This document provides guidance on how to apply to organize an international event for Erasmus Student Network (ESN). It outlines six steps to the application process: 1) form an organizing committee, 2) complete an application form addressing event details, program, venues, budget, risks, 3) present the event proposal, 4) promote the event, 5) await election results, 6) execute and evaluate the event if selected. The document also lists common international event types along with their typical participant numbers and duration. Applicants are advised to choose an event they can adequately host and fund, with university and partner support.
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Workshop how to apply for an int event-updated
1. How to apply for
organizing an
international event
Vagelis Tsoumas |NEC Events Chair
2. Why organizing an int. event?
You attended one and you liked it…
You think you could do it as good or even better?
You want to promote ESN in your home
university?
Someone has to organize them anyway..
In any case… Why
not???
Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org
3. How do we start?
Choose the event you want to apply for wisely…
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Can you host the participants?
Can you find all the venues needed?
Can you afford it financially?
Can you afford it in terms of human resources?
Is your place reachable?
Do you have support from your university and your
partners?
Read the International Events Guidelines
Read the EPP (Events Policy Paper)
Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org
4. What kind of int. event?
Event
Participants
Date
Days
AGM
600
Mar-Apr
4+
2+2
SEEP (RP)
100
Oct-Nov
3-4
CND
90-100
Dec
3
CNR
50
Oct, Feb, May
3
CM
50-60
Summer
3-4
Alumni Medley
50
Summer, Autumn
3
CoMeet
50
Feb, Sep
3
NBM
50
Autumn, Spring
3
Eduk8 training
50
Winter, Summer
3-4
Eduk8 T4T
50
Summer
8
Other meetings(Committees,
SECM, Survey teams etc)
15, 40,15
Depends
3
Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org
5. Step 1- form the OC
Head of the OC
Web and Promotion Responsible
Registration Responsible
Catering and Accommodation Responsible
Venues and Additional Program Responsible
Fundraising Responsible
Treasurer
Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org
6. Step 2 – Application form
Organizing Committee
Host city
Basic information about the event (Date, Fee, Number
of participants)
Program
Venues & Accommodation
Planned milestones (website, registration, deadlines)
Planned budget ***
Potential obstacles, risks and limitations
Appendix number 1 – Progress Report
Appendix number 2 – Risk Analysis
Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org
7. BUDGET
Have a budget which has:
Balance Incomes- Expenditures
Reasonable Amounts
Safety
Numbers per person
Amounts in Euros
SPONSORS
Do NOT have Unreasonable costs
Subject | Name Name, Position | contact@esn.org
8. Next Steps…
Presentation of the event (Survive!!!)
Promotion
Election
Execution
Evaluation
Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org
9. Aand don’t forget to enjoy it!!
Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org
10. Thank you… For your
Attention!!!!
Int. Events| Vagelis Tsoumas- NEC Events Chair| nec-events@esn.org