Collingwood College Events Guidelines

Transcription

1 ORGANISERS Planning Cllingwd Cllege Events Guidelines Tw weeks in advance f yur event, yu must arrange t meet with the Operatins and Facilities Manager (Jayne Dixn) t run thrugh yur plans fr the event s that a risk assessment can be created. Once this has been dne, yu must adhere t what it says, r yu run the risk f having yur event shut dwn. In this meeting yu must discuss: lcatin f the event (all rms needed), number f attendees, all decratins and tech being used, whether yu will be hiring any external vendrs and whether security is needed. Using External Vendrs Yu are welcme t hire in external vendrs. Hwever, there are certain required dcumentatin is needed. Imprtant ntes include: Cntracts: Yu are NOT PERMITTED t sign ANY cntracts. Cntracts are required fr hiring external venues and getting external vendrs (e.g. bands, rides, etc). All cntracts must be sent t the JCR President at least TWO WEEKS in advance. Rides: yu are permitted t hire in rides frm any external vendr. Hwever, they must prvide dcumentatin. Bands: Previusly used vendrs: if Cllingwd has used a vendr befre, all yu must receive frm them is a cntract, prf f PLI (Public Liability Insurance), and Risk Assessments (set up, during event and take dwn). All f this must be sent t the Operatins and Facilities Manager (Jayne Dixn), wh will cnfirm if mre infrmatin is needed. Previusly used vendrs include: AR Entertainments, Carnival Fun Fairs, Jasn Mdy. New vendrs: if they have never been hired in, they must prvide: cntract, PLI, Risk Assessments, and fill in an Event Questinnaire prvided by Jayne Dixn. FOR ALL RIDES: yu must ensure that the Technical Crew wrking yur event check the PAT testing n all equipment. If PAT labels are nt up t date, yu may request that the Tech Crew d the PAT testing fr yu althugh this is a request, nt a requirement fr them. If this is nt dne, the equipment cannt be used. Students bands (excluding Cuths, Grey, Chads and Jhns): must prvide a qute that des nt include VAT as well as their technical requirements. A Risk Assessment must be dne by the rganiser f the event with the Operatins and Facilities Manager (Jayne Dixn). Student bands frm Cuths, Grey, Chads and Jhns: prvide a qute that includes VAT as well as their technical requirements. A Risk Assessment must be dne by the rganiser f the event with the Operatins and Facilities Manager (Jayne Dixn). External Bands: they must prvide a cntract, PLI, technical requirements, and a Risk Assessment. FOR ALL BANDS: yu must ensure that the Technical Crew wrking yur event check the PAT testing n all equipment. If PAT labels are nt up t date, yu may request that the Tech Crew d the PAT testing fr yu althugh this is a request, nt a requirement fr them. If this is nt dne, the equipment cannt be used. Fd Services: If yu hire in fd vendrs r a Burger van, they must prvide: PLI and Fd Hygiene certificates. If anything is being hired in frm an external cmpany the invices fr payment can be sent t cllingwd.treasurer@durham.ac.uk t be paid directly. The treasurer must be infrmed f any such hire/purchase prir t receiving the invice and it shuld be clearly detailed in the event budget fr reference.

2 Tech JCR events and scieties are entitled t free use f JCR-wned technical equipment, prvided that at least 4 weeks ntice is given t the Hires Manager. Equipment can be bked n the hires website at If yu are unsure f what equipment yu need t bk ut fr yur event, cntact the Hires Manager (cllingwd.hires@durham.ac.uk) r Tech Manager(s). If yu intend t use Cllingwd Technical Crew: If yu wuld like the tech crew t set up and/r man yur event, yu must get in tuch with the Technical Manager(s). (cllingwd.tech@durham.ac.uk) t discuss yur needs and the csts f staff and equipment hire. This MUST be dne FOUR WEEKS in advance. Technical supprt is nt guaranteed fr yur event the tech crew perates n a shtgun basis. The Technical Manager(s) will help yu t find technicians t wrk n yur event, and if yu are unable t find any, will pint yu in the directin f lcal cmpanies that can prvide these services. PAT Testing: As previusly highlighted, if yu are hiring in any external cmpanies fr yur event that use their wn mains-pwered electrical equipment (e.g. bands, inflatables, rides etc) yu MUST ensure that the cmpany can prvide prf that their appliances have been PAT-tested within the last three mnths. This is a University Regulatin and must be adhered t. If this requirement is nt fulfilled, yu run the risk f having yur event cancelled n the day. Be sure t give the cmpany plenty f ntice f this it can take a while t get equipment tested. This rule als applies t any equipment f yur wn that yu wish t use. If yu require items t be PAT-tested, please discuss this with the Technical Manager(s) well in advance f yur event. If yu are using equipment wned by the University (fr instance anther cllege JCR that is a DSO), it must have prf f PAT test within the past 12 mnths. Advertising Yu are free t advertise yur event as yu wuld like. If yu plan t d a physical advertisement (fr example: a flash mb in the dining hall t advertise the musical) the same regulatins as a regular event apply: must be cnfirmed and given permissin by the Operatins and Facilities Manager (Jayne Dixn). All advertisements must be apprpriate and nt cntain any explicit r inapprpriate cntent. If advertisements are fund t be inapprpriate, it will be required t remve them and the event may face cancellatin. Bking Yur bking prcess must be clearly stated n later than 1 week prir t the bking deadline r when nline bking takes place. The bking system must be clearly explained, and the crrect cntact details must be prvided fr thse wh have questins. Apprved bking systems are: Online thrugh JCR website, applicatins, physical frms and telephne bking. If yu want t use a different system, please cntact the JCR President t cnfirm. Regardless f which system f allcatin yu use, yu must clearly state it when advertising fr the event. This ensures that everyne is clear frm the start hw their places will be srted, and means that if yur event is versubscribed yu already have a system in place t allcate places. Allcating Places at Yur Event. Pririty fr attendees is ALWAYS as fllws: Pririty is given t Cllingwd students: at events which invlve tables, the table cannt cntain mre than 1/3 rd nn-cllingwd students. While, the nline bking system easily identifies addresses f students frm ther cllege, it may nt be as easy if using applicatins r physical frms. If yu are using these methds fr yur event, yu MUST find a way (prir t bking ging live) f identifying the Cllege f students. This applies even if yu are using First Cme First Serve. Certain Cllingwd events require priritising sme Cllingwd students ver thers. Fr example, Finalists Dinner and Summer Ball priritise Finalists ver ther students. Any pririties that yu will be wrking with MUST be stated when yu send ut the regarding yur bking prcess. If using randm allcatin:

3 After yu have cllected all bkings use an Excel functin r randm number generatr t allcate places until yur event is full. Yu als need t have reserve tables in case any grups fail t meet yur payment deadline. These are just the next few (the amunt will depend upn the size f yur event) tables in yur randmised list. The reserve tables must be named when yu send ut yur cnfirmed attendees. Make sure yu save the list f attendees when they have been priritised, including the reserves. This needs t be available t anyne wh may cntact yu and wish t see it. It is recmmended t cntact Steering Cmmittee t cnfirm the methds f randm allcatin. If yur bking system is FCFS,: yu must still create and save a list f attendees in rder (nting the date and time they ed yu) and must als nte yur reserve tables. Reserved tables: If certain tables f yur events are reserved fr certain individuals, yu MUST state this in yur advertising the event and allw peple t request the reasns fr this. Fr all events held in cllege, the rati f guests is 1:1 if they aren t n a table. Payments Yu must set a payment deadline fr thse peple wh have a space at yur event. It is easiest t create a reference, including last names, that peple need t use when making their payments. Fr Blind Date Frmal, fr example; BD M BROWNLOW. After the deadline, ask the Treasurer r President t pull ff the payments. Yu shuld crss reference the payments and the Attendee names t check if everyne has paid. If yu find that peple have nt paid then yu must them, ccing their grup int the , explaining that they have nt paid. Give them the ptin t send yu a screensht r picture (r ther prf) that they payment was made befre the deadline. Sme payments are lst in translatin. This can happen because peple include the wrng initials/pay frm smene elses accunt with the wrng reference/get the reference wrng etc. Fr this reasn, allw them a certain amunt f time t prve they have paid. If any attendees have simply failed t pay by the deadline they and their ENTIRE bking grup lse their space at the event. Exceptins are as fllws: If the event is nt versubscribed. In this case, set the individual a new payment deadline. If they fail t pay again, they alne lse their space but the rest f their grup may keep their spaces. If the attendee made the payment befre the deadline but their bank has yet t prcess it. In this case, the individual MUST prvide a screensht/picture evidence f the transfer cnfirmatin shwing that it was made prir t the deadline yu set. If they cannt prvide this, usual rules apply and their grup lses their spaces. There will be ther circumstances which individuals will cite as reasns they failed t meet the payment deadline. Yu must use yur judgement t make the decisin if yu are nt sure hw t prceed cntact the JCR President. If spaces becme available after peple fail t meet yur payment deadlines, yu must yur reserve tables letting them knw. Yu need t tell them f their payment deadline, restating the price and the bank infrmatin. Spnsrship If yur event is being spnsred by a cmpany r individual, yu must cmplete the Durham University spnsrship frm. Cntact the JCR President with at least TWO WEEKS ntice with the name and details f yur spnsrship. All spnsrship mney must g directly int the JCR Accunt. Mney that ges int an individuals accunt fr spnsrship is an ILLEGAL BRIBE and in n way supprted by the JCR. Finances: All mney MUST g thrugh the JCR Accunt. Separate accunts are nt permitted in any way. A prpsed budget fr yur event must be presented t the Finance Cmmittee with at least TWO WEEKS ntice (depending n frequency f Finance meetings). Budgets include: Incme: ticket price, any relevant dnatins/spnsrship

4 Expenditure: external hires (bands, rides, etc), JCR Tech Crew and tech purchases, decratins, helium, perks fr thse wrking the event such as pizza/taxis, etc. A template budget spreadsheet can be dwnladed frm the JCR Treasurer nline drive. Purchases may be requested directly t the JCR President r Treasurer. Alternatively, purchases may be made by individuals and reclaimed thrugh a JCR expenses frm. Hwever, unless that purchase is included in the budget, the mney will nt be returned t the individual. If a flat is required fr the event the Treasurer must be infrmed a week in advance s that an apprpriate flat can be made. Space Bking: Fr all lcatins, yu must bk thrugh Cllingwd Receptin. In additin: If yu are using the Dining Hall, yu must cntact Cllingwd Fd and Beverages Manager (Matt Jacbs) t request early dinner with at least TWO WEEKS NOTICE. If yu are using the JCR, yu must cntact the Services Manager (Jacb Parker) and the Operatins and Facilities Manager (Jayne Dixn) t ensure the clse dwn f all services and the JCR. Alchl and the Bar Set Up Clear Up If yu plan n having any prtin f yur event invlve the bar, yu must cntact the Bar Steward (Imgen Peel) with at least TWO WEEKS ntice s that they can prvide the adequate staffing. Special drinks fr the night may be requested. If yu are planning a bttle bar, yu must give THREE WEEKS ntice in rder t cnfirm the licensing. If yu are planning a lck in, yu must give THREE WEEKS ntice in rder t cnfirm the licensing. Set up methds must be agreed with the Operatins and Facilities Manager (Jayne Dixn). If yu are using the stage, yu must have included this in yur technical prpsal t the Tech Managers and have peple wh knw hw t set up the stage there t help. This des nt mean yu and thse wrking are nt respnsible t help yu are the manual labur and they will help guide yu. If setting up require clsing f the JCR r any ther public cllege space, yu must infrm the President and Services Manager. Clear up must be dne n the night f the event, unless previusly agreed with the Operatins and Facilities Manager (Jayne Dixn). If using the Dining Hall, yu must arrange fr a member f the catering team t be there t return the Dining Hall t its riginal state. Clear up includes: returning all the furniture t riginal lcatin, mpping f the flr, wipe dwn f all services, returning all decratins t the Barnard Vid, take dwn f stage (if required).

5 Event Checklist: At least FOUR weeks befre event: Cntact Hires Manger t hire JCR Tech equipment Cntact Tech Managers t discuss hiring the Tech Crew Cntact Cllingwd Receptin t cnfirm availability f requested space Prepare budget fr event At least THREE weeks befre event: Cntact all external vendrs with specific requests (and request all necessary dcumentatin) Bk Bttle Bars Bk Lck Ins At least TWO weeks befre the event: Send all relevant cntracts t the JCR President Send all relevant PLI, Risk Assessments, etc t Operatins and Facilities Manager (Jayne Dixn) Send all relevant technical requirements t Tech Managers Present budget t Finance Cmmittee Meet with Operatins and Facilities Manager (Jayne Dixn) t discuss lcatin f the event (all rms needed), number f attendees, all decratins and tech being used, whether yu will be hiring any external vendrs and whether security is needed Bk security Advertise fr yur event Send ut infrmatin regarding Bking f the event Cntact Bar Steward, Services Manager, Fd and Beverages Manager and all relevant peple regarding space bking and early dinners. Cntact President regarding Spnsrship At least ONE week befre yur event: Bking/payments must be dne Payments verified Cnfirmatin with Tech Managers, Hires Managers, JCR President and ther relevant individuals as t the plans and updates if there are any changes. Ensure all decratins are bught/created. On the night: PAT testing checks Set-Up as agreed Clear Up as agreed

6 ATTENDEES Bking Paying It is yur respnsibility t ensure yu understand hw each event will be bked. Event rganisers are required t make it explicitly clear in their s hw they want yu t bk nt their event, and when yu will have t d s. Yu must make sure yu adhere t the deadlines and systems they have set. If yu are allcated a place n an event yu must keep an eye ut fr s regarding payment deadlines and infrmatin. Once again, event rganisers are required t make this very clear t yu in their s r ther crrespndence. It is up t YOU t meet this deadline and respect it. If yu fail t meet a payment deadline, yu and yur entire bking grup will lse their spaces at the event. The exceptins are as fllws: If yu have made the payment befre the deadline but it is yet t be prcessed by the bank. If yu cntact event rganisers citing this reasn fr missing a deadline, yu will be asked t prvide a screensht r ther physical evidence that this is the case. As such, make sure yu screensht r take a picture f the payment EVERY TIME yu make ne. Yu can just delete it later. Make sure t include the time and date f the payment. If the event yu are set t attend is nt versubscribed. In this case, the event rganisers will cntact yu with anther payment deadline. If yu fail t meet this, yu alne will lse yur space at the event but the rest f yur bking grup will keep their place as lng as they have paid. Allcatin f Attendees The rules that event rganisers must fllw when allcating attendees are as fllws: The way they will allcate attendees will be made clear in their riginal crrespndence regarding bking. This may either be First Cme First Serve, r mre cmmnly, randmising thse wh apply in a certain time frame. Any further priritising will als be made clear in this crrespndence. Fr example, Finalists are priritised fr Summer Ball and fr Finalists Dinner. Please nte, that a standing rule f Cllingwd Events is that Cllingwd students are always priritised ver thse frm ther clleges. This may nt be explicitly stated because it is the same fr all events, regardless f their bking system r payment deadlines etc. Tables with a third r mre guests frm ther clleges will NOT be included in allcatin f places if the event is versubscribed. We welcme ther students enjying ur events, but Cllingwd Events must be primarily fr Cllingwd Students! Behaviur Yur main cncern when attending an event is yur behaviur. It is imprtant that Cllingwd Students respect the few guidelines we d have at events. Yu must be aware that inapprpriate behaviur at JCR events may be reprted t Cllege Management and yur attendance at future events may be prevented. Permissin t attend any Cllingwd event is at the discretin f the JCR, including the JCR Executive Cmmittee and/r Cllege Staff..