The Department of Business Administration, Faculty of Management Sciences, Salim Habib University, organized a Guest Lecture Series Session for its MBA Weekend Program on Corporate Governance in Pakistan: Challenges, Progress & Future Directions on Sunday, May 17, 2025, as part of the University’s Center of Learning and Teaching (CLT). Approved

The session was conducted by Mr. Muhammad Lukman, Chairman, Virtuosoft Pvt. Ltd.

ASOPs of Events

(These SOPs are needed to be followed by each event societies)

document created upon request of VC

SOPs of SHU Events

Creating a Standard Operating Procedure (SOP) for events organized by student societies ensures consistency, efficiency, and professionalism. Below is a detailed SOP for event planning and execution, tailored to the societies at SHU:

Standard Operating Procedure (SOP) for Event Organization

 1. Pre-Event Planning

1.1 Define the Event Objective

• Identify the purpose of the event (e.g., skill development, awareness, entertainment). 
• Align the event with the society’s goals and university values. 

1.2 Form an Event Committee

• Assign roles (e.g., Event Manager, Logistics Head, Marketing Head). 
• Ensure clear communication and accountability. 

1.3 Budget Planning

• Prepare a detailed budget (e.g., venue, decorations, food, marketing). 
• Mobilized budget in ratio of 1:2 would be offered by SHU rest would be raised by organizers themselves (i.e., through sponsors)
• Seek approval from the relevant departments. 
• Explore sponsorship opportunities if needed. 

1.4 Venue Booking

• Identify and book a suitable venue well in advance. 
• Confirm availability, capacity, and technical requirements (e.g., sound system, projector). 

1.5 Event Timeline

• Create a timeline with deadlines for each task (e.g., marketing, registration, rehearsals). 
• Share the timeline with the team and stakeholders. 

 2. Event Promotion and Registration

2.1 Marketing Plan 

• Design posters, flyers, and social media posts. 
• Use platforms like Instagram, Facebook, and WhatsApp for promotion. 
• Collaborate with the Marketing and Media Society for professional content. 

2.2 Registration Process 

• Set up an online registration form (e.g., Google Forms). 
• Specify deadlines and participation criteria (if any). 
• Collect necessary details (e.g., name, contact, preferences). 

2.3 Outreach 

• Send reminders via email or social media. 
• Partner with other societies or departments to widen participation. 

 3. Logistics and Coordination

3.1 Resource Management 

• Prepare a checklist of required resources (e.g., chairs, tables, microphones). 
• Arrange for transportation and storage of materials. 

3.2 Technical Setup 

• Test all equipment (e.g., sound system, projector) before the event. 
• Assign a technical team to handle issues during the event. 

3.3 Decorations and Ambiance 

• Plan the layout and decorations based on the event theme. 
• Ensure the venue is clean and well-organized. 

3.4 Guest Management 

• Invite and confirm attendance of guest speakers, judges, or VIPs. 
• Arrange for their transportation and accommodation (if needed). 

 4. Event Execution

4.1 Team Briefing 

• Conduct a pre-event meeting to assign roles and responsibilities. 
• Share the event schedule and emergency contacts. 

4.2 Registration Desk 

• Set up a registration counter for checkin. 
• Provide event kits (e.g., schedules, name tags). 

4.3 Time Management 

• Ensure the event starts and ends on time. 
• Stick to the schedule for speeches, performances, or activities. 

4.4 Audience Engagement 

• Use interactive elements (e.g., Q&A sessions, polls). 
• Ensure the audience is comfortable and informed. 

4.5 Photography and Videography 

• Assign a team to capture high-quality photos and videos. 
• Pre-planned areas for group photos.
• Ensure key moments (e.g., speeches, performances) are documented. 

 5. Post Event Activities

5.1 Feedback Collection 

• Distribute feedback forms or conduct online surveys. 
• Gather suggestions for improvement. 

5.2 Thank You Notes 

• Send thankyou emails or messages to participants, guests, and sponsors. 
• Acknowledge the efforts of the organizing team. 

5.3 Financial Reconciliation 

• Review expenses and compare them with the budget. 
• Submit a financial report to the relevant department (i.e., Student Affairs or Audit). 

5.4 Event Report 

• Prepare a detailed report summarizing the event (e.g., objectives, outcomes, challenges). 
• Include photos, videos, and feedback highlights. 

5.5 Social Media Highlights 

• Share event highlights on social media platforms. 
• Tag participants, sponsors, and collaborators. 

 Society Specific Event Ideas

Here are some event ideas tailored to each society:

 1. Marketing and Media Society 

• Workshop: Social Media Marketing and Branding. 
• Event: Creative Ad Making Competition. 
• Collaboration: Promote university wide events through posters and videos. 

 2. Arts and Literature Society 

• Event: Poetry Slam or Open Mic Night. 
• Workshop: Creative Writing and Storytelling. 
• Exhibition: Art and Photography Showcase. 

 3. Public Speaking Society 

• Event: Debate Competition on Current Topics. 
• Workshop: Overcoming Stage Fear and Effective Communication. 
• Activity: Mock Parliament or Model United Nations (MUN). 

 4. Character Building Society 

• Workshop: Leadership and Team Building. 
• Event: Community Service Day (e.g., cleanliness drive, charity event). 
• Seminar: Ethics and Values in Professional Life. 

 5. Event Society 

• Event: Annual Cultural Fest or Talent Show. 
• Workshop: Event Management and Planning. 
• Collaboration: Assist other societies in organizing their events. 

Template for Event Proposal

To streamline the process, societies can use the following template for event proposals:

Event Proposal Form 

Team Roles and Responsibilities: proved

Event Name: 

Society Name: 

Event Date and Time: 

Venue: 

Objective: 

Target Audience: 

Budget Estimate: 

Marketing Plan: 

Required Resources:  |Approved