Before planning an event, always check the AUCSA Calendar to make sure you do not interfere with other committee’s events. Also note that a committee event cannot be scheduled in the AUCSA Calendar if the (preliminary) budget for this event has not yet been approved.

When a committee organizes an event, it is mandatory for a committee to make sure this event is scheduled in the AUCSA Calendar at least the Wednesday before the week in which the event takes place. This is to make sure that the committee has enough time to promote the event, to avoid as many clashes as possible, and to make sure your event is in the Weekly Newsletter correctly. To get your event on the AUCSA calendar, fill in the details in the automatic response form on the website. 

Event Submission Link: https://aucsa.nl/event-submission/ 

Information that you can add to your event are amongst others: 

• Name of the event
• Date, Time, Place
• A link to buy tickets
• Description
• Event poster or picture (landscape format)

After you have filled out the event submission form, your CAO will publish it on the website after it is approved by the Board. So if it has not been published yet, contact your CAO.

2. You want to organise an event but do not have any budget yet. This means you are in either of the following situations:
   1. The current date is before the October Budget GA (October 15)
      1. The event you want to organize will take place before the October Budget GA → hand in a Preliminary Budget Proposal to the AUCSA Board
      2. 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.
   2. The current date is between the October Budget GA and the February Budget GA
      1. The event you want to organize will take place before the February Budget GA → hand in a Preliminary Budget Proposal to the AUCSA Board
      2. 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
   3. The current date is after the February Budget GA

→ Send a Preliminary Budget Proposal to the AUCSA Board.

3. Find a date for your event. To pick one, first check the AUCSA Calendar to see whether your preferred date has not yet been taken by another committee. Fill out the Event Submission Link: https://aucsa.nl/event-submission/ at least the Wednesday before the week of your event. This is mandatory 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. 

4. Once your event is in the AUCSA Calendar, you are allowed to start promoting across other platforms as well.

5. 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.

6. 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!

7. 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.

8. Host your event. And enjoy!

9. Fill out the online reimbursement form.

10. Update the ‘Real’ column in your committee budget.

11. 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.

If you do sign a contract ment for the AUCSA, you as person accepts the duties bound to the contract. This means that if you on your own sign a contract with a venue, you might get held personally accountable for any damages, or for example the rent. This is not supposed to happen, so do not sign any contract.

• A report on the activities and handling the committee’s tasks of that specific semester – What events did you organize? How did the planning and executing of these events go?
• Comments on these activities in terms of planning, organizing and executing them and some self-reflection and possible suggestions for changes and improvements.
• An updated list of the committee members throughout the year. This is important for the AUCSA to grant official committee certificates, specifying each committee member’s contribution to the student life of AUC during their graduation.

Make sure to already work on this semester report during the semester (so e.g. after an event write down everything that went well and notes for next time), because this way you will remember it better than if you have to think of everything at the end of the semester!

Please note that the aforementioned office hours are not in use during the intensive (January and June). For those periods, a different schedule for office hours will be announced.

The Statutes and Policy Manual can be found on the documents page

Outside of a committee, the function of a Chair and Treasurer is to be representatives for your committee to the AUC community and to collaborate with the AUCSA Board (Art.12.5). The image the committee presents to the AUC community and to external partners should reflect its connection and dependency with the AUCSA (Art. 13.8). Moreover, the Chair and Treasurer are responsible regarding the fulfillment of plans, the committee’s finances, smooth collaboration with the AUCSA Board and other committees, and they are responsible for a well-functioning committee. This all is to be done in accordance with the Committee Contract, which is drawn up every year (Art. 12.10).

The CAO and the Chair and Treasurer of each committee have to meet on a regular basis, and it is the responsibility of the CAO of the committee to organize and propose such meetings (Art. 12.11)

The Statutes and Policy manual can be found on the documents page