Head of Events
From Starchive Wiki
The Head of Events is responsible for organising show socials and committee socials throughout the year, as well as any workshops and other events. They are sometimes also responsible for organising live music events, though the Head of Music is normally in charge of booking the acts. They should expect the exact tasks to vary each week, with some swapping between Head of Music and Head of Events.
They are contactable via [email protected].
Contents
Previous Heads of Events
| Year | Name | Position Title |
|---|---|---|
| 2009/10 | Sarah Tyler | Head of Events |
| 2013/14 | Lara Johnson-Wheeler | Director of Events |
| 2014/15 | Julia Drevas Bantema | Head of Events |
| 2015/16 | Unknown | Unknown |
| 2016/17 | Unknown | Unknown |
| 2017/18 | Tay Davant | Head of Events |
| 2018/19 | Alex Ehrenberg | Head of Events |
| 2019/20 | Alex Ehrenberg | Head of Events |
| 2020/21 | Surina Martin | Head of Events |
| 2021/22 | Surina Martin | Head of Events |
Assistant Head of Events
Some committees may decide to appoint an assistant to the Head of Events.
| Year | Name | Position Title |
|---|---|---|
| 2014/15 | Bruce Kerr | Deputy Head of Events |
| 2017/18 | Sofie Surraco | Head of Fresher Events |
| 2018/19 | Hannah Gilchrist | Head of Fresher Events |
Handover
Intro
As Head of Events, you work closely with the Head of Marketing, Head of Music, Station Manager, and DoES. You need to make sure every STAR event runs smoothly, by checking which dates and times avoid clashes with other large events, booking suitable venues, making sure events are promoted effectively, arranging any items needed for an event, and dealing with any unpredictable problems.
Tasks
- Before summer, work with the Station Manager and Treasurer to plan a budget for the next year. Try to plan the year's events now (as much as possible), so you know how much money you'll need. The budget is never set in stone, so don't worry about slight changes later in the year. The Treasurer has to submit the proposed budget to the Union around the end of May.
- Check STAR's past events for ideas
- Over summer and winter break, plan events for the following semester. It helps to create a planning calendar on Google Sheets, that you can share with other committee members. Aim to have dates and venues confirmed before the start of semester, wherever possible.
- Have one or two show socials each semester. Check when the Head of Programming is planning to have shows on air (or at least confirmed) before picking a date for a show social.
- Introduce yourself to the DoES, DoSDA, and Ents Convenor, as you'll be needing their help a lot throughout the year.
- Book spaces as soon as possible. As a subcommittee, we get a week to book Union spaces before societies towards the end of summer – don't miss this deadline, and always aim to book Union spaces at least three weeks in advance. If you asked for help from Ents, attend their "users meeting" at least two weeks before the event.
- Create a risk assessment for any one-off events, e.g. a bonfire, and send this to unionra@, at least two weeks before the event.
- Make sure STAR hosts live music events at least once a fortnight, with a mix of student and external musicians. The Head of Music will help to organise these, and book the musicians.
- Organise at least one committee social each semester.
- Organise workshops, e.g. jingle workshop (with the Head of Production), logo/social media workshop (with the Head of Design/Marketing), or invite a "real" radio figure to host a presenter workshop.
- Split tasks between yourself and your assistant
Links and tips
- Union room booking form – note that events in Main Bar cannot be ticketed
- Example risk assessment
- drive.google.com
Contacts
- Ents Crew Convenor – make sure you're familiar with Ents Crew's policy on tech help, e.g. attending a users meeting well before your event, and always remember they are overworked student volunteers.
- Director of Events and Services (DoES): [email protected] – STAR's line manager, who can offer advice on most things if the Station Manager can't. Good to contact about booking a stage/large venue.
- Director of Student Development and Activities (DoSDA): [email protected] – similar to DoES, good to contact about society collabs, event ideas, and general room bookings.
- Pee (Union drinks): [email protected]
- Sam (Union catering): [email protected]
- Union reception: [email protected]
- Students' Association rooms: [email protected]
- Previous Head of Events, e.g. Alex Ehrenberg
- Bruce Turner (Union Building Supervisor): [email protected] – for help with any big ideas; he's been part of the Union since the 1970s, so knows the feasibility of anything you could imagine.
- Phil Hulse (Union Deputy Building Supervisor): [email protected] – for help with risk assessments.