Planning Events Step by Step guide
Some of the LTSU's clubs run really big, successful events. Other clubs run super great fundraising BBQs. And still others hold awesome weekly events for 10 or less people. The truth is everything our clubs do is 10/10 awesome!
The most important thing for any event, no matter how big or small is proper planning. Sure, if you absolutely had no other choice you could pull off any sort of event no matter how big or small in no time at all, but it would probably be a bad event, and you would definitely have a really bad time.
So to help give you a little bit of perspective we have come up with a couple of different guides that show what you should be doing when in terms of preparation for your event. The first one is super basic, but will keep you on track if you already know what you're doing.
The second one goes into a bunch more detail and is a really good, best practice, top industry standard kinda guide, download it here.
Managing Risk - (or how to avoid being sued!)
Risk management and mitigation is an incredibly important and vital part of any event that is put on by an LTSU club. Whilst it is true that clubs affiliated with the LTSU are covered by LTSU and the La Trobe insurance policies.
However, if something goes wrong at your event and you haven't done the work to understand and then mitigate and manage the risk you most likely will not be covered by those policies anyway, and then you will be on your own and in a lot of trouble.
To be clear, the LTSU doesn't sign legally binding contracts on your behalf and so if things go wrong it is the club (or more specifically the individual working on behalf of the club) who will be responsible for the consequences. The LTSU will do what we can to assist in the case of disaster, but we won't be able to do much.
But enough of the grim stuff! The LTSU has come up with some really in depth risk management forms for clubs to use! These are of a very high industry standard (the type that the pros use) and if you do the work and go through them you will have considered every thing that you will need to to manage as much risk as possible.
We won't lie, these forms are a lot of work to get through, and the bigger your event the more time it will take. However, they aren't actually hard to complete and almost all of the solutions to problems are common sense and non-technial.
Download the template for the form here.
Past Event Templates
If you're feeling a bit confused about how the risk management forms work, here are a number of examples of past LTSU and Club events using the same or similar forms. Please note that some of the info included may no longer be relevant
Generic Risk Assessment Examples.
Re-Orientation Event in Agora 2015.
Equipment Hire and Booking space in the Agora
The LTSU has a whole bunch of stuff that affiliated clubs can use for free! This includes: trestle tables, portable speakers with microphone/other sound inputs, BBQ + equipment, Beanbags, marquees. Clubs will have to pay a deposit for the hire of these items, but the deposit will be returned when the equipment comes back
We also have some much more serious gear that clubs can access provided they can justify needing it. This ranges from a DJ mixing desk and two EON Speakers to a full stage set up with full sound system with multiple microphones. These more advanced set ups take much more effort to coordinate, so the LTSU will need at least 3 weeks notice to organise the use of this gear.
If you do want to use some of our more high tech gear you will need to pay a sound tech to run the equipment. This is because it is very expensive and sensitive and costs heaps to be fixed. The going rate is **INSERT AMOUNT** per hour.
The LTSU also manages the spaces in the Agora. If you want to hold a stall you will need to book through the LTSU. This is to ensure that there are no clashes. If you try and hold a stall in a spot that someone else has already booked you'll be told to pack up and move, so do us all a favour and just book a space.
All Equipment Hire and Agora Bookings are to be organised through LTSU's Reception who can be emailed here, called at (03) 9479 2314 or in person at Lvl 2, Agora West.
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