GRACS

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====== GRACS Events ======


===== Ideas =====
  * Trivia night (Posse East and moreso Austin's Pizza have been successful)
  * Holiday time Potluck (was successful in 2010 the Monday after the last day of class)
  * Bowling (at Union)
  * Picnics (Eastwood's Park)
  * Board game night
  * Video game night
  * Movie night
  * Tournament
  * Foosball
  * Ping pong
  * Intramural sports
  * Softball
  * Laser tag
  * Games during Tea Time?
  * One time RecSports events (as opposed to Intramural teams)
  * Todd's AI Gong Show -- one minute research talks, expanded department-wide
  * Assassin
  * Bat cruise
  * Lunch forum
  * Halloween Party with pumpkin carving

===== Accounting =====

[[gracs:departmental_expenses|GRACS Departmental Expenses]]

===== Social Event Advice =====

  * Stay on or very close to campus
  * Thursdays seem to work best
  * Know the budget!

===== How to Run a GRACS Event =====

Need details here:
  * Review budget
  * Book venue
  * Book CS dept-controlled room: https://www.cs.utexas.edu/department/calendars/ > Calendars by Room > pick Room > go to date > press the + link on the date.
  * Book ACES room: http://webevent.aces.utexas.edu/webevent.htm
  * Announce  -- see [[gracs:communication|Communication]]
  * Updated GRACS calendar
  * Post on GRACS Web site
  * Send e-mails
  * Post flyers
  * Track expenses -- see [[gracs:finances|Finances]]

===== Notes on GRACS social events from Todd Hester and others =====

It is best to make people commit to coming to an event. We made people RSVP for bowling and karaoke but not for the movie night. Handing out flyers also possibly helps.

Previous Events:

  * Bowling – about 25 people

  * Karaoke – about 12 people

  * Movie night – about 6 people

  * Party – about 25 people

==== Reserving Rooms (ie GAD) ====
  * If you want to reserve a room in ACES, go [[http://www.aces.utexas.edu/seminar/|here]]
  * Other rooms (PAI, ENS) can be reserved [[http://apps.cs.utexas.edu/calendar/|here]]

==== Getting reimbursements: ====

  * Remember to NOT pay sales tax, use tax exempt forms

  * Submit receipts to cs accounting office

  * Let them know which item it is for

  * Gift cards are not reimbursable!

  * [[GRACS_Finances#getting_reimbursed|here]] is the link for getting reimbursed

==== Buying pizza: ====

  * Call the Domino's right by campus
  * $6.50 per pizza (for 15, one-topping pizzas)

  * Make sure to do it tax-free

  * Save receipts for reimbursements

  * For talks, 10 large pizzas seemed pretty good (~$80)

  * For events, 15 pizzas is not a bad idea (30+ people)

  * Got cheap soda from HEB

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**//See [[gracs:|GRACS Internal Start Page]] for more GRACS administrative topics.//**
GRACS

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