Event Planning for Clubs & Societies

🎯 Why Plan Events?

Events are a great way to build community, share knowledge, and create memorable experiences. Whether you're hosting a casual social, a skills workshop, or a society trip, good planning makes all the difference.

📝 Step-by-Step Planning Guide

• Define your goal: What’s the purpose of the event? Social, educational, fundraising?
• Choose a date and time: Avoid clashes with major university events or exams.
• Book a venue: Ensure it’s accessible and suitable for your activity.
• Create a budget: Include venue, food, transport, materials, and contingency.
• Promote your event: Use social media, posters, mailing lists, and Keele SU platforms.
• Prepare a checklist: Include equipment, sign-in sheets, and emergency contacts.

🎉 Types of Events

• Socials: Pub quizzes, movie nights, themed parties, or casual meetups.
• Workshops: Skill-building sessions, guest speakers, or collaborative projects.
• Trips: Day trips, cultural visits, or overnight stays—plan transport and risk assessments.
• Fundraisers: Charity events, bake sales, or sponsored challenges.

♿ Accessibility & Inclusion

• Ensure venues are accessible and provide quiet spaces if needed.
• Offer free or low-cost options and ask about access needs in advance.
• Use inclusive language and diverse promotion materials.

🛡 Safety & Risk Management

• Complete a risk assessment for all events, especially trips and physical activities.
• Have a first aid kit and emergency contact list on hand.
• Ensure committee members know who to contact in case of an incident.

📣 After the Event

• Thank attendees and volunteers.
• Collect feedback to improve future events.
• Share photos or highlights on your social channels.

🧰 Useful Resources

• Keele SU Event Toolkit
• Room Booking Portal
• Risk Assessment Templates