Social Events CHECKLIST

Step 1

Event Date

• Find your event date on the UQMS Calendar

• Contact the Secretary if your event has not been scheduled or if you need to change the event date.

Step 2

For Ashintosh Events, please see the Ashintosh page

Budgets

1. > 3 months prior to the event look at the 2024 Calendar Year Budget* to see the profit/loss target for your event and confirm your budget with the Treasurer 

2. Please see budget due dates including post-event budget and your sponsorship here*.

3. Look at the previous year's budget (this should be on your google drive). If not, please contact the Treasurer.

4. Create a NEW budget using the template and do not copy the previous year's budget.

   • Be sure to also include items that did not attract any costs e.g. 'Venue Hire - $0.00'.

   • Include any items which are being used or borrow from Animal House*.

5. Budgets should be submitted to the Treasurer and Management Committee member responsible for the event:

   • > 4 weeks prior to the event for events with income or expenditure ≤$1,000

   • > 6 weeks prior to the event for events with income or expenditure >$1,000

6. Remember member tickets must have at least a 10% discount of non-member tickets (This is for tax purposes).

7. For all purchases, ensure that you have a Tax Invoice, and not a receipt. For more information on what this entails, please check the Treasury tab or email Treasurer. Remember to not have any personal spending on submitted tax invoices.

No payments can be made or ticket release details advertised until the budget has been approved. 

This includes ticket prices. Events sell out better with earlier tickets! 

Smaller Events:

If your event has expenditure <$500, and there is less than 10 budget items, please use the Budget (Small/Non-Event). If you prefer to use the Event Budget format, please do so.

Events Selling Alcohol:
If you are serving alcohol at your event, this spreadsheet is a calculator to compare different companies and drinks for value.

Step 3

Event Location

• Contact the Management Committee member responsible for the event to determine if a venue has already been organised.

• If not, discuss venues with the rest of your team and the respective Management Committee member. 

• For a list of previously used venues and vendors, please see the UQMS Vendor Database.

• Please note that contracts with venues should never be signed prior to approval of the budget, and should only ever be signed by the Executive Committee. Please email this through to VPI and Treasurer for signing.

• Discuss communication with your corresponding Management Committee member and any requirements for the venue.

• If you need to book a room at a UQ venue, please be aware that this must be done at least 3 weeks before the event:

  • • To Book, please follow the instructions on our Room Booking page.

Step 4

Risk Management

• Complete the Risk Management Framework for your event.

• This framework should be submitted to the Treasurer, VPI and your relevant Management Committee member with your budget:

  • > 4 weeks prior to the event for events with income or expenditure ≤$1,000

  • > 6 weeks prior to the event for events with income or expenditure >$1,000

Step 5

Liquor Licence 

• Discuss this with the Management Committee member responsible for the event a minimum of 6 weeks prior to the event, as this MUST BE SUBMITTED greater than 4 weeks prior to the event for this to come through.

• You will need to be able to provide information on the area, time, security, attendance numbers, alcohol etc., so please have this information ready. If unsure, it is always safest to overestimate the space and the time of the licence. 

Step 6

Sponsorship Requirements

• You may see sponsorship requirements for your event here

• Check with Sponsorship Officer at least 4 weeks prior to the event regarding sponsorship requirements for your event

• Platinum logos must be on all UQMS promotional material - check with the Engagement Officer about appropriate formatting.

Step 7

Social Media, Website & Notice Board

1. Use the Marketing Planning Document to plan out your event advertising schedule.

2. Please fill out the Event Proforma at least 4 weeks prior to your event (the earlier the better!)

3. Once the proforma and sponsorship requirements for your event have been processed, we will then:

   1. • Launch your event on Facebook and the UQMS website

      • Schedule your requested posts

      • Include your event in the next UQMS Noticeboard - Noticeboard emails are sent out on the last week prior to every month and the event must be received on Monday of that week to be included

      • Note: Events are only launched based on the Admin Officer's schedule, so please be sure to take that into account when submitting your event proforma and planning your event timeline

4. If your budget has not been approved, your event cannot advertise ticketing or pricing, but can be posted and advertised as a ‘Save the Date’.

   1. • Once your budget HAS been approved and you wish to include a ticketing link, please email the Engagement Officer and the Admin Officer to have your ticketing links included in Facebook, Noticeboard and the website.

      • If this is an issue, please email the Vice-President Internal, and CC in both the Engagement Officer and the Admin Officer explaining the situation.

5. Alcohol prices cannot be advertised online under any circumstances.

To request additional posts on the UQMS page or Instagram account

1. Refer to the Posting Schedule to see a list of available posting times

   1. 1. Email the Engagement Officer with the content, desired posting time/date, and additional media (video, images, etc.) at least 2 days before desired post date (the earlier the better!)

   2. Your post will then be scheduled and listed on the Posting Schedule spreadsheet.

Step 8

For Ashintosh Events, please see the Ashintosh page

Advertising

See our Advertising Guide.

1. Please abide by the Social Media Policy for the promotion of your event.

   • Note that this includes information on the number and location of Facebook posts allowed, and a handy summary flowchart can be found here.

2. For a Snapchat filter, contact the Engagement Officer at least 3 weeks prior to the event.

3. To request a post on the UQMS Facebook page or Instagram, contact the Engagement Officer at least 2 days before desired post date.

Step 9

For Ashintosh Events, please see the Ashintosh page

Ticket Portal

• Cannot be set up until the budget is approved by Treasurer.

• Fill in the Ticket Request form at least 2 week before the intended release date of tickets. The Treasurer will set up the portal on your behalf.

Step 10

For Ashintosh Events, please see the Ashintosh page

Invoices

• Fill out an Invoice Request form within 3 days of receiving the invoice.

• Please note that the Treasurer processes payments after the admin officer places them into Xero. Therefore, please submit the Payment Request form at least 1 week prior to the invoice deadline. 

• If there are any concerns, please contact the Treasurer.

• You can view the payment status of your invoice here.

Step 11

Run Sheet

• Develop a Run Sheet for the event. This should cover all aspects of the event including set up and pack up.

• Ensure all volunteers and corresponding members of the Management Committee are provided with this run sheet and are informed of their responsibilities.

• Please retain this Run Sheet for handover purposes.

Step 12

Float

• Contact the Treasurer a minimum of 2 weeks prior to the event if a float is needed.

Step 13

Wristbands

• Contact your corresponding Management Committee member at least 2 weeks prior to the event about whether wristbands are needed and if so, what colour and how many are required.

Step 14

Photography

• The UQMS camera will be needed if no professional photography has been arranged.

• Complete the Camera Hire form. 

  • Arrange for someone to collect the camera (this person must either have a key to the UQMS office or be able to be let in by someone with a key).

  • Please note that the camera needs to be returned within 2 days of your event (or earlier if requested by the UQMS Admin Officer). Ensure you make a copy of your photos before then, as there is no guarantee that photos will be kept after the camera is returned).

• If required, professional photography should be discussed with your corresponding member on the Management Committee.

Step 15

Equipment

• If you have questions about other potential equipment to use from the UQMS Office, please contact the Admin Officer at least 1 week prior to the event.

  • Examples include speakers, piano, urn etc.

• If you need to access consumables, decorations, or other equipment from Animal House (the UQMS Storage Shed), please contact your corresponding Management Committee member.

• If you are looking for prizes for students (eg. for raffles) UQMS's sponsors donate a number of items each year, which you can find here.  If you would like to access these, please contact the sponsorship officer.

Step 16

Post-event 

COMPLETE ALL ITEMS WITHIN 2 WEEKS AFTER THE EVENT 

1. Submit budget with actual figures to the Treasurer, including any items which were taken from Animal House and used.

2. Return any items which were borrowed from Animal House.

3. Submit any Invoices for payment using the Invoice request form.

4. Submit any tax invoices paid by you using the Reimbursement request form. Keep your tax invoices until you have received your reimbursement in case additional photos/scans are needed. Please allow a minimum of 2 weeks to receive your reimbursement.

5. Prepare or update your handover document (you can also use the UQMS Handover Template) and fill in the Event Summary form.

6. Update the Vendor Database with the details of any venues or vendors you used for your event.

7. Upload a copy of your Handover Document, Final Budget, Run Sheet, Room Booking form, and any other relevant handover documentation to your Google Drive in a new folder entitled "Year" (eg. 2021) and submit your Handover Document via this form.