Working on a project from beginning to end can seem overwhelming at first, so let's break it down into steps.
Step 1: Idea
Some projects happen the same way every year, but some are new ideas that you've thought of yourself. If your idea is new, try asking other departments if they're planning anything similar. If you buddy up, you can share resources - and the workload!
Reach out to Comms, Design, Events, the Ida Bar, and AV Melbourne to chat about your idea too. They'll have some good tips to share. Links to their contacts are in the next step.
Step 2: Planning
Think about what you want your project to look like, and work backwards from there. If it's an event, when and where will it be? What's your vision for the posters? Will you need tickets?
Knowing how long you have to prepare (which we call your "lead time") will help you know what kind of support will work for your project. For example, if you don't have enough lead time for new designs from the Design team, you could get creative with some DIY designs using our handy templates.
Remember, you want enough time to advertise so that your project can be as successful as possible.
If you have questions, please ask! Here's a list of who can answer some common questions:
- Events - Market Hall/Amphitheatre bookings, BBQs, risk assessments, RSAs
- AV Melbourne - Speakers, mics, projectors, lighting, music
- The Ida Bar - booking the bar, catering and drinks questions (you can also email info-idabar@unimelb.edu.au )
- Comms and Design - ticketing, design, merch, eNews, LCDs, A1 printing (or visit the L4 office in-person)
- Info Desk - A4/A3 printing, blu tac, tape, any other random questions (or visit in person on L1)
Step 3: Project Form
Once you have a plan, submit a Project Kickoff Form. Put in as much info as you can.
Our Project Team will set up a project in Teamwork based on the info in your project form, and what's possible for Comms and Design to deliver. Your project is now underway!
Step 4: Teamwork and Tasks
Teamwork is a platform that tracks all the Comms and Design tasks needed for your project. It also helps keep all your project info organised in one place, where it can't get mixed up with other people's projects.
We'll tag you in any tasks we need you to do, with instructions and due dates (if needed.) You can also tag us with updates and questions about your project
Step 5: Delivery
Any links and files you need for your project (like ticketing links and finished artwork) will be uploaded to your Teamwork project when they're ready for you to use. Now you're ready to promote your project.
Step 6: Yay You're Finished!
When your project is complete, we'll archive the Teamwork project, and if you had paid tickets, the revenue will be paid out.
Congratulations on a job well done! It's worth reflecting on your project to see what went well and what you'd like to go differently next time. Doing this will help your next project be even better.
What if something goes wrong?
If something is stressing you out, reach out! We're here to help <3