How To Organize Events in a Student Organization

We usually look forward for events organized by student clubs or organizations. These projects are usually the most awaited assignments of the leaders and the members of the student body. It doesn't matter if the said mission is a big or small project as long as the students can participate.

The following will show you the step-by-step guide on how to organize student affairs.

  1. Schedule a meeting with the executive committee of the organization. These are the directors or officers of the organizations. Typically, there is a lead for membership, for finance, for external affairs, for academics and others depending on your organization's objectives.
  2. During meetings, know the purpose of your planned event. Are you planning to raise funds, to promote awareness, to advertise your club, among others?
  3. Decide on the critical details. This includes the type of event, the date and the place. Examples of these events are concerts, sports fest, or even a simple general assembly. For the date, it is important to consider if there are any upcoming examinations and holidays. The location must be accessible to all students, of course. If not, transportation must be provided.
  4. Delegate detailed and specific assignments. These are the people in charge for logistics, food, registration, advertisement, manpower, program, invitations, host, tokens, and many others.
  5. Make a chart that indicates the following information:
  • What - task name (example: Decorating the venue)
  • Who - person in-charge or responsible in implementing, add also the team members included (example: Art Director and committee members)
  • Where - location (example: University Hall)
  • When - time and date (example: December 11, 2009, 8 am)
  • How - manner of doing includes procedures (example: Boys are in-charge of setting up the stage while the girls will decorate the entrance. Everything must be in order by 11 am)
  • Materials needed - props, etc (example: crepe paper, tarpaulin, etc)
  1. Present the time line and make a vote if the goals are achievable. Make sure you put an allowance so that if something goes wrong, the whole thing will not be affected.
  2. Before dismissing the meeting, require a deadline for the final presentation. Inform the committee about the dates for status updates so that they can keep you posted.
  3. The directors will then meet their committee members. They must also work using the chart given in #5.
  4. Being the team leader, you must be available whenever there are questions.
  5. During the status update meeting, the directors must present all the options and challenges that might happen. Do not let the meeting end without accomplishing the objectives and finalizing every detail.
  6. Before the final meeting, prepare your checklist of concerns and questions that should be addressed. Provide a contingency plan just in case there are unexpected problems.
  7. Final meeting: Be positive and energetic so that the whole team will have high spirits.
  8. Day before the event: Meet with your team to have a quick review of the tasks.
  9. During the event itself, have fun! If there are minor mistakes, let go and just take note of the lessons after.
  10. After the event, thank everyone for doing his or her best.



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