Mozhgan Jangi – Detailed Design 1

Event Plan

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Event Overview

Event Title Creative Writing Club

Event Date May 1, 2024 Event Time 4:30 pm – 6:30 pm

Event Location Library of the University of Saskatchewan

Event The creative writing club provides a chance for students at the English
Description
Department to gather together, create groups and focus on developing

their writing expertise. Students are going to run discussions on a wide

range of topics, craft their writing pieces either individually or

collaboratively, and go through peer reviews and feedback.

This event is the first in a series of writing clubs that are going to be held

in the academic year 2024-2025. Clubs are mainly run by their member

students and a number of volunteers who help with the overall

organization of the event. Although students will not receive formal

instructions, clubs will give a chance for discussions and further practice.
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Event Coordinator Information

Coordinator Name Coordinator of Undergraduate Programs

Coordinator Org University of Saskatchewan, English Department

Telephone 3069661268

Day of Phone Mon – Fri: 8 AM – 4 PM

Email [email protected]

Mailing Address Department of English, Arts Building, University of Saskatchewan

9 Campus Drive, Saskatoon, SK S7N 5A5

Canada

Website Department of English - Arts and Science | University of

Saskatchewan (usask.ca)

Event Scope

Target Audience Undergraduate students of English who take core and elective

creative writing courses at the English Department of the

University of Saskatchewan.

Objectives ▪ Working collaboratively with peers to engage with the craft of

writing.

▪ Reviewing basic writing rules regarding grammatical structures

and the use of lexical resources.

▪ Defining various elements in creative writing such as genre,

tone and point of view.

▪ Spotting mistakes in writing and self-assessing writing pieces.

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▪ Giving and receiving criticism and feedback.

Structure of the 1. Welcoming phase: Building a team and socializing.

Session 2. Brainstorming: Selecting a reading passage from the resource

package, discussing its strengths and weaknesses, and choosing

a similar topic to write about.

3. Writing: Preparing a 400-word writing piece.

4. Review phase: Running a gallery walk activity and writing

comments for other groups.

Risk Management

Identified Risks Risk Mitigation

1. Lack of information about how to sign up An invitation email with links to the event

for the event. advertisement on the university’s website

should be sent via the university’s bulletin

email. The webpage includes detailed

instructions about how to sign up, in addition

to the date and location of the event.

2. Confusion about the procedure of the Structure of the session accompanied with the

session, including the writing and the description of each phase should be uploaded

feedback phase. on the event webpage.

3. Lack of resources with which students Those students who enroll in the event

can prepare for the lesson. receive a resource package attached to an

email from the university library. A voluntary

writing expert chooses the reading passages

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and writing resources in the package.

4. No follow-up on lessons for Students will be added to the “Writing Club”

troubleshooting or further practice. group on the university’s LMS. They can be

in contact with volunteer writing experts and

their peers to have discussions and ask

questions.

5. Disorganized session and lack of A number of volunteers from the library,

orientation. Students Union or the English Department

should be present at the event. Their roles

include:

• Welcoming and guiding the students at

the entrance.

• Giving instructions for welcoming,

brainstorming, writing and review phases.

• Leading the session in case any confusion

or conflict arises.

6. Lack of infrastructure and resources to At the time of enrolment on the website,

meet the needs of students with students indicate their visible or invisible

disabilities. disabilities that may impede learning. If

required, necessary actions will be taken such

as preparing physical structures and facilities.

7. Technical issues with the devices at the • University’s technical support team will

library. provide on-the-phone assistance.

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• Adequate number of computers is

available at the event venue.

8. Inadequate number of volunteers to lead The purpose of this club is not to instruct, but

the session. to give opportunities for writing and

reviewing with peers; therefore, volunteers

are not supposed to have specialties in

creative writing. Volunteer students can also

take the responsibility of organizing the

session.

9. Lack of space to accommodate all the A large room at the library equipped with

students. seats, tables and computers is considered for

the event.

10. Inadequate beverages to entertain the Enough packs of beverages are provided to

students and the volunteers. entertain all the participants.

Milestones and Measures of Success • Successfully organized session that starts

and finishes as scheduled.

• Students’ writing pieces at the end of the

event, which have been reviewed in

groups.

• A high rate of student satisfaction, which

will be evident by their willingness to

participate in the following event.

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Task Checklist

Date Completed Pre-Event Task Responsible Person

Event permission requested

Event permission issued

Location secured

Volunteers invited

Volunteers recruited

Event advertisement prepared

Event enrolment webpage prepared

Invitation email composed

Invitation emails sent

Registration process completed

Technical support confirmed

Follow-up discussion group on LMS developed

Room equipped with computers

Facilities for students with special needs secured

Seating arranged

Tables arranged

Indoor Signage Prepared

Beverages prepared

Date During-Event Task Responsible Person

Welcome the participants

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Invite participants to sit around the tables

Introduce the writing club

Give instructions on the three phases of the event

Observe the progression of the session

Monitor the conflicts and lead the group

Announce the end of the session

Review the registration process for the following

sessions

Date Post-Event Task Responsible Person

Ensure the room and the equipment are

undamaged

Ensure the room is clean and arranged as it was

before the event

Specifications

Equipment Required Comments

Indoor signage Clear signage inside the venue is essential. It helps

students find their way. It also serves as an

advertisement that reinforces the club.

Reliable Wi-Fi Wi-Fi should be tested beforehand and backup options

should be ensured.

Restrooms and hygiene facilities Adequate restroom facilities for all attendees should be
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provided.

Recruiting Volunteers

To invite volunteers, the following steps should be followed:

1. Send an announcement on the Events page of the university’s website. The

announcement should contain the scope of the work and its duration.

2. Incorporate a registration section on the webpage for the volunteers to insert their

names, emails and ID numbers.

3. Contact volunteers by email. Ask them to meet at the library three weeks before the

event in order to build a team and discuss their responsibilities.

4. Volunteers receive the task checklist and write their names in front of the

responsibilities they accept to take.

Post-Event Evaluation (To be completed by the coordinator)

Objectives Met?

Budgetary Constraints Met?

Unintended Positive

Outcomes?

Review of Measurements for

Success

Additional Comments

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