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KSA Event Planning Tool - KSA Planning Tool

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KSA Event Planning Tool - KSA Planning Tool Powered By Docstoc
					           KSA Planning Tool
            2010.04.14 version

This Planning Tool must be completed and EMAILED to planning@kusa.ca no less than four (4) weeks prior to the date of your proposed
event or project. The KSA will contact the Main Event Contact at of the each approval stage. If you have any questions, please feel free to contact
the KSA at 604.599.2126, or by e-mail at: planning@kusa.ca

Also please note that the Kwantlen University College has an umbrella Coke Agreement and no product other than coke shall be sold unless coke does
not have an equal competing product. If there is not enough space in a section, please expand it as necessary. As a general guide, no detail is too small to
include, if there isn’t suitable section, please add it in. Not including enough information can result in huge delays, and can mean cancellation or non-
approval of your event or project.

            Name of event or project:
                     Date submitted:
             Date of event or project:
            Organizing group or body:
                             Include detailed contact
  information for all organizers (Phone # and Email)
                     Main Event Contact:
     If you’re requesting funding for your event, you
        must include your complete mailing address.
          Submitted to/approved by:
                Include Committee/Council name,
          approval date, and motion number if req.


 Event outline:
 (Promotion, food, activities, clean up)




 Benefits to KSA membership:




 Room/Space Booking Information                                                Projected                              Actual
 Where Room / Space
 Campus
 Number of People Expected
 Setup Start Time
 Event Start Time
 Event Finish Time
 Event Clean up finish Time

  Equipment Rental
  Tables Required (Quantity)
  Chairs Required (Quantity)
  Other Equipment Requested (e.g. Sound System)
  Please contact clubs@kusa.ca for a specific item.
                                                                                                                                                     Page 1 of 3
Before the event: What’s the task?          Hours req.   Start date End date   Who’s responsible?
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)

Day-of Event Schedule                                    Time          Name
1.)
2.)
3.)
4.)
5.)
6.)
7.)
8.)
9.)
10.)

Who is helping?                      Name                         Phone            Email
KSA (Staff and Elected Officials)


Vendors




Certifications (if applicable)       Name                          Phone           Email
Food Safe
Serving it Right (Server)
Serving it Right (Licensee)

Volunteers
Do you require volunteers?
How many?
Volunteer Job Description
Name request for specific
volunteer? (if available)



                                                                                               Page 2 of 3
Marketing                        Person Assigned                                                 Date Assigned            Contact Info
1.) Facebook
2.) Website
3.) Email List
4.) Kusa.ca calendar
5.) Handbill (Design)
6.) Posters
7.) KSA Google Planning Calendar
8.) Handbilling (Distribute)

Expenditures                                           Budgeted                                          Actual                    Difference
(Include source of funds: e.g. KSA budget line item,
donations, vendors etc.)
1)
2)
3)
4)
5)
                                                Totals
Revenue                                                Budgeted                                          Actual                    Difference
1)
2)
3)
                                                Totals

Summary of event:
(a.k.a. “What Actually
Happened”)

(Fill this in after the event)




Recommendations for
future events:

(Fill this in after the event)




----------------------------------------------------------------------------------------------------------------------------------------------------
                                                                Internal Use ONLY
                                                                 Approval Stages

   Form Complete               Room Booking          Event Approval            Exec/Council                Budget               Liquor License
                             Sent:
                             Appr:


                                                                                                                                                Page 3 of 3

				
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