PLAN AN EVENT

Are you planning a MMSC funded event?

This webpage is intended as a reference for committee members or Interest Group executives who are leading events for the McMaster Medicine student body. For more details or to lead a more complicated event (i.e. suturing workshop or conference), please read through the “Interest Group Policies and Procedures” document (first listed on the Documents tab of this website).

There are 4 steps to planning an event!

Book a room (including VC to all campuses)

Access the room booking link on the MMSC documents “Interest Group Policies and Procedures” or here! When arranging VC, if you don’t know someone personally at each campus who will attend the event but there is interest in VC, you can put the VP Internal for that campus as the contact person as a placeholder.
If you run into any VC issues, click here for a troubleshooting guide!

Complete risk management application

Access the risk management application here – this document includes the updated username/password.

Apply for funding / Apply for reimbursement

Finance forms are available here!
If your event was approved in your annual budget request at the beginning of the year, you don’t need to re-apply for funding. Simply submit a cheque request and photos of your receipts.
Special Funding Forms: Before your event, please fill out the special funding form with a short description of the event. Reminder of maximums for standard events: $50/food, $25/speaker honorarium. Special funding requests can require a council vote, and are usually processed in around 2 weeks.
Cheque Requests: Post-event, please fill out a cheque requisition form and attach your receipts as photos/scanned documents. Cheques must be co-signed by the VP Finance and the MMSC President, and are usually processed in around 2 weeks. VP Finance will send you an email when the cheque is ready.

Advertise your event to all of McMaster Medicine

When posting on Facebook, please create/share an event and comment on that initial announcement to bump it, rather than creating multiple posts for one event. This will minimize clutter in the class Facebook page. Don’t forget – the other years of MacMed have public groups as well! Creative communication strategies are highly encouraged! To create an announcement in the weekly MMSC bulletin fill our form out here!