ORGANISING AND RUNNING AN EVENT The key to organising an event is early planning. MONEY However small or large your event is, you must prepare a budget, which needs to be authorised by the DP Finance & Services if the expenditure is over £750, before the event can go ahead. For more information see “Guide to Event Budgets”, the Event budget template and the Finance Manual. To provide an accurate budget you must get written quotes for each part of your expenditure where applicable. If you are going to spend more than £150 your CSC Treasurer will need to clear any expenditure. If you are going to spend more than £750 the DP Finance & Services will need to clear this expenditure as well. When preparing a budget do not include VAT when calculating your expenditure. This is because the Union is VAT registered and can claim the money back. Always check carefully which elements of your quotes include VAT and which don’t. You must charge VAT on every ticket sold. Sample Budget Income Ext VAT 100 tickets @ £12.00 £1200.00 1021.27 Expenditure Price Price (excl VAT) Bands £500 (no VAT) £500 Disco £117.50 (inc VAT) £100 Lights £100 (no VAT) £100 Security £120 (no VAT) £120 Publicity £ 75 (no VAT) £ 75 Ticket Printing £ 47 (inc VAT) £ 40 Total (exc VAT) £935 Profit £ 87.27 (Break Even 92 Tickets (£935 + 17.5%) £12 With this budget you would need to make a minimum of £935.00 to break even. Any extra money is considered to be profit for the club and may be spent as self generated income. Your budget will need to be more detailed than the example above. You must remember that your ticket price will be inclusive of VAT. Usually, the ticket price will be worked out based on an estimation of the number of people attending. Be warned – Do not over estimate the number of people you think will attend. BOOKING & USING A VENUE Venues can be hard to find and sometimes expensive. We recommend that you use Union or College facilities, as these rooms are free for registered Union clubs. These can be booked through Union Reception. Union Rooms Union rooms vary in size from 450 capacity to 15. We can book you a room for a regular meeting, a theatre for a show or presentation or a function room for a party or dinner. We can also organise catering, bar facilities, DJ’s and Stewards for your events. Booking procedures are as follows: Rooms can be booked for the following term at the end of the preceding term. Rooms can be booked a minimum of one week in advance Booking forms must be completed by either the chair/president/treasurer/secretary or a member who has been authorised by the chair/president All sections of the booking form must be completed for your application to be processed You must request any equipment required e.g. OHP Once your booking has been processed a notification slip will be put in your club pigeonhole. Bookings for the Union & Southside Gym can be done through Union Reception although most times the gyms are fully booked already College Rooms College offers free room hire to clubs and societies in most departments *but there are some exceptions. Booking procedures are as follows: Rooms can be booked for the following term at the end of the preceding term. Rooms can be booked a minimum of two weeks in advance if you do not have a guest speaker attending otherwise a minimum of 3 wks is best Booking forms must be completed by either the chair/president/treasurer/secretary or a member who has been authorised by the chair/president All sections of the booking form must be completed for your application to be processed Any equipment required must be stipulated Once your booking has been processed your notification will be put in your club pigeonhole. *Please note The Great Hall, Main Dining Hall, Ante Room and Senior Common Room are booked through the Internal Bookings Office, Which is located in room 101, Ground Floor, Sherfield Building, use of these rooms will incur a cleaning charge. General Rules for the use of Union & College Rooms If you wish your club or society to have continued use of rooms these rules must be adhered to, *certain rules are waived if permission is sought before the event: Only IC Students & their guests, IC Staff, ICU Life Members and students from colleges with reciprocal membership may attend club events. *No food or drink is allowed in Union & College Rooms (except for Catering Rooms and unless your event is being specifically catered for by Union & College Catering) If you are having an event with food being provided by external caterers – you will need to have your caterers cleared. Forms must be handed in no later than a month before your event. *There can be No Music or loud noise in College Rooms (except for specified areas) Furniture must be returned to its original location if moved All rubbish should be bagged and removed. Only use the room that has been designated to you Equipment already in the room must not be used unless pre-booked All speakers must be cleared by college security. Certain rules are waived if permission is sought before the event: Please note that in the past clubs/societies have been banned from using College and Union rooms for ignoring these rules. MAJOR EVENTS All major events require a function sheet to be issued by the Facilities Manager who is based at the Union Offices, first floor, Beit Quad. This informs all staff of what your event entails. Late Liquor Licence Late Liquor Licences only apply to to the area named in the application. The Union can only apply for a very limited number of extensions. You can apply for extensions in college rooms (Main Dining Hall, JCR, Senior Common Room and Ante Room). If you are applying for a late licence for your event you will have to write a letter to the police giving details of your event. It is absolutely CRUCIAL that everything you put in the letter to the police is true. If you are booking two rooms (e.g. MDH & JCR) make sure you state in your letter that you are applying for an extension that covers both areas. You will need to state the number of people attending. If you are applying for an extension you will be expected to supply food. The licence extension is dependent on the fact that everybody attending will have food. You cannot organise an event where people can buy a second kind of ticket, which would allow them to come to the party or entertainment without having taken part in the meal. Food In-house catering can be provided in the Union Building (contact the Facilities Manager) and College (Contact Internal Bookings). Legislation (Food Safety Act) came into force in 1990 covering the provision of food. Clubs & Societies can no longer provide their own food for events. If you wis h to used an external caterer you will need to: Discuss the event with the Facilities Manager and complete the necessary forms at least 4 weeks before the event. Your caterer must be registered with the local authority (the Facilities Manager will check this) Make sure the restaurant is as near to college as possible Make sure that caterers can cope with the numbers involved Get the caterers to transport and serve the food so that you have less responsibility If you do not comply with the terms of the act, you as the event organiser, the Union and College can be sued if there is an outbreak of food poisoning. Drink It is illegal to consume your own alcohol on Union or College premises Only alcohol purchased through the bar is to be consumed on the premises Fire Limits Union Rooms and Departmental rooms have set fire limits that must be adhered to. Major College Rooms (Great Hall, Main Dining Hall, Ante Room and Senior Common Room) have a fire limit on the number of people allowed to use each room. The limit is set by the College Fire Officer or Westminster Council and MAY NOT be exceeded. We can give general guidelines but these could vary depending on how much furniture you have in the room and how it is laid out. The Fire Limit will decide the number of tickets that you are allowed to sell. If in any doubt consult the college Fire Officer. Speakers at Events If you wish to invite a speaker to your event, the details of your speaker must be completed on your room booking form. You must give the following details: Title of the Talk Speakers name Organisation speaker is from You must also inform College Security if you feel your event could cause controversy or if your speaker might attract attention. You must not advertise your event, until the Union has clearance for your speaker from College Security. Your event can only be advertised within Imperial College. If you fail to notify the Union and College of a speaker then your event could be cancelled. Tickets Tickets for your event can be ordered through the Ents & Events Manager. He/She requires a minimum of three weeks notice between the date ordered and when you wish to start selling the tickets. Please e-mail the events manager with your requirements and design. You will need to give the following details What, Where, When and how much. Average cost for 1000 security tickets is £40 + VAT. If you require special invitations and require help with design then speak to our Marketing Manager. Union Stewards The Union and College insist that Union Stewards are used on all major events in the Union and College buildings. The stewards are there for your safety; they can help to make sure your event runs smoothly on the day. The costs of hiring stewards for your event must be costed into your budget The Facilities Manager will be able to give you the costs involved. Entertainment The Events & Entertainment Manger is the key person to speak to when booking entertainment for your event e.g. band, karaoke or tattoo artist etc. If you wish to book technical equipment this can be done with the Events & Ents Manager as well as the Dramatic Society. Contracts must be checked by the Union, you must not sign a contract unless the value is less than £150 External Venues Please remember that if you decide to use an external venue, you must get all contracts checked by the Union. You must be aware of all the hidden extra’s that may not be included. Those named, as organisers of any event must take responsibility for the event and what happens at it. You are expected to work closely with staff involved (College Security Staff, Union Stewards etc). The organiser must remain sober at all times so that they can fulfil these duties.
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