Event Planner Training Orientation Week 2019 Orientation Team

Event Planner Training Orientation Week 2019 Orientation Team Student Transition Office orientation@uoguelph. ca

OVERVIEW § § § § § Objectives for O-Week What is Your “Why”? What Will Your Event Look Like? Working with Your Team Identify and Establish Partnerships Branding Your Event Publicity Budgeting and Funding Event Approval Process

GOALS FOR TODAY By the end of today’s session you should: § Have an understanding of the O-Week objectives and the importance of “why” § Know the basics of running a good event § Have a list of the important upcoming dates related to O-Week event planning § Be able to find the necessary online resources

THINGS TO KEEP IN MIND To run an event during O-Week you must: § Be an accredited/recognized Student Organization § You’ll need to know who accredits you § Be an on-campus department/college

OBJECTIVES FOR O-WEEK § When Planning an event you must identify and explain the main objective § Major objectives include: § Community establishment § Academic transition § Health and Well-being § Inclusive campus § Way Finding Only identify one or two objectives and have a specific plan for how to meet them.

COMMUNITY ESTABLISHMENT § Geared towards helping students develop an understanding of the expectations upon them as a member of the U of G community, and to begin exploring their individual impact within it § Student Speak: “Find your niche on campus. ” § Example: Off Campus Kick-Off

ACADEMIC TRANSITION § The focus is on preparing students to start their academic journey with a strong foundation by learning what’s expected of/available to them in terms of academics § Student Speak: “Meet U o f. G professors in a one-on-one setting. ” § Example: In. Roads

HEALTH AND WELL-BEING § It can be very meaningful to encourage students to make healthy lifestyle choices that will positively impact their physical, mental, and emotional health § Student Speak: “U of G has an awesome new AC. Find out what programs they have to offer!” § Example: Yoga with the Wellness Center

INCLUSIVE CAMPUS § Guelph is an inclusive campus and it’s important to help students recognize their own biases and be introduced to new perspectives § Student Speak: “Hear from new perspectives and share your own. ” § Example: Hangout with Outline

WAY-FINDING § The aim of way-finding is that students will attend events based on their needs and interest, simultaneously becoming more comfortable navigating campus § Student Speak: “Don’t forget to check out cool U of G places like the Arboretum!” § Example: Campus Discovery with Off-Campus Living

WHAT IS YOUR “WHY”? “People don’t buy what you do; they buy WHY you do it, and what you do simply proves what you believe. ” - Simon Sinek Think-Pair-Share Think about your "why" for your upcoming event. Pair up with someone else and discuss your "why". Share with the group!

WHAT WILL YOUR EVENT LOOK LIKE? § Put yourself in a new student’s shoes: § What do you want participants to feel and how will you make that happen? § What activities will be taking place? § Where is the event taking place? § A list of available rooms will be on Gryph. Life so that you can easily view the options available § When is the event taking place? § Some timeslots are restricted due to priority programming, such as In. Roads § A Schedule at a Glance will be on Gryph. Life so that you can plan around these times

YOUR TEAM & PARTNERSHIPS § On the Flip side, look at it from the facilitator’s perspective: § Who will plan your event? § Who will run the event during O-Week? § What is the responsibility of each person involved? § Are there other groups on campus that you could collaborate with in order to increase overall participation? § Consider groups with similar objectives or audiences § You will be “competing” against multiple events

BRANDING YOUR EVENT § If you want your event to stand out, you need to choose messaging that compels students to attend your event § Brainstorm a name § Create a catchy tagline (and maybe a hashtag) § Make sure your messages are clear § Event titles can include intended audience, but not organization name: § E. g. Flag Football for students who live in Prairie

PUBLICITY § O-Guide is awesome, but how else can you spread the word about your event? Club website, social media, word-of-mouth Once your event has been approved (the first week of August) you are free to advertise! The language you use in advertising has to be described in your event application. It must be inclusive and reinforce the objectives and values of Orientation Week.

BUDGETING AND FUNDING What materials will you need to run your event, and how will you fund the event? Contact your department or apply for PDR O-Team provides tables, chairs, garbage bins, etc. No sponsorships or donations Innovation & Event Fund

INNOVATION FUND Financial support for NEW and INNOVATIVE O-Week events! Funding ranges (in the past from $50 -$10, 000) Two rounds of applications: May 31 st and July 31 st For more information visit: https: //studentlife. uoguelph. ca/information/orientation-week-eventplanners/innovation-fund

EVENT APPROVAL PROCESS 1. 2. 3. 4. 5. 6. 7. Propose the Event Edit the Event Initial Feedback Submit Changes ORM Committee & ORM Changes Summer Training Modules Event Planner Training

WHO APPROVES MY EVENT? The specifics of who will be evaluating your event is dependent on what is actually happening at the event, but evaluators could include: • University Risk & Insurance • Campus Community Police • Environmental Health & Safety • Physical Resources/Grounds • Athletics • Student Health Services • UC Programming • Hospitality • Public Health • Student Housing

PROPOSE THE EVENT § Login to Gryphlife. ca with your central login § Use your personal login, not your organizational login § Go to your organization’s event page and click the Events tab § Click “Create Event” and follow the instructions from there! § This is due by May 31 st

EDIT THE EVENT § Once you submit your event the O-Team will decline it (just so that we can give feedback) § You are not able to edit your event until O-Team provides feedback § To edit, follow the same steps as before. Then scroll down to the ‘Manage Events’ section § There will be a handful of ‘back-and-forth’ comments until the event is approved in July

INITIAL FEEDBACK § In June, the O-Team will send feedback about your event submission and will require you, the event planner, to make the changes § You will be notified that your event has been denied § Check your event discussion or e-mail (if you change your notifications regularly) § Make updates within 48 hours to ensure approval

SUBMIT THE CHANGES § All changes and clarifications that have been requested by the O-Team must be finalized by June 16 th If your changes have not been received there is a risk that your event will not be approved.

ORM COMMITTEE & ORM CHANGES § The ORM Committee will meet on June 17 th and June 18 th to review all events for risk management and liability factors § All changes requested by the ORM committee will be due on June 23 rd § All details for O-Week events will be finalized on June 28 th

SUMMER TRAINING MODULES § Event planners must complete summer training modules and AODA training by August 1 st The above mentioned must be completed or the status of your event will be at risk.

EVENT PLANNER TRAINING § Event planner training is mandatory for all student event planners § Online Training: Due August 1 st § In-Person Training: § Available dates are August 30 th and September 3 rd § You only need to attend one in-person training § The training sessions include information about BBQ training, risk management, volunteers, and a Q&A period § It is highly recommended that employees running department-run events attend the training

EVENT PROPOSAL TIMELINE § May 31 st Innovation Fund Application Due § May 31 st Event Proposal Due § June 16 th Changes to Events Due by EP § June 17 th & June 18 th ORM § June 23 rd ORM Changes Due and Events Finalized § July 31 st Innovation Fund Application Due § August 1 st Summer Training and AODA Modules Due § August 1 st: All events with “declined’ status are officially not going to run § August 30 th or September 3 rd Mandatory EP Training

NEXT STEPS § Discuss what is to come in the summer months and O-Week itself § Feel free to reach at to O-Team at any point during the event proposal process (email orientation@uoguelph. ca) § A detailed Facilitator's Guide, along with other resources, will be available on Gryph. Life 1. Login to Gryph. Life with your central login information 2. Select Orientation 3. Select Documents 4. Select EP 2019 Resources

TODAY YOU SHOULD HAVE LEARNED … § The five O-Week objectives and the relevance of determining your personal objectives § What details to start brainstorming in terms of planning your event § How to establish and connect with your team § The important dates in the upcoming months § Where you find relevant online resources

COMPLETING THE EVENT PLANNER TRAINING ONLINE? Now that you've read through the Power. Point, we encourage you to also review the Event Planner Guide for additional information and clarification. This guide can be found on Gryph. Life, in the documents section of the Orientation page. Your final step is to complete the Event Planner Training quiz, so that the Orientation Team can confirm that you have completed the training! You can access the quiz by clicking here!

QUESTIONS? ?