Organising a university party - from planning to implementation

Felix Marxcord, Mats Heger

General information Organisation

• Why organise a university party?
  • To actively shape campus life
  • Awareness of the student body
  • Source of income
  • Fun!
• Planning period:
  • 3 months in advance for proposals and co.
  • Use of MS Teams for organisation makes sense
  • Priority levels 1 - 3
• General
  • Cost calculation
  • Cloakroom tokens
  • Request drinks price list
  • Order posters and flyers
  • Doodle Party
  • Doodle VVK
  • Box office party
  • Box office VVK
  • Insta and Facebook advertising
  • Dj search
  • Event technology search
  • Apply for a proposal to let the service rooms in good time
  • Cups?
  • Provide change

1st priority

• Insurance for the event
• Sponsorship for drinks, equipment
• Licence, as the university is a public space, a licence is required from the respective city. Must be carried at the party

2nd prio

• Involve paramedics
• Ordering drinks or bar elements, which are difficult to obtain in summer Drinks on consignment
• Gema proposal, as public event
• Cleaning company
• Security service

3rd priority

• Order wristbands, pay attention to counterfeit protection. Clearly communicate sales channels to prevent fraud.
• Check first aid kit etc.
• Allocate staff for VVK
• Allocate staff at the party (shift plans)
• Catering set-up
• Create signs for orientation, youth protection signs, drinks lists etc.
• If necessary, obtain authorisation to display flyers and posters.

• Awareness: Involve the Asta. They are often happy to appoint staff as representatives.
• Clearly communicate code words such as "Panama".
• Draw up a code of conduct to prevent legal action

What does the safety concept need?

• From when to when? Day, location, site plan, number of guests, toilet situation, dance floor?
• Licence available, who takes on which tasks, i.e. student body except for security (at least one female security person). Security staff all present at the start of the event and given an introduction to the location. Publish a site plan (for escape routes). How is entry guaranteed (benches and co.)?
• Provide fire extinguishers, first aid kits and more. In the event of a mass panic? In case of crowding into the building? In the event of a fire alarm?
• Keep escape routes clear, of course. Point out the medical situation. Where are they located, patrols?
• Explain the insurance situation
• Create a visual site plan. (attach to safety concept)

Timing

• Allow sufficient time for preparation. 4 hours pass quickly.
• Party start variable (22:00) welcome time
• Party may or may not end depending on the university
• Also plan dismantling: 2-3 hours

General information Set-up

• Divide set-up into teams:

**Fences, cash desk, bar, cloakroom.....

Entrance procedure

• Cards (check and fasten ribbons) NO stamps!
• FSLer, Djs and photographer get other ribbons
• Create guest list if necessary
• Staff must be on call if there is a large crowd.
• Have IDs checked by security. Or the entire entrance fee. Only after that wristbands and co.

==Cloakroom==

• Have badges available for identification
• Contact person?
• Jacket gone? Ask to be contacted later for clarification. Do not let anyone into the cloakroom

==Generally have flexible staff==

• Step in where staff are needed.
• Sink, rubbish removal, checking toilets and co.
• Choose staff who can really get stuck in and have an eye for work

Token system

• Beware of theft during crowds
• Stay focussed and don't let yourself be rushed, keep a tally sheet available
• Keep an eye on the time. E.g. do not sell many tokens just before closing time. (No exchange)
• Token shifts are not penalties but proof of trust
• Make card payment possible?

Set up counters

• Set up dishwashing counters first
• Wash the cups (flexible staff + shift plan)
• Use rinsing tabs, no detergent
• Only put drinks out shortly before admission (cooling)
• Tip: Also offer shots as long drinks. Vodka - Vodka O.
• Less is more. Don't offer too much selection.

Drinks

• Free drinks for DJ, security, photographer, paramedics
• Do not get staff drunk
• Cups made of hard plastic. NO handles

Shifts at the bar

• Do not tap new kegs at the end of the party.
• Use up bottles before opening new ones.
• Fixed tasks: Tapping. Long drinks and co.

===Dismantling the bar===

• Early clean-up and sorting during the party (if possible)
• Sort opened crates etc. (according to the supplier's instructions)
• Keep rinsing counters open the longest and dismantle them last
• Empty the hoses! Danger of mould

Dismantling

• From dismantling only FSLers in the building
• Helpers helpers helpers
• Search the area within a certain radius for cups and co. Search.
• Work with division again

General information

• FSLER wear FSLER clothing
• Stay on site after set-up (change of clothes/deodorant)
• Roll out cable drums completely
• Tape off floor tanks and sockets properly
• Act in a de-escalating manner and call in security.
• Do not allow drinks to be taken outside (inform security)

Important

• Staff only beer.bar liquor to be approved by the bar manager
• Behaviour can sometimes be terse and rough. Only serves efficiency and is not meant maliciously
• Rely on each other!!!!
• Shift plan is assigned.
• Advance enquiry about who can do it.
• Then allocation by FSLEr
• Empty tills in between!
• Not in the OFFICE!