Workshop how to apply for an int event-updated

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Workshop how to apply for an int event-updated

  1. 1. How to apply for organizing an international event Vagelis Tsoumas |NEC Events Chair
  2. 2. Why organizing an int. event? You attended one and you liked it… You think you could do it as good or even better? You want to promote ESN in your home university? Someone has to organize them anyway.. In any case… Why not??? Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org
  3. 3. How do we start? Choose the event you want to apply for wisely… • • • • • • Can you host the participants? Can you find all the venues needed? Can you afford it financially? Can you afford it in terms of human resources? Is your place reachable? Do you have support from your university and your partners? Read the International Events Guidelines Read the EPP (Events Policy Paper) Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org
  4. 4. What kind of int. event? Event Participants Date Days AGM 600 Mar-Apr 4+ 2+2 SEEP (RP) 100 Oct-Nov 3-4 CND 90-100 Dec 3 CNR 50 Oct, Feb, May 3 CM 50-60 Summer 3-4 Alumni Medley 50 Summer, Autumn 3 CoMeet 50 Feb, Sep 3 NBM 50 Autumn, Spring 3 Eduk8 training 50 Winter, Summer 3-4 Eduk8 T4T 50 Summer 8 Other meetings(Committees, SECM, Survey teams etc) 15, 40,15 Depends 3 Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org
  5. 5. Step 1- form the OC Head of the OC Web and Promotion Responsible Registration Responsible Catering and Accommodation Responsible Venues and Additional Program Responsible Fundraising Responsible Treasurer Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org
  6. 6. Step 2 – Application form Organizing Committee Host city Basic information about the event (Date, Fee, Number of participants) Program Venues & Accommodation Planned milestones (website, registration, deadlines) Planned budget *** Potential obstacles, risks and limitations Appendix number 1 – Progress Report Appendix number 2 – Risk Analysis Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org
  7. 7. BUDGET Have a budget which has: Balance Incomes- Expenditures Reasonable Amounts Safety Numbers per person Amounts in Euros SPONSORS Do NOT have Unreasonable costs Subject | Name Name, Position | contact@esn.org
  8. 8. Next Steps… Presentation of the event (Survive!!!) Promotion Election Execution Evaluation  Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org
  9. 9. Aand don’t forget to enjoy it!! Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org
  10. 10. Thank you… For your Attention!!!!  Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org

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