Many of the events held by GSPB are lottery events. This means that in order to attend, you have to win the lottery! You get to meet a lot of new and interesting people and you automatically win the lottery! Most events are very easy to organize.As the event planner, there are a few steps that you have to take.
Steps to planning a lottery event
1. Propose an event idea at the weekly GSPB meeting.
The sponsorship for lottery events is capped at $15 per person and a maximum of $300 per event. Proposals should answer the following questions:
- What is the name of the event?
- When and where is it?
- How many people are going?
- If it is off campus, how are you getting there? (carpool, public transportation, etc)
- How much does it cost (provide a rough budget)?
- Are you receiving funding from other organizations? If so, how much?
- How will the event be publicized?
- Is this for a student group (we can’t fund student groups)?
2. Create a survey.
GSPB uses Survey Monkey to collect information for those interested in attending events. Email the chairs for the username and password.
3. Advertise the event.
Once the event is approved, fill out the Google Form sent to you by the GSPB co-chairs. This form will make sure you provide all the necessary information for distribution on the GSPB mailing list as well as the GSPB calendar.
4. Run the lottery.
After the deadline specified in the description, pick the lottery winners. Preference should be given to individuals that have not attended GSPB events and to form a diverse group of students. Email them further information including carpool logistics.
5. Collect co-pays, if necessary.
If necessary, collect co-pays before the event. The co-pays can be dropped off at Graduate Life Office (2nd floor GCC, office 207). Email the Graduate Life Office (firstname.lastname@example.org) to set this up.
6. Pick up needed items.
For some events, you may need to order things to be used. If the items are reusable (such as board games), they are the property of GSPB and needs tob e returned after the event. Always check with the Graduate Life Office to see what they might already have.
Before the event, pick up any items you ordered, the P-card (credit card) to pay for the event, and the required form to fill out and return. Email the Graduate Life Office (email@example.com) to schedule a pick-up time. Reimbursements are possible but they take a while to process. Please return the P-card as soon as possible after the event.
7. Host the event.
8. Submit items to Graduate Life Office.
Submit any reusable items, the P-card, receipts, and a list of participants (with Student ID numbers) at a GSPB meeting, or to the Graduate Life Office on the second floor of the GCC.