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Event Types and Tasks

EVENT TYPES CHECKLIST    download pdf

The following provides a snapshot of what will need to be achieved to make it happen.
Remember you can’t do it all by yourself and the workload can be challenging depending on how complex an event is. Note the level of expertise you’re going to need and involve UMSU staff early on who can help support you.

  • Be realistic: do you have capacity and time to promote and deliver this event?
  • Request a job via Comms Resources so the team can assist you
  • Make sure your committee has signed off on budget before orders are made
  • Make sure you publicise the event at least two weeks beforehand!
  • Invoices will need to be paid promptly, sometimes prior to an event
  • Take banners and A-frame signage for the day
  • Organise UMSU event lanyards via Event Dept.
  • Advise event staff of security and first aid contacts.
  • Create a site map. This is also helpful to have to give your event staff for use at the event.

Outdoor Activity

  • Book a location/time/date including enough time for set up/pack down
  • Request marketing material ahead of time if required for promotion
  • If a 3x3m marquee is required, book this in with the Events Department
  • Lock in volunteers or Committee members to assist on the day
  • Book giant games or food machines with the Operations Officer
  • Return items to Union House and the Communications print cage

Workshop/Info Session

  • Book a location/time/date including enough time for set up/pack down
  • Book a facilitator
  • Arrange PowerPoint facilities if needed
  • Arrange food and drinks for speakers via Program Officer
  • Give the facilitator a brief in advance
  • Email thank you to facilitator post event

Movie Screening

  • Book a location/time/date including enough time for set up/pack down
  • Book AV for a screen and projector if outdoors or room has no facilities
  • Arrange for screening permission with the film maker or Village roadshow, the Operation Officer can assist this process
  • Arrange food and drinks if to be included
  • Book the popcorn machine with the Operations Officer
  • Servers must have a safe food handling certificate

Panel

  • Lock in your speakers/panellists
  • Book a location/time/date including enough time for set up/pack down
  • Nominate a moderator
  • Arrange speaker travel if from interstate via Program Officer
  • Arrange food and drinks for speakers via Program Officer
  • Book AV inc. a roving mic with AVMelbourne
  • Identify if security will be needed based on speakers’ profiles
  • Organise furniture set up for stage and audience
  • Give the speakers a brief and questions in advance if possible

Party/Launch

  • Book a location/time/date including enough time for set up/pack down
  • Book entertainment acts via Program Officer, if applicable
  • Arrange AV with AVMelbourne
  • If you are selling tickets and advertise early.
  • The Communications department can help you organise this via TryBooking or Eventbrite
  • Order alcohol with the Ida Bar and complete Alcohol Management Plan
  • Book security
  • Identify how many volunteers or event casuals you need. Create a brief for their event roles.
  • Order catering via Program Officer (at least half vegetarian/vegan)
  • Make sure servers have safe food handling certificates
  • If on site, book giant games or food machines with the Operations officer
  • Create a run sheet for the event
  • Arrange a cash float or eftpos sales machine from the Info Desk
  • Send the Events Department list of activities for them to arrange risk assessment
  • Organise Event Lanyard cards via Event Department. Advise event staff of security and first aid contacts

Carnival/Market

  • Book a location/time/date including enough time for set up/pack down
  • Have someone qualified in First Aid available.
  • Organise Event Lanyard cards via Event Department. Advise event staff of security and first aid contacts.
  • Create site map. This is also helpful to give to your event staff.
  • Send out EOI (Expressions of Interest) and lock in stallholders including power requirements, food plan
  • Estimate amount and book furniture
  • If 8x4m marquees are required, speak to the Events Department to arrange quote
  • Lock in volunteers or Committee members to assist on the day
  • Order catering via Program Officer (at least half vegetarian/vegan)
  • Servers must have safe food handling certificates
  • Book giant games or food machines with the Operations Officer
  • Advise stallholders of set up/pack down times and responsibilities
  • Let the Events Department know external suppliers that will access the site on day and their contact details
  • Send the Events Department list of activities for them to arrange risk assessment

Gig/Performance

  • Book a location/time/date including enough time for set up/pack down
  • Book entertainment acts via Program Officer
  • Arrange AV and technicians for event with AVMelbourne
  • Have someone qualified in First Aid available
  • Let the Events Department know external suppliers that will access the site on day and their contact details
  • If you are selling tickets and advertise early.
  • The Communications department can help you organise this via TryBooking or Eventbrite
  • Order alcohol with the Ida Bar and complete Alcohol Management Plan
  • Book security
  • Identify how many volunteers or event casuals you need. Create a brief for their event roles.
  • Order catering via Program Officer (at least half vegetarian/vegan)
  • Make sure servers have safe food handling certificates
  • Create a run sheet for the event
  • Arrange a cash float or eftpos sales machine from the Info Desk
  • Send the Events Department list of activities for them to arrange risk assessment