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Planning: 7 Easy Steps To Help Plan Your Event

Step 1 - Points to consider

• Event budget.
• Date of event.
• Number of meeting rooms, style and capacities.
• Additional space for poster sessions or exhibitions.
• Audio visual equipment.
• Catering requirements.
• Residential accommodation and type, if required.

Step 2 - Making a provisional booking

• A tour and planning meeting is held at the University with the Conference Office.
• Areas of responsibility are agreed and a draft programme, including costs, is sent by the Conference Office.
• A provisional booking is made.

Step 3 - Confirming the event

• A booking form is completed by the client and the appropriate booking fee paid. See our terms and conditions.
• To ensure up to date information is exchanged, regular liaison is maintained.

Step 4 - Paperwork to complete

• A contract stating payment terms and dates is drawn up by the Conference Office.
• The contract is agreed and signed by both parties and deposit invoices are issued.

Step 5 - Final details

• A final planning meeting is held to confirm last minute details.
• Four weeks before the event, final numbers are established.

Step 6 - The event

• A successful event takes place and final invoicing details are confirmed.

Step 7 - After the event

• An event evaluation takes place.
• The final invoice is issued.
• Your next event is provisionally booked!

Page last modified on 06 April 2006.