1. Getting started
i) Authorisation
Before doing any detailed work on an event it is important to check
that the University is happy for the event to take place under its
auspices. In particular, the organiser needs to check whether special
authorisation is required to invite a particular figure, for example,
if there is a possibility of a security risk. If in any doubt, please
contact the Events Team in
Communications and External Relations in the first instance.
ii) Timing
Ensure that the proposed date for the event does not clash with any
other activity on campus, for example Graduation or the Summer Ball.
Check the events calendar on the website or contact the
Events Team in Communications and External
Relations to find out.
If you would like a senior member of the University community, such
as the Vice-Chancellor or a Pro-Vice-Chancellor, to be present at the
event it is important to contact their offices as soon as possible to
ensure they are able to attend.
iii) Budget
Find out what your budget is for this event. The Events Team can
give advice on setting budgets for events.
iv) Find a venue
Consider the size of audience the event may attract and what
will happen during it. If it is a lecture then it would be necessary
to book a lecture hall in the Lecture Theatre Building. Contact Room
Bookings for room availability. They will also be able to offer advice
on seating capacity and if there are any other activities taking place
at the same time or in the same building e.g. an orchestra rehearsal
or a Students' Union event, which may affect your event.
2. Security and safety
Certain events or VIPs may require special security measures to be
taken for whom the local police or Special Branch may need to be
informed. Contact the Security
Office to inform them of
the event and assess any security risk.
If the event is likely to attract significant numbers contact
Paul Humphreys, Security Manager, to discuss special parking arrangements. You will also need to make sure precautions are in place to control fire and health and safety risks. Go to the
Organising Events Safely website for guidance or contact the Health and Safety Advisory Service.
3. Venue Planning
i) Room Layout
Consider what the room is being used for. For lectures for example
it may be necessary to ensure the stage has a suitable backdrop, a
lectern, flowers, speaker’s table, tablecloth, carafe and glasses.
Check how many people will form the platform party.
Mick Pepper in the
Estate Management Section needs to be informed of any specific room
layout and other requirements. Both Mick and the Events Team can
advise on anything else that could be done to enhance the appearance
of the event.
ii) Equipment
Contact the speaker in advance to find out if they require any
special equipment, such as PowerPoint facilities, microphone, etc. Any
equipment needs can be arranged through
Audio and Visual Media
Services.
Ensure the audio system and any other equipment to be used is
checked before the event begins.
iii) Venue Preparation
It may be necessary to change the room layout or ensure the venue
is cleaned before the event takes place, especially if it is being
used prior to your event. Contact Mick Pepper in the Estate Management
Section to arrange this.
4. Looking after the speaker and/or VIP guests
i) Transport to and from the
University
Check whether travel expenses are covered by your budget or the
department or organisation involved, and make arrangements for the
speaker to be met at the station or airport if necessary. Forward
travel directions or campus maps if required (‘Information for
Visitors’ leaflets with directions to the campus are available from
Communications and External Relations) and ensure that you are aware of what time the
speaker will arrive and depart and whom they will be accompanied by.
ii) Accommodation
Check whether the speaker/VIP would like accommodation to be
arranged, especially if travelling a distance, or whether they would
prefer suggestions for local hotels or B & B’s. Do you need to
organise overnight accommodation for the speaker/VIPs? Will this be
covered by your budget?
Overnight accommodation can be booked via Venue
Essex.
iii) Briefing
Ensure that all speakers are aware of the full programme, history of
the event and exactly what their role will be. If necessary,
information about the University could also
be included with correspondence.
iv) Accompany the speaker/VIPs on
campus
Check whether, if there is time, the speaker would like a campus
tour, or to meet with selected members of staff or students.
v) Thank you
Discuss whether a University memento or gift would be appropriate.
Contact the Events Team if you would like to arrange for an official
University memento to be given.
5. Looking after the sponsor
It is important to bear in mind the following if your event is
being supported by external organisations:
Briefing - ensure you consult the sponsor on the final programme
for the event.
Publicity - ensure that the sponsors are credited on posters or
programmes.
Invitation - consider whether an invitation to the lecture or
evening meal is required - or if there are any particular guests the
sponsor would like invited to the event.
Thank you - does a member of University staff need to publicly
thank the sponsors at the event?
6. Dinners and Receptions
Dinners
Menu - check whether
guests have any special dietary requirements and inform the restaurant
in advance. Is wine to be included with the meal?
Timing - consult the
Speaker about whether they would prefer to dine before or after the
main lecture, bearing in mind the timing of the event and travel
arrangements.
Guest
list - consider whether a
seating plan or place names are required.
Format of dinner -
would a speaker or vote of thanks be required?
Receptions
Venue - ensure your
venue is large enough to accommodate a reception - including an area
to serve drinks, etc.
Catering -
Hospitality Essex can provide a variety of drinks, etc - and staff to serve if
required.
7. Publicity: Letting people know what's going on
Does your event needs publicising? Contact the
Communications Office, who can give advice about different aspects of publicity
for the event. This should ideally be done at least two months before
the proposed date:
i) Internal publicity
The Communications Office can arrange for details of the event to
appear on the ‘What's On’ pages on the University’s website, in
Wyvern, and be circulated in the daily e-mail bulletin.
Posters and flyers advertising the event can be ordered through the
University's Printing Centre. For advice on design/layout, etc, and use of
the University's logo, e-mail
branding@essex.ac.uk.
ii) External Publicity
If the event is to be open to the public or maybe of interest to
the local or regional community, contact the Communications Office about issuing a press release to local, specialist or national media.
You will need to have all the details of what is taking place and why,
the speaker or people attending. The Communications Office will advise on
necessary arrangements for inviting press and on handling the media.
The Communications Office can also supply you with contact
details for listings editors in the media so that details can be
issued to them.
iii) External Guests
You may also want to consider whether to invite external guests to
the event. The Events Team will be able to advise on a guest list and
has mailing lists, including secondary schools, colleges and libraries
across Essex, senior University members and local councillors to whom
flyers/posters/invitations can be sent.
Invitations to external guests must be sent out either on headed
paper or printed invitation cards. These can be ordered through the
Printing Centre but please ensure you contact the Printing Centre at
least two months in advance of the event to ensure your invitations
are printed in good time to be sent out. The Events Team can advise on
wording and has examples of different invitations.
8. Contacts
Events Team
Communications and External Relations
Ext: 2807, e-mail:
events@essex.ac.uk
Publicity and Wyvern
Communications Office
Ext: 2807, e-mail:
comms@essex.ac.uk
Security
Security Office
Ext: 2361
Vice-Chancellor’s Office
Ext: 2815, e-mail: vc@essex.ac.uk
Timetable and Room Bookings
Ext: 2986/2981, e-mail: cto@essex.ac.uk
Audio and Visual Media Services
Ext: 3220, e-mail: avms@essex.ac.uk
Printing Centre
Ext: 3141, e-mail: pcentre@essex.ac.uk
Catering
Ext: 2385, e-mail: catering@essex.ac.uk
Estate Management
Mick Pepper, Cleaning Services Manager
Ext: 3144, e-mail: mpepper@essex.ac.uk
Health and
Safety
Advisory Service
ext 2944, e-mail
safety@essex.ac.uk
Venue Essex
e-mail venues@essex.ac.uk
