University of York Students’ Union

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Before the event

Home > Events > Running an event > Before the event

On the day of your event, you’ll have a checklist to work through. Here is what we do before our events, but each event is different:

• Collect float and wristbands from our Finance Office
• Collect remaining tickets from Your:Shop (after 8pm)
• Print out the booking confirmation from your e-mail (necessary if you get problems later on)
• Liaise with the Bar Supervisor when you arrive and ensure that you have set up the venue appropriately. Our technical team will arrive and set up on their own, but make sure you let them know who are you.
• Write out the guest list and separate your wristbands into pre-sales, those to sell on the door, and the guest list.
• Make sure you have a copy of the Risk Assessment and Booking Form to show Doorsafe (they might have queries), the Bar Supervisor, and in the event of a spot check by the Services and Finance Officer.
• Put stewards in place and ensure you have rider (snacks, drinks etc) to keep them happy
• Begin the event after speaking to both the bar supervisor and doorsafe at the start. This initial meeting is in both the Bar Supervisors procedures and your procedures, so make sure it happens. It will enable you to iron out any problems before the event starts.