• Suggest event ideas until the end of the month (ESN Cyprus Portal - Suggest an Event )

• Vote to join OCs until the 3rd of each month (WhatsApp poll)

When the group chat is created

1. Choose the head of the event

2. Schedule a meeting with the OC

On the first meeting:

1. Find the date, time, place and ensure the basics

2. Assign duties (book the venue, descriptions, covers, etc)

3. If you need materials:

   • Ask the treasurer if we have them in the office

   • or if you can buy them- always ask for invoice or receipt

• Submit your event on the Calendar by the 15th of each month (ESN Cyprus Portal - Events )

• Have the descriptions and covers ready by the 20th of each month

• Office day will happen once a month between 15th and 20th - the treasurer will inform you when

Regular events: 

• Before you buy anything confirm with the treasurer

• 15 euros per event 

• Special events can be extended to maximum 50 eur (e.g., international dinner) 

Trips and bigger events:

• Make a list of expenses and review them with the VPC to ensure the quality of the event

• Speak with the treasurer to finalize the cost and ticket price.

• The budget should be finalized at least seven days before the publication of the event.

Regular events:

• The monthly calendar is published on the 25th of the month

• The weekly schedule is published every Wednesday

Trips and bigger events: 

• Speak with the VPC and the CM for when the event will be announced. 

• Ticket sales should begin two days after the event is published (in the meantime send teasers and memes)

• Tip: Announce it on a Tuesday to promote it during the week. 

Event's Guide: a template to help you organize an event 

OC kit: 

• A bag containing the ESNcards, Flags, Phone, Tablet etc.

• You must coordinate with the previous OC to get it

Online payments: 

• Head has access to view the sales - you just need to promote it!

Manual Registration - in person:

• Use the phone to receive payments and the tablet to register their details which both are in the OC kit

• <<tutorial video will be available soon>>

We prefer the online payments and rarely cash 

• Main contact person for the event 

• Coordinate the meetings (before and after the event)

• Set tasks and deadlines to all members and regularly check the progress. 

• Make sure the deadlines set from the VPC/EM are reached

• Ensure that everyone is align with the event’s idea and knows their responsibilities during the event

• Be aHead - set early deadlines and think ahead

• You must not get all the workload

• Follow the guidelines and deadlines provided from the head of OC

• Be at the event twenty minutes before 

• Always communicate with your team

  • If you don’t know or you are not sure, Ask

  • If you cannot complete your tasks, inform. It’s normal

• Be proactive - think of pending things and ask to get the responsibility

• Bring the ESN bag (which contains the flag, ESNcards etc) 

• Socialize with the Erasmus participants and enjoy the event