go.
Multimedia (Photographer)
- Post pictures and videos on Facebook,YouTube, and our blog. Pictures of dancers/musicians & audience.
- Archive folders in our cloud so they are accessible for the Marketing Team to use.
- Assure the equipment used to shoot the event is prepared before the event and ready to go.
Ticketing/Guests (2-3)
- In charge of collecting tickets at the door
- In charge of guest list.
- Assuring that members have their membership cards with them
- Seating members/entertainers.
- Handing out ‘stuff’ to attendees
- Thank you cards
- Prizes, raffles, incentives
Agenda
- Organizing order of guests/entertainment/MC
- Event layout
- Where everyone is sitting/standing/performing.
- Where external clubs/associations’ tables are set up.
- When to play ice-breaker
- In charge of time slots and making sure they finish on time.
Master coordinator
- Create event on eventbrite.
- Post event on blog and calendar.
- Mass emails to remind people of the event and sending the link.
- Send invite 2 weeks before. Send reminder 1 week before, Last reminder 1day before.
- Make sure the link is posted on the blog.
- ie. Buy your tickets here:
- http://arabiannights.evetbrite.com
- Setting up & organizing meetings with other committee members.
- Use doodle: www.doodle.com to set date.
- Send reminders to each person until all have signed their times.
- (Total – 10+ people) Review email. Once you have a time slot that works for everyone, then stick to that for future events.
Master of Ceremonies
- The person who introduces agenda and the event layout.
- Public speaking
- Thank all who attend the event.
- Opening and closing remarks.
- Icebreaker game – organizing and implementing.
Association/Club awareness (Internal and External)
- Promote exposure for the Culture of focus to other organizations
- External Associations and Community Centers to attend
- VIPs that are interested in Culture and Education: ie. Mayor, Immigrant Services Managers
- Internal Clubs.
- CISSA – Exchange programs.
Finance
- Set ticket prices
- Decide budget for each part of committee
- Marketing (poster printing)
- Food costs – Candy
- Entertainment costs
- Prizes
- Ticket master tickets(Optional)
