Event Durham - How We Can Help

Daryl Dowding Event Management Agent

Event Durham How we can help

Introduction • Event Durham – Who are we?

• Why I am here?

• Benefits of bringing conferences to Durham University

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• Event Management Services • Our Support to you • Our Venues • Share your knowledge

Event Durham – Who are we?

• Event Durham is the University’s conference and events office and has a team of 18.

• A nationally recognised, award winning conference and event management team – right here∂ for you.

• Event Durham can find the ideal venue and manage all of the administrative and domestic tasks involved with organising any conference. We will use our extensive knowledge of the facilities and accommodation available within the University and with outside venues.

Why I am here • To raise awareness of the benefits of bringing strategic conferences to Durham and how Event Durham can help.

∂ • To support academic excellence.

• To hear from you how we can improve our services.

Benefits to you • All surplus income generated by the conference goes back to your cost centre for further research purposes • Raising your own personal profile

∂ • An achievement to add to your CV • Exposure and networking with peers • Bringing the world to you • Raising the profile of Durham University

Regional economic benefits of bringing your conferences to Durham

ÂŁ17 million ∂

Event Management Service Your time is precious…

• The service is available to provide administrative support to assist in the planning and organising conferences.

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• A way for you to reduce the administration overheads involved in organising an event taking the hassle out of organising an event.

• A complete service tailored to your needs.

Our Support to you • • • •

Preparing bid documents and presentation materials Conference planning and budgeting Hosting inspection visits Representation on your organising committee

∂ Full Event Management options or Tailor-made packages to suit your requirements

PRE CONFERENCE – EVENT DURHAM

Venue/supplier sourcing and liaison

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Arranging conference and accommodation venues and contracting.

Online Booking Service

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Setting up online booking site and seeking approval from conference organiser prior to going live – conference organiser to supply details of each package, what they include, and the cost; together with any additional extras such as social trips.

Arranging link from conference web page to online booking pages.

Receiving registrations and sending out acknowledgement via email or post.

Collecting payments and allocating to agreed cost centre – credit card / cheque / invoice.

Raising and posting invoices where required.

Liaison with delegates – day to day enquiries relating to registration (excludes any academic related queries, which will be forwarded to conference organiser).

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Liaison with speakers, sponsors and exhibitors

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For domestic purposes.

Design, printing and distribution of basic conference literature

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Sourcing quotes and liaison regarding production and delivery Please note: A further fee may be involved for the posting of literature, depending on quantity and weight.

Social and Partner Programmes

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Arranging transport, social venues, co-ordinating payments.

Collation of delegate database Preparation of basic name badges for delegates

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Sending weekly report (Friday) of bookings received to conference organiser.

Using database to highlight any special requirements and liaison with venues / catering teams.

Typing of names and logos onto badges as required.

Sourcing and obtaining quotes for upgrades, if required.

Preparation of delegate packs

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Includes: plastic wallet, paper & pen, map of Durham, Durham pocket guide, list of taxi companies, complimentary tickets to Oriental Museum and Durham Botanic Garden.

Further items to be provided by conference organiser – such as exhibitor/sponsor leaflets, abstract books / programmes.

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Sending out joining instructions via email Manning Registration Desk

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Sent out when online booking site has closed, advising of venues, addresses, check in times, etc.

Available for the arrival of delegates at the agreed venue in case of queries. Does not include manning the registration desk for the duration of the conference; it is the responsibility of the conference organiser to ensure appropriate cover is made for the desk if appropriate.

POST CONFERENCE – EVENT DURHAM Preparation of final accounts, transfer of monies after deduction of costs.

Collation of feedback from participants.

CONFERENCE ORGANISER ∂ RESPONSIBILITIES To arrange academic content.

Sending letters of invitation for Visa purposes.

Snapshot of Venues

∂ Collingwood College

Hatfield College

Durham Castle

Calman Learning Centre

New Facilities • The ‘Centre for Teaching and Learning’ is set to be complete for the new academic year 2019/20 • The building will be across three levels • Proposed facilities are a tiered lecture ∂ theatre that will seat 500; flat teaching spaces and TEAL teaching (flat floor flexible seating); various seminar rooms; social learning areas; computer laboratories; project rooms; a new café.

Share your knowledge • Encourage professional associations and societies to host their events in Durham • Recommend or host an academic event of strategic importance at Durham • We’re now seeking real supporters for our University that can make the most of their connections (and influence) ∂ by bringing their peers here.

• Share your knowledge and expertise.

What’s Next?

• Regular communication on forthcoming conferences of strategic importance relating to subject area will be sent to Head of Departments.

∂ • Event Durham to continue to attend Board of Study meetings / departmental coffee mornings to highlight this internal support.

• Speak to colleagues and refer to Event Durham.

The Future ­ What else can we offer?

We are currently looking into developing our service to include: •Abstract submission options

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•Conference “app” for mobiles/laptops

Thank you.

Any questions?

Daryl Dowding daryl.dowding@durham.ac.uk 0191 334 2883 www.dur.ac.uk/event.durham/