Events are the lifeblood of student life and the biggest part of what 90% of Clubs do.

But they’re also really hard to pull off great. So this month we’re taking a deep dive into running Clubs Events and how to use them to build a strong Club Community. To do so, we sat down with Andy Song, the President of Nippon Students Association to see how they manage their stunning line up of events.

Recently, we have found many Clubs struggle to connect with their external members, finding that the bulk of the attendees are made up of internal society contributors (Exec, Directors & Subcomm etc.). NSA sees frequency as the solution to general member apathy, or as Andy puts it,

NSA holds a large volume of events because we pride ourselves for holding weekly social events so that the attendees for our events become regulars and in the end they don’t just come for the event/activity but also for catching up with friends.

This is textbook community building. Creating a regular third space for your members to come hang out goes a long way to transforming your ‘attendees’ into ‘community members’.

And don't get all tangled up in your internal committee web that you forget to mingle! Being too cliquey is like building walls when you could be building bridges! So, break free from the herd, wander around, chat it up, and reel in some fresh faces. You never know, you might snag some unexpected connections. Ultimately, it's important for everyone involved to have fun too because if you're not enjoying the event, how can you expect others to do so?

Great, so building a strong community seems to be the secret sauce to creating consistently engaging events, but how do you go about planning that?

At the heart of our planning lies clear communication, centred around Notion, our go-to platform for seamless interaction and task delegation. And with templates and Google Drive, we keep things simple, leaving more room for creativity and collaboration.

OMG TEMPLATES - where would we be without them. If you’re going to hold repeat events, there’s no point in reinventing the wheel every time. Spend less time making your spreadsheet and more time on the things that matter like what makes your event stand out.

It's not just about what you offer, but how you offer it. Imagine there are 3 BBQ events happening simultaneously on campus. What makes one stand out from the rest? It's the vibe, the energy, the warmth that draws people in. Nobody likes feeling pressured into signing up for petitions or joining societies they're not interested in. So, ditch the pushy sales tactics and focus on creating an inviting atmosphere where everyone feels welcome.

To make it stand out, Andy thinks it’s all in the mindset:

MORE PASSION, MORE ENEGRY! This is what fuels my directors to strive for any event planning no matter how big or small, even as early as long before this trimester even began. And let me tell you, planning ahead is an absolute must!

But of course the logistics and admin of your event is vital:

But perhaps most crucially, SECURE YOUR ROOM BOOKINGS WELL IN ADVANCE —2 to 3 weeks ahead—to ensure your events unfold seamlessly, in the perfect setting to create unforgettable memories.

So now you’ve run an incredible event, jobs done now, right? WRONG:

After each event, we come together for a debrief, celebrating successes and brainstorming ways to improve. We're a tight-knit bunch, always looking out for each other and eager to hear what our community has to say. After all, our events are for them, so their feedback is invaluable.

Again, this speaks to the critical role community building plays in running fun events. If your idea of fun involves packing the house with attendees and throwing cash at the most extravagant event imaginable, go for it! But if you're aiming for a truly fulfilling experience, you've got to dig deeper. Start with a clear purpose for your event. Whether it's fostering connections, raising awareness, or simply providing entertainment, having a well-defined goal will shape every aspect of your planning process.

A thriving community reflects the dedication of its members and their commitment to shared goals which requires genuine interest in the society or group, moving beyond mere curiosity or resume-building purposes.

We’d love to thank Andy and Nippon Students Association for their insights this week about all things running events. Remember Arc funds your events through the Activities Grant. Start planning your next event & apply for grants today! https://www.arc.unsw.edu.au/clubs/club-forms/grants/how-to-apply-for-activity-grants