EVENT PLANNING PACKAGE (EPP)

Transcription

1 THE ARTS & SCIENCE UNDERGRADUATE SOCIETY of Queen s University EVENT PLANNING PACKAGE (EPP) Step 1: Identify the Primary Event Organizer Step 2: Describe the Event Step 3: Risk Assessment & Management Planning Step 4: Sustainability Step 5: Equity and Accessibility Step 6: Implementation and Control Step 7: Evaluation Step 8: AMS Event Sanctioning Form Instructions: 1) Please submit the EPP to the appropriate Commissioner for approval at least THREE WEEKS before the event is scheduled to take place by dropping it off at the ASUS Core, 183 University Avenue, between 9am 4pm Monday to Friday. 2) The Commissioner will review the EPP and submit it to the Executive to approve. 3) If approved the Commissioner will keep steps 1 5 and return steps 6 7 to you. 4) The Commissioner will also ensure the Event Sanctioning Form is delivered to the Queen s Student Constable on your behalf (it must be filled out and submitted to the Commissioner with the EPP) NOTE: Costs incurred by an event will NOT be reimbursed by the Society without having previously acquired signatures from the appropriate Commissioner and a member of the Executive. Name: Event:

2 Step 1: Identify the Primary Event Organizer Primary Event Organizer Contract I,, hereby agree to act as the Primary Event Organizer for (Name) the Arts and Science Undergraduate Society event, (Event Name) being held on by (Date) (Committee/Group) at and happening from. (Location) I am fully aware that it is my responsibility to: (Time) 1. Organize the event 2. Ensure that the planning of the event complies with the Arts and Science Undergraduate Society Risk Management policies. 3. Ensure that the event is run within these regulations. 4. Ensure that the rules/procedure for the event are posted for all participants. 5. Ensure that waivers, if necessary, are completed and handed in to the proper authority. 6. Ensure that every student volunteer or assistant involved with the event is aware of his or her responsibilities. 7. Complete an Incident Report to be submitted to the proper authorities, if an incident or accident occurs or if one is requested by the Commissioner and/or Executive. I agree to uphold all the requirements of the Primary Event Organizer and agree not to consume any alcohol on the day of the event until the event ends and all participants have safely dispersed. Name: Position: Signature: Date: Commissioner Signature: Date: Executive Signature: Date: Equity Officer Signature: Date:

3 Step 2: Describe the Event What is the purpose of the event? Who does the event involve? What does the event entail? Where and when will the event take place?

4 Step 3: Risk Assessment & Management Planning What space booking(s) have you made? What set up bookings have you made? What audio/video bookings have you made? What sound system bookings have you made? What rental contract(s) have been approved? HOW MANY # People are you expecting? Supervisors do you have? Ticket takers do you have? Student Constables for entry, general security and crowd control do you have? People for setup, takedown and cleanup do you have? HAVE YOU Completed and attached the AMS Event Sanctioning Form? Completed and attached the Queen s StuCon Booking Contract, if applicable? Completed and attached the Queen s First Aid Coverage Contract, if applicable? Ensured there is a First Aid Kit on hand if Queen s First Aid will not be there? Ensured everyone is aware of their responsibilities and time commitment? Requested posters, flyers, etc. through the Marketing Commission? Created a release waiver with your Commissioner, if applicable? Developed an appropriate Emergency Response Plan and do all staff know where it will be? Outline your plans in the Emergency Response Plan. OFF CAMPUS EVENT ONLY 1. Based on your site visit and meeting with the manager/owner, comment on the suitability of the following to your event (as they apply): bathrooms, electrical hookups, ease of set up, concessions, general inspection, accessibility. Y / N 2. Please outline (or attach) the provisions you have made for transportation to and from the event.

5 Step 4: Sustainability HAVE YOU Printed on post consumer paper of an unused side of paper? Double sided all documents that are necessary to print? Used non material advertising? (QTV, CFRC, website, , facebook, sidewalk chalk, snowstamping, class talks, lecture slides, etc.) Opted for online registration versus paper forms? Used Powerpoint versus handouts? Offered permanent food service supplies or asked participants to bring their own? Bought eco friendly cleaning products and other material? Created a plan to take excess food waste to the AMS Food Centre or other food banks? Explored catering from local services (CoGro, Tea Room) to cut down on delivery? Y / N Please describe any other measures you have taken to reduce the carbon footprint of your event and minimize waste. Step 5: Equity and Accessibility HAVE YOU Ensured your event is in a location that is accessible to participants in wheelchairs or who have mobility concerns? Made preparations for participants with sight or hearing concerns? Ensured non alcoholic beverages will be offered or that there will be a safe space for those who choose not to drink, if applicable? Made preparations to serve vegetarian/vegan/kosher/halal and other dietary requirements, if applicable? Ensured your poster designs are culturally aware and free of discriminatory language? Ensured your event is inclusive of all people regardless of race, gender or ethnicity? Y / N Please describe any other measures you have taken to ensure your event is accessible and inclusive to everyone.

6 Step 6: Implementation and Control EMERGENCY RESPONSE PLAN What are the potential risks involved with this event? How will you mitigate these risks? What is your Emergency Response Plan of Action if such risks occur? EMERGENCY CONTACT INFORMATION Name Number Contact If Fill out on the day of the event DAY OF CHECKLIST: ALL EVENTS Touch base with StuCons (if required) Bring well stocked and sufficient First Aid Kits Ensure you have a cell phone Post a copy of the Emergency Response Plan & Contact Information (below) DAY OF CHECKLIST: EVENTS INVOLVING ALCOHOL Confirm that enough bartenders/security staff for the size of event have shown up Ensure both bartenders and volunteers are aware of expectations surrounding Monitoring of patrons alcohol intake Monitoring of patrons regarding underage drinking Crowd control measures Monitoring patrons to ensure Set up staff station for checking IDs and administering wristbands/tickets

7 Step 7: ASUS Event Evaluation Fill out after the event has occurred Name of Event: Organizer: Strengths: Please identify the strengths of the event (i.e: great venue, great speakers, good attendance, etc.) Weaknesses: Please identify the weaknesses encountered with the event (i.e: poor organization, disorderly set up, long lines, etc.) Opportunities: Please identify opportunities for the improvement of the event (i.e: select a better date, begin promotion earlier, increase/decrease committee size, etc.) Threats: Please identify external threats to the event (i.e budget deficit, loss of core sponsor, new university policies.) Notes: Please add anything you wish to pass on to the nest event organizer.

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