Club Event Planning Guide at Clark College

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 OFFRESERVE 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