Event Management

Once you have all items lined up after Getting Started, you are ready to manage your event. Take the steps below to ensure your events run smoothly.

Types of Events are listed here:

  • Bazaars
  • Conferences
  • Concerts, Film Screening & Performances
  • Freshman Orientation Programme
  • Fundraising
  • Overseas Events
  • Outdoor Events
  • Religious & Political Events
  • Sports Events – cycling, runs, marathons, walkathons etc…
  • Tournaments & Competitions

Take the steps below to ensure your events run smoothly

Approval

When organising events and activities, representatives from student organisations are required to submit the following information at least 6 weeks in advance to their staff advisor for approval. All event approval will be done via NUSync. Please refer to the Get it Right modules in NUSync.

Approving Offices:

Student Groups Approving Office
NUSSU and all its committees Designated Staff Advisor from OSA
Community Service Club
Political Association
Sports Club and its member clubs
Cultural Activities Club and its sub clubs CFA
Faculty Clubs and its sub clubs Designated Faculty Staff Advisor
NUS Students Registered Societies Staff Advisor from NUS Departments or OSA
Hall and RC Student Groups Designated Staff Advisor from respective Hall or RC

Event Details

Students can scope and write the proposal to suit the event’s need.

The following items are the main points that should be included if necessary:

  • Programme Details (Date, time & venue)
  • Budget Breakdown
  • Guest-of-Honour (GOH) information
  • Speaker's Information
  • Publicity
  • Copy of Licenses/ Permits
  • Safety, Crisis and Haze Management
  • Religious & Political Events
  • Sports Events – cycling, runs, marathons, walkathons etc…
  • Tournaments & Competitions

Quick tips

Always remember objectives when writing your proposal

  • What are the objective of the event?
  • What is the type of event?
  • Who are your target audience?
  • How many people are you expecting?
  • Who are involve in your planning?
  • What will be the publicity mode?

Contracts and Agreements

Contracts and agreements can only be signed by the Dean of Students (OSA) for all documents relating to NUSSU & Non-Faculty Club matters. The Dean of the respective Faculties will be the signatory for documents relating to Faculty Clubs.

Event Supplier Checklist

Students can enquire to view the catalogue through department/faculty staff advisors. (Applicable to NUSSU, Clubs, Halls and Residences)

Guest of Honour and Speakers

PROTOCOLS FOR EVENTS WITH GUEST-OF-HONOUR

Any correspondence with the President of the Republic of Singapore (State President), the Prime Minister, Cabinet Ministers, Members of Parliament who simultaneously hold office as Ministers, and foreign Ambassadors/ High Commissioners in Singapore should be forwarded through OSA.

Please refer to the table below for more information.

VIP Category 1 Organiser Remarks
  1. State President
  2. Prime Minister
  3. Emeritus Senior Minister
Student Organisations
  • Invitations to be sent to OSA 6 months in advance.
  • All student organisations to go through OSA, which will liaise with UCO.
VIP Category 2 Organiser Remarks
  1. Deputy Prime Minister
  2. Minister for Education
  3. All Other Cabinet Ministers.
    The list of Singapore Cabinet appointments is available at http://www.pmo.gov.sg/.
Student Organisations
  • Invitations to be sent to OSA 3 months in advance.
  • OSA is the point of contact for all invitations from NUS student organisations to VIPs in this category.

Food beverage & alcohol

To ensure that food hygiene and food safety is maintained, organisers of events should take note of the following guidelines governing the sale, provision and free sampling/tasting of food and drinks in NUS campuses.

Do’s

  • Only pre-packed food and canned drinks in sealed containers obtained from licensed caterers or food factories can be sold.
  • Reheating of such pre-packed and sealed food using microwave oven is allowed.
  • All food for sale is to be displayed in proper showcase or appropriate storage means.
  • Ice-cream sellers, including those on motorcycles, are allowed to sell pre-packed ice-cream in sealed packets provided they have the relevant NEA license to sell ice-cream at an outdoor venue.
  • On a case to case basis and with the approval of the staff advisor, ice cream, pop-corn and Candy floss may be prepared on the spot and given away free. Otherwise they are to be sold in pre-packed packets.

Examples of pre-packed food and drinks:

  • Pre-packed ice cream in sealed packets.
  • Sandwiches in sealed packets.
  • Bubble-tea in sealed plastic cups.
  • Unopened canned drinks.

Examples of pre-packed food and drinks:

  • Home cooked/ prepared food and drinks are not allowed to be sold at bazaars or allowed for free sampling.
  • Preparation and cooking of food or washing of utensils are prohibited at the bazaars.
  • Sale of cut-fruits is not permitted.

Safety & Security

Ticketing

Coming Soon !

Post Event

Coming Soon !

Vehicle Rental

Students can enquire to view the Vehicle Rental catalogue through department/faculty staff advisors. (Applicable to NUSSU, Clubs, Halls and Residences)

For student groups not under the above mentioned groups, please sign the vehicle indemnity form.

Publicity Materials

Publicity materials refer to posters, pamphlets, brochures and banners, which are commonly used as marketing collaterals for publicity of events.

Student groups must first obtain approval for their activities/events from their staff advisor before printing the posters and banners.

In addition to programme details, a well-informed poster should also include the following information:

  • The organisers and sponsors, if any and
  • How to register for the event

NUSync is a great tool to promote student activities and workshops to be shared with the NUSync Community. This includes OSAY! e-newsletter, digital signage @YIH, and OSA Instagram. Click here for the request form.

Usage of NUS Name and Corporate Logo

Student organisations must seek prior consent through OSA for the use of the name of NUS and its corporate logo in any student event, and for all printed materials such as posters, banners T-shirts, mugs, folders etc.

All student organisations are required to adhere to the full guidelines by NUS Office of Corporate Relations found at http://www.nus.edu.sg/identity.

Posters & Banners

Based on the availability of notice board spaces on campus, the following guidelines are provided on the size and recommended quantity to print.

Maximum Size Allowed:

Posters:
64cm by 51cm (A2)
Banners:
Vertical, 5m (height) by 3m (width),
Horizontal, 1m (height) by 3m (width)

Recommended Quantity:

Number of prints for posters:
50
Number of banners:
3 (campus wide)

Recommended Quantity:

Posters and notices may be displayed on NUSSU general notice boards, notice boards of Halls of Residence, Residential Colleges, Administrative or Academic Departments in NUS, subject to approval from the respective authorities overseeing the areas or departments.

OSA manages 9 banner spots at the facade of the Central Library Building. These spots are specially demarcated for banner sizes of:

  1. 5m (height) x 3m (length)
  2. 1m (height) x 3m (length)

For a full listing of facilities, please visit http://www.nus.edu.sg/osa/fac.

Period of display:

Posters may be put up to 4 weeks before the date of the event. Posters must be removed within three days from the end of the event date. Futher details are located here.

Publications and newsletters (extracted from MDA guidelines)

Print

Student organisations that wish to publish any print materials are required to obtain a “Newspaper Permit” authorised by Media Development Authority (MDA).

Examples of newspapers include dailies, company or society in-house newsletters, annual reports and directories. As such, a newspaper permit is required for all in-house publications by student organisations. The process of application for the Newspaper Permit takes 15 days. However, a permit is not required for publications such as novels or one-off commemorative booklets.

Applications can be submitted to the Registrar of Newspaper via an online application form available at Online Business Licensing Service (OBLS).

For more information, please refer to https://www.smeportal.sg.

Guidelines on usage of social media (Social Decorum)

Digital and social media platforms generally refer to Facebook, Twitter and YouTube as commonly used to share, interact and connect. Below are guidelines on the usage of social media.

  • Keep University and personal social media accounts separate.
  • Be transparent and respectful.
  • Be accurate, concise and helpful.
  • Think before you post.
  • Engage the community.
  • Respect the University’s image and corporate identity.
  • Respect intellectual property rights.
  • Protect confidentiality.
  • Avoid the use of obscenity or crude language.

No commercial advertisements by private organisations should be promoted on NUS website including the webpages of its student organisations.

Advertisements should be canvassed by students themselves. Student Leaders should not appoint professional canvassers or fund raisers to collect advertisements for student publications or raise funds for project. (SLH)

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