Planning and Managing Events: An Internal Guide

Transcription

1 Planning and Managing Events: An Internal Guide

2 Contents 1) The planning stages - Objectives of the event - Identifying your audience - Budget - Setting the date 2) Booking hosts and guest speakers 3) Selecting the venue 4) Creating an ambience at dinners and evening receptions 5) Preparing invitations 6) Promoting the event 7) Registering delegates 8) Catering 9) Parking and security 10) Setting up 11) Events directory Appendix I Event budget template Appendix II Event planning template

3 Section 1: Introduction The planning stages If you are planning an event of any kind, whether it is a conference, seminar, dinner or public lecture through to student-focused or business networking events, there are a number of factors you will need to consider to ensure your event is successful and well managed. We have provided this simple guide to help you handle the process and to ensure that delivery of events internally reflects the high standards expected by the University and maintains our strong profile and reputation among all the guests we welcome. Getting started - objectives of the event Before putting any kind of logistical arrangements in place for your event, it s really important that you have taken the time to consider why you are holding an event and the outcomes you expect to achieve from it. For example, is the purpose of your event to: - Communicate a key message? - Launch a new facility or service? - Raise your profile with key stakeholder groups? - Network with peer groups? - Engage the media or wider general public? - Celebrate an achievement, milestone or anniversary? Taking just the last two examples of this list gives you an indication of the very different approach that would be recommended for the event format and why objective-setting is important before you get started. 1. Events celebrating an achievement or anniversary are likely to be held for a specialist, targeted audience with a more formal approach, such as a black tie dinner, which reflects the celebratory nature of the event and could include speeches, champagne toasts or even ribbon-cuttings. The venue and styling would all need careful consideration for events of this nature. 2. General PR events, such as public lectures, which are aimed at attracting the general public would be less formal but require engaging speakers of interest to a wide audience base. A capacity venue would be required for this to accommodate a large crowd. The acoustics and AV systems would need to be excellent. Also, as these events need to attract a general public, the marketing and promotion of the event would be handled entirely differently to a dinner with a targeted guest list. Think carefully about how you wish to engage with your audience and whether an event is the right route to help you achieve your desired outcomes. Setting clear objectives from the outset will really help you to focus on the right format for the event to target the intended audience.

4 Identifying your audience The intended audience will pretty much dictate the format of your event and how formal/informal it should be. Use buzz words to help you determine what will appeal to your audience, and then focus on a format that reflects this. For example: Student events could be relaxed, engaging, fun, informative and age appropriate. Corporate events could be formal, structured, timed, professional and targeted. You will also need to consider numbers and how many people you are hoping to attract to the event. Is it an intimate event for a select group, a medium-sized event for around 100 delegates or a largescale event for your profession, such as a conference? Whatever the target size of the event, we always recommend you invite more people than the minimum number required to make the event feasible. Often guests cannot make the date, decline the invitation or do not respond. As an example, to attract at least 100 delegates to a business event we would normally invite around 300 contacts as a minimum. The size of your intended audience and the type of audience you are inviting impacts all of these other factors: Venue is there capacity for all of your guests? Does it have the right feel for your event? Timings what time of day, day of the week or seasonal timings would be most appropriate for your audience? How long should the event last? Catering do you need to arrange catering and refreshments for your guests and what foods or drinks would be appropriate for the style of the event or the people attending? Budget Events can be very expensive and without careful planning costs can spiral out of control. We recommend that you always set a budget in advance and aim to stick to this as closely as possible. Research and compare costs such as venue hire rates and VIP speaker fees before you agree a final budget. Also, set aside a small amount for contingencies and incidental expenses which you can t always plan for at the outset. In Appendix I we have provided an events budget template to help you manage costs. Setting the date It is very important to set the right date for your event to guarantee a good audience turnout. Here are a few pointers on setting the date: Always consider seasonal or peak holiday periods and be aware of cultural/religious dates. Avoid school holidays, exam periods, end of the financial year and busy party seasons, such as Christmas. Make sure your event doesn t clash with other major events taking place across the University. If you are booking guest speakers, plan this at least six months in advance and set the date based on your speaker s availability. Check with any senior University hosts that they can make a proposed date well in advance and before you start promoting the event.

5 For business events, always consider the audience needs and make sure it fits around a business person s other daily commitments e.g. as a general rule, avoid Mondays and Fridays if possible and schedule the event over lunch periods or in the evening when the audience is likely to be able to attend. Most events should be planned around three months in advance, so always consider this when setting your date. In Appendix II, we have provided an events planning template to help you plan and manage your event.

6 Section 2 Booking hosts and guest speakers The main rule here is to prepare well in advance. Most keynote or guest speakers need to be booked at least six months prior to any event. Here are our top tips for booking guest speakers: Produce a well researched list of target speakers for your event and approach them in priority order. Keep other potential speakers in reserve. Make you sure you have prepared a full brief about your event and what is required of the speaker to send to them. Send a formal invitation letter to the speaker(s) via the Vice-Chancellor s office or Head of School. Hold a provisional date while awaiting responses from the speaker(s). If there is a fee involved with booking the speaker, a contract will be sent for you to sign you will need to check this carefully. Obtain a biography and photograph of your speaker for publicity purposes. Agree any press releases about the speaker or the event with the University s Communications Team. If you wish to film your speaker or involve them in other promotional publicity during their visit make sure this is agreed in advance with them, in writing. To book senior management hosts for your event, you should proceed as follows: Prepare a short briefing note about your event and guest speakers to send to the preferred host. Provide details of the proposed date, time and location of the event. Let the host know how long they will be required at the event and what their role will be. To check the Vice-Chancellor s availability, contact: Diary Secretary T: e: vco-assistant@nottingham.ac.uk To check the availability of Pro-Vice-Chancellors, you will need to contact their individual PAs as follows:

7 Selecting the venue In most cases, we advise internal colleagues to use University buildings and facilities to host events. We have beautiful campus environments which provide visitors with a good impression of the University, plus our own dedicated conference facilities at East Midlands Conference Centre and the International Conference Centre, Ningbo. If you need to find a location outside of Nottingham, we suggest you contact our Corporate Events Team in the first instance. The team can provide you with advice about suitable venues nationwide and overseas and tips on securing the right location. Here are our top tips for selecting your venue: Capacity make sure the room or building you choose can comfortably accommodate your target number of guests. Also make sure it is not too large for smaller events an empty lecture hall does not provide a good impression of a successful event. Access think about the type of guests attending your event. Can they park close by? Is the room or building easily accessible and well sign-posted on entering campus? Are lifts available for guests with disabilities? Can external suppliers access the building easily? Technical requirements does the venue have the right AV/PA equipment you need for the event purposes? Plan your space think about what you will need on the day of the event itself when booking the venue. Do you need breakout rooms close by? Where will you place your reception desk as guests arrive? Do you have space to serve refreshments? Where will guests put their coats and bags? Creating the right impression make sure the venue you select is right for your event. Think of the type of events your target audience are used to attending and the impression they will expect from a university such as Nottingham. Budget what kind of budget do you have to spend on your venue? Remember, it is free to book most rooms at the University but there is a day rate for some facilities such as the Sir Colin Campbell Building. Bookings at the East Midlands Conference Centre are chargeable, even if you are an internal customer. To book rooms internally please visit the Timetabling site at: To book East Midlands Conference Centre please visit: To book the Sir Colin Campbell Building please visit: For room bookings at UNNC and UNMC, please contact the University Office (China) and External Relations Office (Malaysia) for advice.

8 Section 4 Creating an ambience at dinners and evening receptions Managing formal dinners and evening receptions, such as cocktail events, is a large undertaking and needs careful planning and meticulous attention to detail. It is important to ensure the event is successful by creating the right ambience. You will also need to think about dressing the venue to create a good impression. When considering the venue selection and your objectives in running the event, you may wish to consider a theme to make it more attractive or distinctive to your target audience. Themed events allow you to be creative and develop a more unique experience for guests. Selecting a theme is also helpful in enabling you to pull together all of the various elements you will need to make the event memorable, such as flowers, music and food. Here are our top tips for managing dinners and evening receptions: Think about how to dress your venue to create the right impression and atmosphere. Think carefully about the menu for formal dinners select seasonal produce where possible and always provide a vegetarian option. Ensure special dietary requirements are accounted for. Choose wines which compliment your meal. Serve canapés and wine or champagne at cocktail receptions and don t forget a nonalcoholic option. Produce a seating plan for formal dinners and name your tables so that guests can locate their seats easily. Produce individual place cards for seated dinners. Produce a printed programme with a running order and menu for guests attending cocktail receptions and dinners. Arrange floral table displays or centre pieces to create an elegant effect for dinners. For cocktail events and evening functions, consider using poseur tables and dress with a flower arrangement. Create an ambience by booking musicians or arranging background music appropriate for the style of your event in the past we have used jazz quartets, Chinese musicians or harpists to compliment the style of our cocktail receptions and formal dinners. Think about how to make your event more entertaining or special could you book afterdinner speakers or arrange a casino area, for instance? Brand your event by making sure that your invitations, dinner programme, place cards and display materials are in one consistent style. Use our brand guidelines and templates to ensure all materials for your event look professional. Provide a reception desk and guest name badges at the function. Always try to provide a cloakroom area for your guests. Make sure your venue is immaculately clean and tidy before guests arrive. Check all facilities, such as entrance areas through to WC s.

9 At the back of this guide we have provided details of a number of external suppliers, such as florists and musicians, to help you create the right ambience for your event.

10 Section 5 Preparing invitations Depending on your budget, you can send out printed invitation cards or letters on official headed paper inviting guests to your event. If you have contact details for all proposed invitees then it is most cost-efficient to send details of the event or invitations via HTML . Prepare your mailing data, and if invitations are going by post, ensure the recipient s name and contact details are checked thoroughly. If you are inviting guests by letter, this should normally go out from the senior host, such as the VC or Management Board member, or from your Head of School/Department. Your invitation should then include all following information: Title of the event Date Venue Time Programme Details of any senior University hosts or guest speakers RSVP details and deadline for bookings A contact phone number or address for queries and questions. Ideally, you should aim to send invitations out to guests three months in advance of the event and six weeks prior to the event latest. It is important to include a response date for event registration. You will need a cut-off point in order for you to be able to confirm catering numbers, prepare seating plans, produce delegate lists, produce name badges etc, etc. Section 7 provides further guidance about registering delegates.

11 Section 6 Promoting the event If your event needs to be promoted to a wide public audience base or to University staff and student communities (as opposed to sending direct targeted invitations), there are a number of ways in which Communications & Marketing can support you. We recommend you follow the steps in section 5 guiding you on the information you need to include in invitations as this is just as relevant for promotion of untargeted events. - We can provide you with a standard HTML invitation template in the University brand style which you can update in-house and distribute electronically. - We can assist with promotion of the event by posting details via the following methods: Internal Staff communication - Post details to staff intranet - Post details to UoN Twitter site - Include in Exchange events section - Add to UoN web events listing Student communication - Post details to student intranet - Post details to student Twitter site - Add to student e-bulletin - Add to Student s Union web events listing External Alumni - Post details in the Alumni e-bulletin - Post details to the Alumni Twitter feed - Add to Alumni web events section Local Schools - Include in the Advantage Nottingham activity sheets and e- bulletins to local teachers - Provide details to Schools Liaison team for communication with local independent schools Community Groups - Include details in the Community Partnerships e-bulletin City/ General Public - Add to online What s On events guides (BBC Nottingham online, This is Nottingham and Nottingham City Council) - Include in Beeston Express printed events guide - Post to Experience Nottinghamshire s events website - Issue press release to local media (depending on nature and newsworthy content of event) If, in addition to the above, you require additional support such as advertising the event in specific media then please contact Corporate Marketing or your Faculty Marketing Manager for advice and assistance.

12 Section 7 Registering delegates You should aim to provide your guests with as much information as possible prior to arrival at your event. The event will then be viewed as professional and well managed. Here are our top tips for registering delegates: As guests begin to register for the event, send them a confirmation reserving their place. Ask guests to confirm any special dietary requirements or access issues as part of their registration. Confirm all final details a few weeks prior to the event reiterating the arrival time, dress code, maps and directions to the venue, parking arrangements and other logistical information. Prepare a final delegate list to send to the internal event host or speaker(s) and to distribute among guests attending the event. Prepare name badges for attendees including their title, first name and surname; position/job title; and organisation. Prepare a registration list for your reception desk to keep a record of all external visitors in the building. You will need this in the unlikely event of an emergency, and even though your guests may have registered, some fail to show up on the day or cancel with late notice. You can download name badge templates at: Conference registration If you are managing a conference on behalf of the University, it is worth talking to the Nottingham Convention Bureau at Experience Nottinghamshire. When managing a large capacity or major conference you may not have the in-house resources necessary to deliver all logistical elements for the event. Nottingham Convention Bureau can support you with: - free online accommodation booking services - free event bidding - event registration services (such as online booking site/producing conference name badges)* - Production of delegate packs and information* -Arranged tours of the city and evening entertainment for your conference delegates. *A small fee is charged for these services Visit our events directory at the back of this brochure for contact information.

13 Section 8 Catering If you are hosting any kind of event on the University premises, you must use the University s Catering Services for food and refreshments. The University s highly experienced team can provide you with menu options for general networking events as well as tailored menus for special occasions, such as dinners. The University chefs can also accommodate and advise you on requirements for themed events. In the past they have provided us with menus for high tea, garden parties, BBQs and country-themed events. They have worked us on high profile dinners, using seasonal cuts of meat and sourcing local produce. They can work with you to agree specific hot buffets and canapé selections for evening receptions. Additionally, they can advise you on wine and refreshments to compliment your menu. Whatever your requirements, the University s on-site catering services are professional, experienced and helpful. To view menus and online bookings visit: For special occasions and bespoke menus, please contact the Catering Services team. Details can be found in our event directory at the back of this brochure.

14 Section 9 Parking and security Whenever you arrange an event on campus you will need to consider parking arrangements for your guests. Parking is limited, but visitor spaces are provided on all campuses and you will need to ensure that guests are directed to relevant parking zones and have instructions on how to find your venue and building from the major car parks. On the day of the event itself, consider placing signage along the route from the car park if your building (or the venue inside the building) is hard to find. Campus maps and directions can be found on the main University web site and you should always send directions in advance to guests attending University-run events. Only under very special circumstances can other parking areas, such as staff parking zones, be closed and reserved for events. This must be agreed in advance with the Estates Security Team. Security issues It is highly unlikely that you will need security presence at your events. This is only normally the case for high profile events managed by the Corporate Events team, such as State and VIP visits, or largescale events such as Undergraduate Open Days managed by the Admissions & Recruitment team. However, if you have secured a high profile or controversial speaker for one of your events, then we recommend you take advice from the Security Team in the first instance. You will also need to inform the Communications Team in order that publicity surrounding the guest speaker is managed appropriately. Contact details can be found in our events directory.

15 Section 10 Setting up Prior to the event you will need to finalise arrangements and set up your venue on the day ready for guests arrival. Here are our top tips for setting up: Book porters to set-up the room in advance; indicate the layout required (e.g. theatre-style); book a lectern if necessary; and count the appropriate number of chairs on the day itself. In advance of the event, provide a briefing document and an individual schedule with clear timing slots for hosts and guests speakers. Reserve front row seating for speakers and VIPs or consider having a speakers panel arrangement at the front of the venue. Run through all arrangements with the host/speaker(s) in person as they arrive and ensure they are comfortable with the AV/PA system being used. Provide water and glasses for the host/speaker(s) on the lectern or panel table. Organise a photographer if necessary for post publicity of your event. Make sure the venue has been cleaned and is tidy and presentable. Prepare the cloakroom and coat racks, placing these away from the main entrance. Provide a registration desk where guests can be greeted and presented with name badges and delegate packs. Make sure the AV/PA system in the room is up and running. Do a technical rehearsal prior to the event commencing and consider having a technician on-hand. Upload speaker presentations in advance of the event commencing. Allow adequate space for catering tables and serving refreshments. Never block fire exits. Put up signage inside the venue directing guests to lifts and WC facilities where necessary. Make sure your event is fully staffed to welcome and guide guests. For guidance on risk assessments for your event please contact the Safety Office. Details can be found in our event directory.

16 Section 11 Events directory In-house Support: Corporate Events Team Internal events consultancy, advise and support T: E: Porters Please raise a Works Request via: estateshelpdesk@nottingham.ac.uk Cleaning Services Please raise a Works Request via: Vice-Chancellor s Office T: E: vcoassistant@nottingham.ac.uk estateshelpdesk@nottingham.ac.uk External Suppliers: Nottingham Convention Bureau, Experience Nottinghamshire For conference support services T: E: conferences@experiencenot tinghamshire.com m Florists Greenfingers 167 High Street Chilwell Nottm, NG9 5BA T: E: enquiries@greenfingers.co.u k Catering Services General orders: T: Online orders: f/hospitality/ Transport Services Chauffeurs, executive cars, people carriers etc T: E: transportlogistics@nottingham.ac.uk Sharps Florist 181 Bramcote Lane Nottingham NG8 2QJ T: Musicians String Quartet: Rosa Ensemble T: E: beverleywynne@cultureem.org.uk General: Blowsoc University of Nottingham student brass, wind and percussion society E: president@blowsoc.co.uk

17 Nottingham Conferences Venue advice (University campuses); booking EMCC T: E: uk o.uk/home/ Design & Print Invitations, place cards, programmes etc Corporate Marketing T: E: k Brand guidelines and templates at: c.uk/ display/candm/welcome Swonderful Music T: E: Photography Andrew Hallsworth T: E: rld.com Martin Kirk T: M: E: Trevor Bartlett T: E: Technical Support AV/PA equipment and technicians Please request support via the IT Helpline: T: Communications Publicity for high profile speakers, event press releases T: E: ac.uk Estates Security Team Parking and security issues T: E: Safety Office Risk assessments and insurance

18 T: E: Timetabling Room bookings on campuses imetable/html/roombookings/r oombookings/roombookings.p hp

19 Appendix I - Event Budget Template Expenses Estimated Actual VAT Venue hire Porters Furniture hire Catering (tea/coffee/lunch/dinner) Technical support (staff) Technical (AV/PA) equipment hire Invitations Envelopes/Labels Postage Design & print costs (e.g. programmes/place cards/delegate packs) Advertising & promotional costs Speakers fee(s) Travel costs Accommodation costs Expenses Transport Staffing (e.g. student ambassadors) Flowers Musicians Entertainment Decorations (e.g. balloons/centre pieces/ candles/ ribbon/ plaques) Gifts (e.g. for VIPs/speakers) Branded merchandise (giveaways) Security Badges and holders Signage Contingencies (10%) Sub-total Sub-total Sub-total

20 TOTAL:

21 Appendix II - Event Planning Template Timescale Type of Activity Action Points Responsibility Status General Agree speaker(s) and e.g. hosts availability and complete book e.g. 3-6 months in advance N.B recommended c. 3 months prior to event General General General General Marketing Marketing Marketing Marketing Marketing Set the date Book the venue Finalise the event programme and timings Set the budget Prepare lists of potential invitees Prepare invitations or publicity materials for the event Arrange printing of materials Place advertisements for the event Run mailings and send invitations Collate responses Book catering Send briefing notes to senior hosts Arrange travel/accommodation for guest speakers or hosts Book AV support Arrange flowers or decorations Book musicians (if required) Book event photographer Agree car parking & signage Agree/collate presentations for event Send confirmation details to all guests Prepare name badges Prepare delegate packs Prepare place cards/table seating plans (dinners only) e.g. who in the team will be responsible for each action point?

22 Book portering and cleaning Assign roles to team members and brief event staff Set up Set up the venue as per agreed layout Set up Ensure all deliveries arrive on time (e.g. caterers/flowers) Set up Dress the venue (if required e.g. flowers on tables/balloons etc) Set up Prepare registration desk Set up Upload presentations Set up Run technical rehearsal (AV/PA systems) Set up Put up signage as necessary Set up Prepare cloakrooms Set up Brief speakers and hosts in person as they arrive

23 Produced by: Corporate Marketing Communications & Marketing King s Meadow Campus Lenton Lane Nottingham NG7 2NR T: E: marketing@nottingham.ac.uk Contacts: