Event Planning

Events you host can be on or off campus (Please be aware that campus buildings are normally closed on the weekends and bank holidays). It’s best practice to be able to tell attendees at a promo stall or at your events when the next opportunity they can engage with you is. In your committee meetings can you map out when your events will be and what they will be to get ahead in planning?

Two people standing and looking at the camera.

Planning your event

If you’re not sure where to start we’ve generated an excel resource that you can download that helps you to identify the key components of event planning. You should consider what you want to achieve, this could be as simple as building a sense of belonging for your members, It could be a workshop, a Guest speaker, a conference. Think about who you’re inviting to attend, What will make the event successful and what resources do you need to arrange.

When considering income: What grants or budgets and you apply for, Will you be selling tickets? Do you want to contribute a portion of your society budget to the event?

When considering Expenses: record what you have budgeted to spend on those items or resources versus what the actual cost of them were, this helps ensure you track any over or underspending.

Download our Event plan template to get started planning your activities.

The process

  1. Submit your Activity Form online here. Please provide as much detail as possible (include ideas or things you are not sure on yet and we can see how we can support to make things possible).
  2. Your Coordinator and Activities management will review your submission and you will receive a response within 2-5 working days with any edits or changes needed.
  3. Once your event has been approved you will receive a confirmation email from societies.su@coventry.ac.uk. It’s important you communicate with us from your Society email address.
  4. Add your event to the SU website (Let your coordinator know if you need ticket option added to your event)
  5. Carry out your event, remember to record any lessons learned and adhere to any risk assessment actions you have.

Timelines

We recommend you send activity forms in as soon as possible; It is easier to book things in advance than to try to source last minute bookings. Getting us involved earlier in large scale events allows us to support you in managing your actions and keeping you on target.

  • Minimum time for forms to be submitted is 2 weeks in advance of the event.
  • If your event is up to £100 in value or a regular activity: Submit at least 2 weeks in advance.
  • If your event is above £100 in value or large scale event: Submit at least 4 weeks in advance.

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