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students in their union: clubs and societies handbook 2002/3your event in the students’ union, not only will you be promoting the club or society, but the students’ union at thesame time. Once you have decided as a committee or at a meeting what type of activity or event you want to organiseit’s time to take action.1. plan aheadThink about what you want to do and why you want to do it. What is the main purpose of your activity or event? Doyour research – will your activity clash with another club or society? Will it fall within the exam period? Has someoneorganised an activity similar to yours in the last year? Why not collaborate with another club or society to develop aneven bigger event?Develop an action plan to help you organise the workload, this will include: What has to be done? Who is going to do it? When will it be done by?Remember, if you are organising an event in the students’ union you may need to follow their event procedures.2. budget for the eventHow much is organising the event going to cost the society and how much do you intend to make? The activityshould not leave you in debt. When budgeting, work with the minimum amount of money you can expect to make.Think about how you can organise the activity without spending too much. Here are some examples of what youmight spend or make money on:Expenditure Cost of venue Cost of hiring a DJ/entertainment Cost of publicity/posters/flyersIncome Ticket sales Cut/Percentage of door entry or bar takings Sponsorship of the activity Cost of decorations3. delegate tasksSpread the workload amongst as many people as possible. This will mean that everyone in the club or society will feelinvolved in the process and will have invested their own time and energy into the activity. It is also a great way of18