Shun Hing College Event Organization Guidelines

Your ultimate guide to initiating something in the college

For an event scheduled in academic year 25-26 (September 2025 to May 2026), submit your proposal before 15 March 2026.

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We encourage every college student to initiate something here and contribute to our community. Please read the full guide carefully and follow it strictly when you organize events in Shun Hing College to help us keep things organized and maximize efficiency. (Updated on 28 September 2025)

*Note: This guide is for organizing events that use college resources (e.g., long-time occupation of public space, budget, branding, staff, etc.) only.

 

1. Planning (Application & Event-coverage, Poster Design)

 

  1. Plan your event by specifying the date, location, purpose, and format. Ensure you have at least 12 potential participants.
  2. Find a tutor to support the event.
  3. Submit a brief proposal (including purpose, date, budget, promotional materials, and a simple rundown), a list of potential participants, and an event poster to your supporting tutor at least 10 working days before the proposed event date. Final approval will be made by the College Master.
  4. Wait for the approval of your event. (Contact person: your supporting tutor)

 

2. Preparing (Venue, Snacks, Equipment, Registration, Event Promotion & Mass email)

  1. Book the venue on the college event calendars through your supporting tutor.
  2. Purchase materials or snacks for your event by cash and obtain an official receipt from the shop. Consult your supporting tutor before making any purchases.
  3. Test the equipment with your tutor at least two days before the event (equipment guideline: A-303A AV system; 4/F Lobby AV system). You should NOT operate the AV system on your own without prior approval from your event tutor. The AV system might only be available for events that are officially listed on the college calendar or requested during designated periods.
  4. Apply for event coverage and draft your event social media post. Please contact Photography Team leaders with your brief run-down and requirements, and contact Editorial Team Leaders with your event date and person responsible for writing event captions at least 5 working days in advance. After editing, the photos will be available in college Flickr albums, college Facebook, and Instagram. If the college Photography Team is unavailable, please select the 10 best photos (landscape or portrait orientation, minimum dimensions of 3000 x 2000 pixels, no filters applied) and send them via a single cloud drive service, such as Google Drive, to Photography Team within 24 hours after your event. WhatsApp compressed images are not acceptable.
  5. Ask your supporting tutor to assist with sending out the mass email using the college’s mass email template and printing the poster (For an internal event, 2 working days in advance; for a JCSV III event, 5 working days in advance). Residents are not allowed to request a mass email without approval from a Tutorial Team member.
  6. If you intend to apply for reimbursement, you must create a registration form through your mass emails and posters to collect participants’ names, UIDs, and room numbers. An official attendance record based on this registration is required by the Village III General Office.

 

3. Event Day

  1. Prepare a separate participant list for those from outside the college or village and provide it to security (through your tutor) to grant them access.
  2. Arrive early to ensure the venue is ready.
  3. Maintain an attendance record with participants’ names, university numbers, and room numbers.
  4. Close the curtains after 19:00, and avoid playing loud music after 22:30 to prevent disturbing neighbors.
  5. Clean up the venue after the event and dispose of all trash in the bins outside the 4th-floor entrance.

4. After Event (Social Media Publishing, Reimbursement)

 

  1. Within 24 hours after the event, send the event caption (post draft for college social media) to Editorial Team Leaders, and send selected photos not taken by the Photography Team to the Photography Team Leaders. You can find reference posts from college Facebook posts. All social media posts will be published within 3 days after the event. This includes posts on Facebook and Instagram, videos on YouTube, as well as the original-size photos on Flickr.
  2. Your event supporting tutor must review and verify your reimbursement claims files before submission. You must include your supporting tutor in all communication emails with the Village General Office.
  3. All reimbursement claims should be submitted to the Village General Office within 10 working days.
  4. Gather feedback from participants to improve your event for next time.