Shun Hing College Event Organization Guide

Your ultimate guide to initiating something in the college

For an event scheduled in academic year 24-25 (September 2024 to May 2025), submit your proposal from before 15 March 2025.

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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 SHC to help us keep things organized and maximize efficiency. (Updated on 1 Feburary 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, 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, Event Promotion & Mass-email)

  1. Book the venue on the college event calendar 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 (A-303A PA system guideline). You should NOT operate the PA system on your own without prior approval from your event tutor. The PA 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 by Photography Team. Please email the team with your brief run-down 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 15 best photos (landscape or portrait orientation, minimum dimensions of 3000 x 2000 pixels, no filters applied) and send them via single cloud drive service, such as Google Drive, to your supporting tutor and Photography Team within 2 days 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, 4 working days in advance.)

 

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 list 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.
  6. Prepare and send a short description (post draft for college social media) of the event within 2 days to Photography Team. You can find references from college Facebook posts.

4. After Event (Social Media Publishing, Reimbursement)

 

  1. The Photography Team will publish the event photos on Facebook within a week; and Editorial Team will edit the posts for Facebook and Instagram. Photography Team will publish the event recordings on YouTube within a month. Original size of full album of the event photos will be stored on Flickr.
  2. All reimbursement claims should be submitted to the Village General Office within 10 working days. Please ask your supporting tutor to double-check the files before submission.
  3. Gather feedback from participants to improve your event for next time.