If somebody tells you that organising a Summer University (SU) is like organising any other ordinary event – don’t believe it! Organising a SU binds you way more and is a lot more interesting and, make no mistake, more difficult. Organising starts in the autumn of the previous year, but the efforts will be rewarding as SU’s are the most known, visited, and popular AEGEE events.
Organising starts in autumn already
Think carefully about what you want your programme to look like. What do you want to show and what do you want people to learn? The Summer University Coordination Team (SUCT) has set rules which you need to stick to. Also, keep in mind that the programme has to be ready by December already!
After submitting the programme it is time to get creative and write a grasping description. Be original and honest, participants will appreciate that. Moreover, the participation fee needs to be calculated, so you need to know about the accommodation, how much travelling will be involved, and where you will eat. Start investing these details in September and make a list of places where you can eat cheaply (this list can be used during every event). Or be creative and impress with your cooking skills! All details for the SU booklet have to be ready by January.
Meanwhile you can receive some invitations for a joint adventure with other antennae. Keep in mind that organising a SU together is almost like a marriage. It starts by really liking each other, but then come the negotiations – so make sure to make your aims and ideas clear in the very beginning.
The application is just the beginning
You have applied and you are looking forward to the moment when the participants will
apply. But in order to be sure you will have more participants, advertise yourself actively at the European Boards’ Meeting (EBM), the Agora or a Network Meeting (NWM). These are ideal places for hunting for prospective participants. Having many applications is the best advertisement of your SU, but it raises expectations as well and you have to live up to them.
After the participant selection, the programme has to be finalised. Creating a website/blog, facebook event or google group are useful. Don’t forget that you set the mood of the event before the start of the SU! Present yourself and your team in an attractive way and challenge your participants to do the same. It is important that, next to all the fun, you do not forget to provide useful information: Do participants have to bring a sleeping bag, can they leave the high heels at home because you will be in the mountains?
And finally the waiting ends – get the party started!
Summer is approaching and so ist he SU. Keep your cool and do not get too nervous whenever changes in your plan occur, it happens all the time, even to the best of us. Be creative and make the best out of it, most participants will not even notice the difference. The most important thing is: Have fun! Your participants come to enjoy themselves and it can ruin the mood of the event if it is obvious that you are under constant stress and pressure (and don’t forget to rest from time to time and to plan some free days after the SU).
Lots of participants will not go home immediately and will want to stay with you. Allow yourself a bit of free time, because the event and problems that come with it are over.
Every SU has their very own charm, but evaluation forms still have to be filled in, so remind your participants to do so when they are at home. Doing well in the SU ranking will also be good for your future participants!
Get inspired and enjoy being a SU organizer!
Written by Liliya Buyukliyska, AEGEE-Sofia