How to organize an event at fforst?
Are you willing to do an event?
Did the assembly encourage you to plan an event in fforst?
Do not worry! Here you will find the information about how to plan it!
Step-by-step
Develop your idea
Before suggesting an idea of an event, try at least to have some key-points in mind, so the other fförsters can understand what the event is gonna be about.
0. What do you want to do? (a concert; a reading; a party; a workshop; another thing; a combination of everything?)
1. Define the event's purpose. Having a sentence or two in your head will help you lead the event in the right direction. (Is there any theme?; Who is your target?; When do you want to do it? (more or less)
2. Set goals.
3. Gather volunteers. (Look for some help. You can ask other fförsters to help you out and also at the assemblies)
4. Prepare a budget. (Do you need to buy some items or GEMA?)
5. Decide on a time.
6. Think about logistics. (do you need technic? (mic; karaoke; lights; etc.?)
7. Think about marketing and advertising.
Setting the date:
You need to set a date.
Please check the fforst-calendar or talk with The Board in order to see that your desired date is not taken and that your event is not overlapping with another one.
Obviously, you can also write an email or wait til the next Weekly Assembly to present your idea!
Organizing the event:
The fact that you are the organizer does not mean that you have to do everything for the event. The main idea is that as an organizer you take the responsibility for the organization, meaning that you are responsible for delegating tasks and checking on people to see, if these tasks are being/have been already done.
1. AStA Application: Not every event requires an AStA Application. But, if you are planning to have costs over 70 EUR, it is mandatory to do an AStA Application to get money from them to finance the project. Otherwise fforst has to pay the entire costs.
2. Flyers and Posters: Make sure you have an idea for your flyers and posters. If you can not make your own flyer because you do not know how to make it, please send your ideas to the responsible person of the PR-Resort. They will need the following information for the event:
i. Date and time
ii. Little description of what it is going to be about
iii. Program
iv. Partners (AStA; FSRs; etc.)
3. Facebook Event and Instragram: Make sure the PR-Resort is working on the promotion of your event. Send the responsible persons of Facebook and Instagram the poster, so they can post it on the social media platforms.
They will need also a catchy invitation to the event and brief description of it and also a program (in case there is one).
Here an example: https://www.facebook.com/events/288382204942004/
Note: Informations should be in English, German and Polish.
4. Decoration: You have to take care of the decoration or fine someone who will do it. This includes buying stuff (if needed), preparing the stuff, and to decorate the Event Etage.
Note: Remember that in our basement you can fine different decoration items that have been bought in the past for other events. Before buying anything, please go to the basement and check out what’s already there :)
5. Shiftslist: Make sure you make your shifstlist and that is being filled out. Bring it to the assemblies and try to get it filled out as soon as possible. In case it doesn’t get full during assemblies, send it per e-mail encouraging other fförsters to participate. Sometimes people do not read protocols and they do not know that there is an upcoming event requiring shifts to be covered.
6. Printing and spreding/hanging Flyers and Posters: Once you get your flyers and posters done, please send the file to KopierFritze and ask for the quantity of copies you need. Normally we print out 10 posters to hang.
These are the main location to hang them:
AM (auditorium maximum); GD (where the mensa is); HG (the main building where the library is); AB (August-Bebel-strasse = Sprachenzentrum); Event Etage (fforst); Brot&Zucker (Café)
Note: If it is an opening semester party or an event planned for international students, make sure someone goes to the students dormitories in Agust-Bebel-Straße as well.
