Your Responsibilities
Plan, organize, and execute Art Society events.
Book rooms, spaces, and equipment as needed.
Coordinate logistics such as materials, schedules, and travel (if applicable).
Work collaboratively with the Communications Coordinator and Social Media Manager to promote events.
Attend club events and Club Exec meetings.
Take on additional responsibilities as assigned by Presidential roles.
Monthly To-Dos
Plan upcoming events (3-4 per semester is a good target).
Book rooms and spaces (Fine Arts, Agility Zone, etc.).
Coordinate materials, schedules, and volunteers if needed.
Work with Comms + Social Media to promote events.
Attend exec meetings.
Event Planning Checklist
4+ weeks before:
Decide on event type, date, time, location.
Fill up the Event proposal Form from ULSU.
After the event has been sanctioned (accepted) by ULSU, let the rest of the team know, and if using the ceramic room / space let the art technicians know.
Create budget if needed (check with Treasurer).
Start promoting (Social Media + posters).
2–3 weeks before:
Buy/collect supplies.
Recruit volunteers if needed.
Send newsletter / email event announcement (coordinate / delegate with Comms).
Post event on website or delegate to Comms.
1 week before:
Confirm room booking, if not already confirmed.
Send event reminder on Instagram (stories + feed) or delegate to Social Media.
Prepare materials (paint, brushes, clay, etc.).
Day of event:
Arrive early to set up.
Bring supplies, snacks (optional but appreciated).
Take photos (for archive and social media, or delegate to Social).
Have fun!
After event:
Clean up.
Post event recap on Instagram (coordinate with Social Media).
Upload photos to Event gallery folder. (Art Society Gmail had editor access)
Track expenses (send receipts to Treasurer).
Quick Tips
Reminders:
You need to fill out the ULSU event form for all events that the club will run (one form per event), except club rush.
- For events happening outside of the university attending members need to fill out the General Activities Waiver form (GAW). (Needs to be filled out each year).
- If using the ceramics space (W840) or any art studio/ spaces let the Art technicians know trough email.
- For pottery night we found it works best if we limit it to 22 people (registration), it is a really popular event but the space in the ceramics studio is limited
- The idea of the Event's gallery folder, is so members can access and download the photos taken during the events
Good events to run:
Bob Ross Painting Night (low stress, high turnout).
Pottery Night (messy, popular).
Collage / Craft Night (cheap supplies, chill).
Gallery openings (tie in with niche Gallery, SAAG, CASA etc).
Room booking:
Fill out ULSU event proposal form.
Fine Arts rooms: let art technicians know (Mary-Anne or Trent)
Agility Zone MakerSpace: email them first, to use any of the machinery there you need training.
Book at least 3 weeks in advance, tho we have found that 1 week in advance works too, the only caveat is (according to ULSU rules) you can only promote an event after it has been approved.
Supplies:
Check what we already have before buying new.
Ask for / Accept material donations from members.
Keep an inventory.
First 30 Days (Events Co-Specific)
Role links
Curious about what the other exec roles are about?