Club Monopoly
Gillian Farnan
Created on April 12, 2024
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Transcript
Tracking Attendance
Prepping Your Event
Logistics of Flyers
Have a full itinenrary of your event
Creating Diagrams
Meeting with Program Advisor
Map out events for the upcoming semester
What is the purpose of these events?
Review Community Guidlines
Familiarize Yourself with Spaces
Request Space on 25Live
Understanding Timelines
Have Fun!
Post Event Feedback
Hosting an Outdoor Event?
Having Food?
Bringing aSpeaker?
Map out a Budget
SBEngaged Event Form
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go
Resources (Click Icon)
Club Programming Monopoly
Policies
Timelines
Funding
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How to pLay
Event Planning and Budget Management is core to your organization! To Play "Programming Monopoly" click on each + Sign to look at steps. Icons below have resources for you to look at as you program for your event. Whether its a meeting or a large scale event, we want to always be following steps!
Forms
Social Media vs, SBEngaged
Attendance
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Attendance is your secret weapon to growing membership and repuatation on campus. Tracking attendance helps leverage your popularity (and in the future knowing you have a great audience helps with money!) You can track attendace with the Check In App.
Don't just host an event and call it a day. Post Event Feedback is CRITICAL. You should have toggled on your SBEngaged asking for feedback, but feedback is a 360 thing -- attendees, club members and leaders alike should give advice on what went well and did not go well. Keeping records of the a planning process and feedback will help the event in the future.
Timelines are SO important. You want to make sure that you are requesting, finalizing and even, cancelling spaces in a timely manner. Failure to do this on time will make your event not successful. Cancelling too late can result in cancellation fees.
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Food is always a great attention grabber! If you are bringing food, we have different policies. (Forms are at stonybrook.edu/studentengagement Home- Prepared Food: needs home preppared signPre-Package Food: no permits/signs neededFood from Off Campus: Food Permit signed by Envrionmental Health and SafetyServing JUST Cheese or Pepperoni Pizza: No Food Permit
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Use this space to add awesome interactivity. Include text, images, videos, tables, PDFs... even interactive questions!
Use this space to add awesome interactivity. Include text, images, videos, tables, PDFs... even interactive questions!
Give the same energy on Social Media to SBEngaged. Woo the masses at socials by posting, adding polls and creating fun ways to tag and connect.
Ready! Set! Reserve!These spaces are first-come, first serve! Submit a draft reservation in a timeline manner for accurate planning. You will know if your event is approved when a PDF Confirmation and langugage is sent to your organization email! You'll need to hold onto that and track it for your organization in a calendar. Space approval is the start to planning. It is not the final result.
After you do some inital planning and get your space approved on 25Live, you have to put the event up on SBEngaged. You need to get the green light from your Program Advisor to start fully planning and advertising your event. The PDF Confirmation you recieved will need to be added to your reservation. The event form prompts you to consider any additional factors you might have not planned yet.
While you may be overseeing the whole event, ensure you are having fun too! Delegate and execute to people who are there to help you! Events are never a one person show -- enjoy having fun.
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The Venues for Student Organization Sheet should ALWAYS be looked at to find the right space for your event. Click this text to see the sheet. Some spaces on campus are appropraite for specific events (crafting, recreational, large capacity) Some might have and offer Audio/Visual Needs -- its important to choose wisely.
If you are going to host something outside your group would need to consider rain plans, dates and location
Double check that your inventory and your items needed for this event are completed at least a couple of days beforehand. The only thing that should not be in control during the event is weather and any emergency. Have plans to adapt and have all supplies so you aren't scrambling.
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No matter a meeting or a movie screening, you should have written down every step that you are hoping to have occur at the meeting/event. An itinenrary will help make your board/anyone who helps know how to stay on track!
Take pride in the flyers you post on SBEngaged and on Socials (a flyer on SBEngaged will result in a stock image. Using canva? The SBEngaged Size is 1300px by 780px. Add the important information like location, date and time to the event and LEAVE PEOPLE WANTING TO COME!
When planning any meeting or event, never forget about the Community Guidelines -- the Dos and Don'ts of recognition. These guideline will keep you informed and on the right track! (Professional staff will keep you in policy as well!)
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What is your organization trying to achieve with these events? Never forget the reason for your club -- fun events are great, but they should lead back to the mission of your group.
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Funded by USG? Need a grant?As you are planning, its best to map out a budget to see if the event is feasible for the money you may need. *As a reminder, you do not get USG funding for a year, but you are eligible for event grants*
While classrooms may have fiexed resources, large scale spaces are empty until resources are put into them. During a Program Advising Meeting, they will ask you how the space should look.
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What events are you planning to have? From General Body Meetings to Large Events we want to be strategic about what we are doing so we aren't scrambling next minute. Leadership meeting should have you all planning out these events with ample time.
If you are planning to have an outside performer or speaker, an Off Campus Speaker Form needs to be filled out on SBEngaged. We will ask for references to check out their legitmacy.
Depending on the event type, your Program Advisor will reach out to you to seek information about what else is needed for your event (tables, chairs etc.) No matter what, your Program Advisor is here to help support your event planning and organization management. Not every event will have them reach out to you; but they will ask questions!