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Event Organization Procedure

Running a CCSS event? Use this checklist to make sure everything runs smoothly from start to finish. This guide outlines each major step — from planning to promotion to post-event wrap-up.

Stage 1: Submit an Event Proposal​

  • 🎯 Create an event name, date, time, and short description
    • Ensure the planned event date is at least 3 weeks in advance.
    • Confirm there are no scheduling conflicts with internal/external events.
    • If it is not intuitive what your event is based on the name, describe the logistics of your event in the proposal.
  • 🎯 Designate the Event Lead.
  • 🎯 Confirm budget with the Director of Finance if costs are involved.

📌 Once you have created your proposal, post it in the #events Discord topic channel.

Stage 2: Prepare Event Materials​

Once the team has confirmed you are good to proceed with your event proposal...

  • 🎯 Book a room or delegate the task. Refer to the Room Booking Guide if unsure how.
  • 🎯 Design the event poster or delegate the task. Refer to the Design Guide or past posters for inspiration.

📌 If you are the Event Lead, you are responsible for ensuring these steps are completed before the event can be promoted (minimum 2 weeks before the anticipated date).

Stage 3: Promote The Event​

  • 🎯 Post to Instagram, Website, and Discord 2 weeks before the event.
    • Coordinate with the team to ensure it’s in the posting schedule.
  • 🎯 Optionally post on LinkedIn if relevant to that platform.
  • 🎯 Optionally promote to classes if relevant to that subject or demographic.

Stage 4: Day of the Event​

  • 🎯 Ensure you do not leave any required equipment (cables, laptops, etc.) at home.
  • 🎯 Post an Instagram reminder on the day of the event.
  • 🎯 Arrive at least 30 minutes early to set up.
  • 🎯 Clean up the room and remove any visible garbage. Leave the space as clean as you found it.

Stage 5: After the Event​

  • 🎯 Fill out the Event Retrospective form or share a summary with the team.
  • 🎯 Create or delegate a recap post for Instagram or LinkedIn.

Role of Event Leads

Every event should have one designated Event Lead. This person is responsible for ensuring that the event runs smoothly from start to finish.

The Event Lead doesn’t need to do everything themselves — they can delegate tasks like poster design, room booking, or social media posting.

Having a clear Event Lead prevents confusion, avoids dropped tasks, and ensures our events maintain a high standard of quality and organization.

If you are proposing an event, you are by default the Event Lead unless someone else is explicitly assigned.