Chapter 6: Event Management

6.1 Purpose

This chapter defines the standard process for planning, approving, executing, and documenting events organized by MSC PRPCEM.

6.2 Event Proposal

Every proposed event should include:

Event name and type.
Objectives and expected outcomes.
Target audience.
Proposed date, time, and venue.
Estimated budget and resource requirements.
Organizing team and responsibilities.

6.3 Event Approval

Submit the proposal to club leadership.
Obtain required faculty and institutional approvals.
Confirm budget authorization before making financial commitments.
Finalize the event only after the necessary approvals.

6.4 Event Planning

After approval:

Assign an event lead and organizing team.
Prepare a timeline and task list.
Confirm speakers, mentors, and collaborators.
Arrange venue, equipment, and other resources.
Prepare registration and promotional materials.
Identify potential risks and backup arrangements.

6.5 Promotion and Registration

Publish approved event announcements.
Provide accurate event details and registration instructions.
Track registrations and communicate updates.
Protect participant information.
Send reminders and relevant joining instructions.

6.6 Event-Day Execution

The organizing team should:

Arrive early and check the venue and equipment.
Confirm speaker and volunteer availability.
Manage registration and participant assistance.
Follow the event schedule.
Handle technical or logistical issues.
Record relevant attendance and event outcomes.

6.7 Budget and Expenses

Follow the approved event budget.
Obtain required authorization before spending.
Collect receipts and supporting documents.
Submit expenses to the Treasurer or designated approver.
Record final expenditure and any remaining funds according to club procedures.

6.8 Post-Event Activities

After the event:

Share approved follow-up communications.
Collect participant feedback.
Process certificates, where applicable.
Prepare the event report.
Reconcile expenses.
Archive promotional materials and event records.
Record lessons learned and pending actions.

6.9 Event Report

Each event report should contain:

Event name, date, and venue.
Objectives and organizing team.
Speakers and collaborators.
Registration and attendance figures, where available.
Activities conducted and outcomes achieved.
Budgeted versus actual expenditure.
Feedback and key learnings.
Links to relevant photographs, presentations, and resources.

6.10 Cancellation or Postponement

If an event must be postponed or cancelled:

Inform club leadership and obtain required approvals.
Notify speakers, participants, and collaborators promptly.
Update official event listings and communication channels.
Coordinate refunds or financial adjustments where applicable.
Document the reason and revised plans.