How to Organise a Freshers Event as a Business or Society
Businesses that are considering hosting a Freshers event at their premises should research the types of events that would attract students. They should also assess their risk management, the procedures necessary before running a large event, and the obligatory insurance requirements.
Organisations hoping to run a Freshers event, such as societies and communities, should research ideas, themes and event spaces in order to attract the attention of young students. Effective marketing and experiential activities are essential, as are health and safety checklists and liability insurance.
At Insure Our Event, we’ve listed the top ideas to inspire event organisers running a Freshers event.
A Ticketed Night-Outs
Exclusivity drives popularity. Introduce tickets for your late night event to help promote the occasion. Consider only offering the tickets to students in order to control your demographic. Tickets can be sold either on your dedicated website, in person at the site, or via representatives on campus. University and college campuses will have student union who often facilitate ticket sales.
Ticketing your event also allows organisers to understand the popularity and how many freshers are expected to join. Tickets also allow businesses to control numbers, which helps manage risk. Businesses who want to host their own night-out or late evening event at their premises will need to review music licenses, alcohol licences and noise controls. Conduct a thorough risk assessment using Insure Our Event’s risk management services, including templates and checklists.
Nightclubs wanting to host a Freshers night-out should plan to go all out. Welcome raves are ideal at promoting your venue for the rest of the year. Advertise your venue as the go-to spot. Include UV lights, unique cocktails, balloons, inflatables, glow sticks, sparklers, dry ice, smoke machines, laser light shows – anything that offers the WOW factor and is memorable.
Adopt A Theme
Freshers events are known for their themes, allowing students to have fun and get creative. Adding a theme will also help to attract attention, making your event standout. Decorate the venue in line with the theme and play music that those dressed up will appreciate and recognise.
Best Themed Fresher Event Ideas:
- Masquerade Ball
- Disney Princesses
- Greek Toga
- Great Gatsby and the 1920s.
- Superheroes
- Colour Themes – such as Pink
- Pirates
- Disco theme and 1970s.
Cocktail evenings and Discounted Drinks
Understand that students appreciate low-priced drinks and creative menus. Happy hours are sought after by students, as are student-exclusive deals and 2-4-1 offers. Students don’t have much expendable cash and often need to budget, so helping their money go further while also providing a great night out should be a priority for any Freshers event organiser.
Midday Events are a good alternative to Evening Activities
During Freshers Week, a student’s calendar can be quite filled up. Student Unions will have much of the nighttime entertainment booked up well in advance, and societies and educational departments will have their own nights planned. So for event planners and businesses, there may be value in planning a midday or afternoon event.
Furthermore, students who have a very busy social calendar midweek, and so perhaps could be open to activities on the weekend when there is no educational classes. Consider timing your event on the second weekend of Freshers where there is most likely to be free time and availability. Consider alternative events, such as competitive socialising, sports and watch-alongs.
Freshers event doesn’t have to involve drinking
Sober nights out are becoming all the more popular. The next generation are much more wellbeing conscious, with gym lifestyles and healthy living in fashion. Consider offering low-and-no alcohol options for your evening event, or offer refreshments and mocktails.
There are many event types which would suit a non-alcohol setting. Board games evenings, quizzes, sports days, arcades, group games, or an afternoon tea with cake and biscuits. If you believe your target audience fit more closely into this bracket, then consider a more non-alcohol friendly experience. Also there are many Freshers who might not be so keen on drinking but still want to be included – so providing activities or fancy mocktails to help them remain involved is ideal. Accessibility and inclusivity is key to getting as many potential customers involved as possible.
Invite Alumni to Fresher Events
Organisation and societies should consider inviting second or third year students to Fresher events, as well as post-graduates or even fully graduated ex-students to the event. This will help improve event numbers but also offer the new students the opportunity for mentorship. Freshers can ask questions about the upcoming year, and gain tips on what to look out for.
Businesses can recruit alumni to help advocate and promote their venue. Utilising great relationships with graduates and faculty, businesses can offer freshers an additional benefit, aligning themselves with the knowledge and experience of peers.
‘Get to Know the City’ Tours and Freshers Museum Tours
Many students will have come from far afield or internationally. City tours are ideal for getting groups together and helping students get their bearings of the surroundings.
Campus universities and colleges can feel like a bubble, so breaking out of that bubble can be tough for new young students. Therefore planning a city tour is a fantastic opportunity to mix new students, educate on the city’s history; and for organisations to spread word of your services.
Museums are excellent venues for event organisers planning a Freshers event. Museums reflect the stories and histories that make up the city, as do galleries and monuments.
Comedy Nights
Another great idea for a Freshers event is a comedy night. Whether your goal is to bring new students to your venue or to advertise your organisation services, or to gain new members – a comedy night should attract students.
Hire a comedian or entertainer and put on a great show. Choose your venue carefully and pick a time that doesn’t clash with some of the week’s main events, benefiting student availability.
Event runners will require liability insurance for any event. And event organisers should ensure that entertainers have their own performers insurance in place.
How to Market Your Freshers Event
Once you have solidified the full details for your event, marketing will be key. The best way to market your Freshers event is through a multi-channel approach.
Leverage social media and create a page with engaging content and event details. Encourage user generated content, and react with your social commentors. Utilise micro-influencers and encourage students online to post or repost your content. Incentivise this for further engagement and reach.
Tickets ensure students remain committed to the event, and can be sold through marketing representatives on campus. Utilise student alumni and run ticket competitions for free giveaways. The ticket buying process needs to be fluid and easy as to not deter customers.
To easily market your event consider partnering with alternative or existing groups. Get in touch with well-known businesses or student-run organisations and see if you can collaborate in some way. Come with ideas and pitch them in-advance of the event start date.
Standing out is crucial during Freshers week and during the first few months; the events calendar is highly saturated. Freshers fair is a great opportunity to make a splash and grab attention. Ensure you have a bright stall with big displays, and be inclusive and fun. Gamification, interactive booths, product demos and free giveaways should all be considered depending on the nature of your organisation or business
Why is insurance necessary for a Freshers Event?
Freshers Event Insurance protects event organisers from the financial implications of a claim. A claim can come from a fall, slip, injury, damages to property; which would be covered by effective public liability insurance. If you are employing staff members or have volunteers at your event, employers’ liability insurance is mandatory by law. And for any equipment hire, equipment insurance will cover your deposits and hire costs in case of an accident.
One off event insurance is ideal for Freshers Events, for businesses that need to top up their liability cover, or organisations running their first event. At Insure Our Event, cancellation insurance is available – meaning if your event is cancelled due to unforeseen circumstances, you are financially secure.
Furthermore, many event insurance companies will require, at the very least, a basic risk management checklist and evidenced control measures. This ensures, in the eventuality of claim, you did your due diligence.
At Insure Our Event, receive a free instant quote for your Freshers event insurance. Freshers event insurance starts at £25, and is fully flexible to the unique requirements of your planned event. The cost of a claim can stretch into the thousands of pounds, notwithstanding legal costs and compensation payments. Insurance is an essential step when planning a successful Freshers event.
