Post by NMA on Jan 23, 2005 21:44:15 GMT
Type: Social
Complexity: Medium - Hard (varies with type, see below)
Requirements: Location
Food
People
Entertainment
Advertising
Money
Eid.
There are two types of Eid Dinner. Those in a restaurant, and those on one of the sites. However, some bits are the same for both.
Eid. An Eid Dinner must be held in some proximity to Eid. Other dinners can use a similar structure but be for other events.
Advertising. As this is open to everyone from the societies, and it's always nice to have doctors there, the advertising has to get to the clinical sites too. Thats the Whit, the Free and the MidX on top of the standard UCL RUMS mob.
Emails on the e-groups help, but you really want a poster/ sign up in each of the sites. A poster can only be made once all the details are confirmed, yet has to go up a sufficient amount of time in advance... preferably 10 working days, but minimum one week.
Ticketing is a complex process. Through the union is a real nightmare, and you would need to have arranged EVERYTHING months in advance. The advantage of tickets is that if someone buys a ticket and doesn't show, you still have the money to cover their food. the problems include how to sell on each site, make available to all, getting it done in time and allowing for those who turn up at the door on the night... or being really firm with them and sending them away
Entertainment: in a loose sense of the word. This covers things like presentations and quizes. A presentation requires a speaker, powerpoint, some method of projection, ensuring everyone can see and hear, a topic and usually a laptop to run powerpoint on. Also, if it's short, you may require more than one!
A quiz needs someone/ people to write the quiz, double check the answers, print enough copies, organisation of teams on the day or before hand, prises, check the answers are correct again, and remember that the writers cannot take part.
Money: If you are buying loads of people food, you need a way to pay for it. A wealthy backer is rare. Usually, it is the diners who will contribute. If you have a ticketing system, you will get their money before hand, which means that a, you won't have to panic about how to pay, and b, you will have an idea of what numbers to expect. Just be aware that you will need to have worked out what to do with people who turn up at the door, and the distro issues mentioned above. If in a restaurant, you can arrange a set meal, and tell everyone how much to bring.
Make the treasury dept responsible for making sure everyone pays. If it's catered in one of the hospitals, you might try charging at the door. Or you can simply see who turns up, let them eat what they want, and split the total cost, or let everyone pay for their own orders. Most restaurants require a deposit when you make a booking. some don't.
1. Restaurant Eid Dinner.
This is simpler, because all you have to do is find a Halal restaurant (tricky- see rules on website in Life section), book witht hem the time and numbers you expect and maybe arrange a set meal. They take care of things. Note: if you want AV stuff, you need to work that out with them then. and don't be afraid of asking for a discount. If you choose a quiet evening (not Friday, Saturday or Sunday) for the meal, you may be doubling their revenue for that night, and we are all (mostly) students ater all.
Then simply advertise the restaurant, time, etc. include a map and details of how to get there.
2. On site.
The onsite caterers may get a bit tetchy about this, but experiance shows them to also be very expensive.
Outside caterers are often not approved, due to insurance reasons, so often they just aren't informed.
Having arranged a place for the dinner, a hall (?SU Bar?) or whatever, you then need to arrange for food to be delivered, making sure you get enough without overspending. Getting food delivered is easier than picking it up, but if someone has the time and a car, this is also an option. Arrange before hand how to pay, preferably after the event when returning dishes, so you can get cash off of the ppl attending. You have to work out the menu in advance, remembering variety as not everyone eats the same things. Timing and co- ordination are everything here.
Also, you have to work out where the drinks, cutlery, plates, tablecloths, etc are coming from. This may mean a shopping trip and storing them all somewhere...
Also, if you are doing it on site, people will have to arrive early to help set up. You will also need a system of distributing the food, e.g. appoint some waiters, or have a buffet style event.
Like I said, Eid Dinners can be quite complex. I've probably missed bits out. please ask questions. ;-)
-NMA
Complexity: Medium - Hard (varies with type, see below)
Requirements: Location
Food
People
Entertainment
Advertising
Money
Eid.
There are two types of Eid Dinner. Those in a restaurant, and those on one of the sites. However, some bits are the same for both.
Eid. An Eid Dinner must be held in some proximity to Eid. Other dinners can use a similar structure but be for other events.
Advertising. As this is open to everyone from the societies, and it's always nice to have doctors there, the advertising has to get to the clinical sites too. Thats the Whit, the Free and the MidX on top of the standard UCL RUMS mob.
Emails on the e-groups help, but you really want a poster/ sign up in each of the sites. A poster can only be made once all the details are confirmed, yet has to go up a sufficient amount of time in advance... preferably 10 working days, but minimum one week.
Ticketing is a complex process. Through the union is a real nightmare, and you would need to have arranged EVERYTHING months in advance. The advantage of tickets is that if someone buys a ticket and doesn't show, you still have the money to cover their food. the problems include how to sell on each site, make available to all, getting it done in time and allowing for those who turn up at the door on the night... or being really firm with them and sending them away
Entertainment: in a loose sense of the word. This covers things like presentations and quizes. A presentation requires a speaker, powerpoint, some method of projection, ensuring everyone can see and hear, a topic and usually a laptop to run powerpoint on. Also, if it's short, you may require more than one!
A quiz needs someone/ people to write the quiz, double check the answers, print enough copies, organisation of teams on the day or before hand, prises, check the answers are correct again, and remember that the writers cannot take part.
Money: If you are buying loads of people food, you need a way to pay for it. A wealthy backer is rare. Usually, it is the diners who will contribute. If you have a ticketing system, you will get their money before hand, which means that a, you won't have to panic about how to pay, and b, you will have an idea of what numbers to expect. Just be aware that you will need to have worked out what to do with people who turn up at the door, and the distro issues mentioned above. If in a restaurant, you can arrange a set meal, and tell everyone how much to bring.
Make the treasury dept responsible for making sure everyone pays. If it's catered in one of the hospitals, you might try charging at the door. Or you can simply see who turns up, let them eat what they want, and split the total cost, or let everyone pay for their own orders. Most restaurants require a deposit when you make a booking. some don't.
1. Restaurant Eid Dinner.
This is simpler, because all you have to do is find a Halal restaurant (tricky- see rules on website in Life section), book witht hem the time and numbers you expect and maybe arrange a set meal. They take care of things. Note: if you want AV stuff, you need to work that out with them then. and don't be afraid of asking for a discount. If you choose a quiet evening (not Friday, Saturday or Sunday) for the meal, you may be doubling their revenue for that night, and we are all (mostly) students ater all.
Then simply advertise the restaurant, time, etc. include a map and details of how to get there.
2. On site.
The onsite caterers may get a bit tetchy about this, but experiance shows them to also be very expensive.
Outside caterers are often not approved, due to insurance reasons, so often they just aren't informed.
Having arranged a place for the dinner, a hall (?SU Bar?) or whatever, you then need to arrange for food to be delivered, making sure you get enough without overspending. Getting food delivered is easier than picking it up, but if someone has the time and a car, this is also an option. Arrange before hand how to pay, preferably after the event when returning dishes, so you can get cash off of the ppl attending. You have to work out the menu in advance, remembering variety as not everyone eats the same things. Timing and co- ordination are everything here.
Also, you have to work out where the drinks, cutlery, plates, tablecloths, etc are coming from. This may mean a shopping trip and storing them all somewhere...
Also, if you are doing it on site, people will have to arrive early to help set up. You will also need a system of distributing the food, e.g. appoint some waiters, or have a buffet style event.
Like I said, Eid Dinners can be quite complex. I've probably missed bits out. please ask questions. ;-)
-NMA