Suggestions for Event Organizers

PREFACE

The EIT Digital Alumni is the association of the graduates from the EIT Digital Educational programmes, as well as individuals who had a formal function within EIT Digital. As part of our mission, we organise meetups and events for our community members. These suggestions, therefore, are made available for members who would like to organise an event or meetup in the name of the EIT Digital Alumni. These allow having a precise set-up from start to finish on how to execute a proper meetup supported (and eventually funded) by the Foundation.

Here a template is provided with the essential steps to adhere with, before, during and after an event. We invite you to please read it thoroughly so that your event will be a success!

 

ORGANISATIONAL SETUP

  • Once your application has been approved, the Alumni Board will support and put you in contact with other members within your location. You could organise the event by yourself or, as we warmly suggest, you could set up a team of local organisers where different people could have dedicated roles, to have smooth planning.
     
  • You can refer to this file to get an idea of an event schedule, but the format could also be completely different.
     
  • Choose a date and secure a place ASAP. If needed, check with the Alumni Board or the Local Representatives for the availability of a venue in your city: the CLCs are quite cooperative. However, the event could also be held at a startup or external company. The venue should ideally be a place that is easily accessible by our members. Bear in mind to consider the speaker’s and your audience’s availability while choosing a date.
     
  • Once the date and venue are finalised, please inform the Board to coordinate the promotion of the event on the website and social media channels. This content can then be shared and promoted further within your network.
     
  • Food and beverage can be arranged by yourself or delivered directly at the event. You can rely on the CLC contacts for finding the proper catering or service. Finger food and snacks are recommended. Please consider the dietary needs of your audience when planning for food :)
     
  • Refer to this Checklist to be sure you do not forget anything, and print out this version too. If needed, always ping the Events Officer Bobo via email at t.dibi@eitdigital.eu
     
  • Send a reminder to the audience when the event is approaching. Get in touch with the speaker and get his/her presentation beforehand to avoid any discrepancy and finally be sure of the availability of your audience.
     
  • Make sure everything needed regarding projection, lighting, sounds and all that works properly. We also recommend that one laptop should be used throughout the event, with all the presentations on it. Also remember to have a backup just in case something goes wrong.
     
  • Finally, during the event, please take some high-quality pictures and if possible try to gather feedback concerning the event from your audience before they leave.

 

FINANCE

According to our Financial Plan, the envisioned budget per event is of 300€. If the budget for a particular event is more than the said amount, please inform the board and indicate the estimated amount in the proposal application.

  • The Alumni foundation will reimburse cost on catering, drinks, logistics, and event materials upon completion of the event :)

  • Reimbursement will ideally be made via the new improved application for expenses - Rydoo. We will instruct you further: for now, just take HQ photos of the receipts.

N.B. Please do not get rid of the receipts until the Treasurer approves your expenses. 

 

SPONSORSHIPS

Ideally you can scout for sponsorship as long as it is beneficial to both parties. Hypothetically, sponsors can support in kind (via catering or venue) or in cash. What is in for the company?

  • Brand Awareness

  • Access to Diverse pool of Talents

  • Positive Public relations

  • Exposure to an EU Institutional Network

 

POST EVENT

Now the event is a success! Remember to send a "Thank you" email to the speaker(s), participants, and supporters. If the event requires a follow-up, this will be the perfect time to include such information. Feel free to send to alumni@eitdigital.eu any comment, feedback and suggestions on how to improve our events (and these ground-rules) further.

Send your pictures and videos , or (if many) upload them to WeTransfer or GPhotos and send us the link.

 

EXECUTION TOOLS

Here the recap of the tools linked in the Guidelines above: