PLAN AN EVENT

Choose an event. Choose an activity in which you personally have an interest, and think that other Illini would also enjoy.

Choose a date. As the event organizer you need to be present (although you should identify a back-up in case something unexpected were to come up at the last minute). Depending on the type of event, and particularly whether reservations need to be made and/or funds collected, you will need to plan your event from one week to several months in advance.

Present your idea to a club officer, who, will help (potentially by providing a more experienced co-event organizer to assist.)  The club officer's role is to assure at minimum that the President and Treasurer are informed of the event, and aware of the potential club expense (if any), and especially any commitments, assurances, down payments, or reimbursements regarding the activity.

Plan the event. Make reservations or whatever preliminary steps need to be taken.

Write a description and send it to the Communications officer who will post the description of the event on the Upcoming Events webpage and e-mail it to the club.  Obviously an event requiring reservations will need to be posted and e-mailed to club members sufficiently early to allow individuals time to send in their checks, get a headcount, and reminder E-Mail may need to be sent closer to the event.

Make any final reservations. If a down-payment is required, find out the amount due and ask the club's treasurer to send you a check in advance. Alternatively, with clearance from the Treasurer pay it yourself and ask for reimbursement.

Come to the event! Make sure one of the attendees has table tents/flags/membership applications/nametags they can bring. Bring pens for the nametags. Bring a sign-in sheet. If the event requires payment, either make sure the club's treasurer will be there with the club checkbook to pay, or make some other arrangement.

After the event, send the headcount to the club's secretary, because that person has to make a report at the end of each fiscal year listing each event and how many people came. A sign-in sheet at the event makes this much easier.

Still have questions? Please contact any officer and we'll be glad to help.