UBC ams
Events Committee

Events Committee

Current Members (Summer Term 2025)

Chair: Humleen Samra (Councillor) (president@ubcengineers.ca)

  • Gagan Parmar (VP Finance)
  • Kevin Heieis (VP Student Life)
  • Zarifa Nawar (AMS Executive)
  • Ananya Gupta (Councillor)
  • Alex Kim (Councillor)
  • Bardia Mohammadizadeh (Councillor)
  • Samanatha Robinson (Senior Manager of Events and Student Development – non-voting)
  • Riley Huntley (President – non-voting)

Terms of Reference

The Events Committee shall be composed of:

  • the Vice-President Finance;
  • the Vice-President Student Life;
  • one (1) member of the Executive chosen by the Executive;
  • four (4) non-Executive Council members;
  • the Senior Manager Events and Student Development, who shall be non-voting.

The Events Committee shall:

  • meet at least once a month;
  • work on periodic reviews of the Society’s project management and budgeting procedures as they relate to the planning and execution of events;
  • at the request of the Senior Manager of Student Services, the Senior Manager Events and Student Development, and the Senior Manager of Marketing and Communications, provide input on changes to department operations and projects at the request of the Senior Manager of Student Services, the Senior Manager Events and Student Development, and the Senior Manager of Marketing and Communications, provide input on changes to department operations and projects;
  • provide feedback on annual plans brought forward by the Senior Manager of Student Services, the Senior Manager Events and Student Development, and the Senior Manager of Marketing and Communications by August 31, with these plans being presented to the Committee in the form of a presentation; these plans shall include:
  • a calendar of, and details on, departmental plans for events, projects, strategies; and the department’s general approach on their annual goals.
  • provide feedback on event plans brought forward by the Executive and the Senior Manager Events and Student Development, with these plans being presented to the Committee in the form of a presentation no less than one month before the event is run. These plans shall include:
    • the purpose and goals of the event;
    • historical attendance and budgetary information on the event;
    • a list of duties of each Executive or staff member engaged with the event;
    • a list of key deadlines and deliverables leading up to the event;
    • plans for social media posts, campus-wide emails, and other promotional strategies for the event;
    • a detailed budget including any proposed fund expenditures, and areas of potential variances in cost for the event;
    • proposed total attendance of the event;
    • a list of proposed invitees, by category or by name if the event is by invitation only;
    • ticket costs or tiers if the event is ticketed;
  • receive reports after the execution of events previously presented to the Committee, with these reports being presented to the Committee in the form of a presentation no more than one month after the event is run. These reports shall include:
    • the general execution of the event;
    • an overview of the promotional strategy and attendance of the event;
    • compliance with the list of key deadlines and deliverables leading up to the event previously presented to the Committee;
    • a detailed final budget including all event expenditures, revenues, and areas of variance;
    • a list of invitees, by category and name if the event was by invitation only;
    • a list of recommendations for future iterations of the event, including but not limited to changes to the budget, attendance, execution, and promotion of the event;
  • have the power to refer discussion on the budget of the event to the Finance Committee, in the case of significant variances from the approved budget of the event;
  • in the case that there is severe disorganization in the planning or execution of the event, have the power to refer discussion on the organization of Executive events to the Executive Performance and Accountability Committee, and to refer discussion on the organization of other AMS events to the Executive Committee;
  • propose annual goals for itself to Council for approval and be responsible for completing those goals; and
  • have such other duties as are outlined in the Bylaws or the Code or assigned by Council from time to time.

Meeting Times

This page will be updated once meeting times are determined

Reports

Meeting Agendas

Meeting Minutes