How do I organise an event?
Check if you have approved budget for your event. If yes, go to
. If no, go to
You want to organise an event but do not have any budget yet. This means you are in either of the following situations:
The current date is before the October Budget GA (October 15)
The event you want to organize will take place before the October Budget GA → hand in a Preliminary Budget Proposal to the AUCSA Board
The event you want to organize will take place after the October Budget GA → include the event in your committee’s Budget Proposal for the whole year, which will either be approved or denied during the October Budget GA.
The current date is between the October Budget GA and the February Budget GA
The event you want to organize will take place before the February Budget GA → hand in a Preliminary Budget Proposal to the AUCSA Board
The event you want to organize will take place after the February Budget GA. In this case, the event you want to organize was not included in the initial Budget Proposal for the October Budget GA. This means you have to send in an adjusted Budget Proposal for the February GA
The current date is after the February Budget GA
→ Send a
Preliminary Budget Proposal
to the AUCSA Board.
Find a date for your event. To pick one, first check the
to see whether your preferred date has not yet been taken by another committee. Fill out the Event Submission Link:
at least the Wednesday before the week of your event.
because this way we avoid as many clashes as possible.
In case various committees want to pick the same date, the committee that is first to have their event in the online calendar usually gets priority.
Once your event is in the AUCSA Calendar, you are allowed to start promoting across other platforms as well.
Whilst making arrangements for your event, do not forget to update your CAO from time to time. They are happy to answer any questions or give advice when needed.
Check whether you stay within your approved committee budget whenever you spend money on something. If it is not in the approved budget, you risk not getting your money back. More importantly, keep receipts of every transaction you make!
If students need to pay a fee to be able to participate in your event, you should start ticket sales on time. For more information about selling tickets, please refer to
Promotion stand, ticket sales and pin machines
Host your event. And enjoy!
Fill out the online reimbursement form.
Update the ‘Real’ column in your committee budget.
Create an evaluation of your event! This is highly recommended, as it gives your board the opportunity to reflect, while it gives future boards of your committee the opportunity to build on your successes and mistakes.
Still stuck? How can we help?
How can we help?
Updated on May 18, 2020
Who Can Sign Contracts?
Where can I find my Committee Banner?