The UK’s European university
A GUIDE TO RUNNING EVENTS University of Kent Events Toolkit
CONTENTS Welcome Before the event On the day After the event Useful contacts
1 2 7 8 9
www.kent.ac.uk
WELCOME TO THE UNIVERSITY OF KENT EVENTS TOOLKIT The Events Team have designed this step-bystep guide for Schools and Departments which includes common sense advice, useful contacts, hints, tips, checklists, useful forms and templates to help you gain the most from your event. Successful, meaningful and professionally delivered events are important for the university’s reputation and ‘brand’. If after reading through this guide you would like more specific advice and support with running your event, please contact: events@kent.ac.uk or ext 4428 and a member of the Events Team will be happy to help. If your event is not led by a School or Department, please refer to the Ad Hoc Events request form: www.kent.ac.uk/events/adhoc
What the toolkit aims to offer Event planning may seem like an overwhelming challenge, particularly if you are doing it for the first time. This toolkit has been created to help users plan effectively, avoid the common pitfalls of event planning and execute a successful event. Printable copies of this toolkit with appendices are available online. Go to The University of Kent website and search ‘Events Toolkit’.
1
2
University of Kent / A Guide to Running Events
BEFORE THE EVENT
Before you consider planning your event, ask yourself why you are hosting the event. Do not hold an event just because it has always been held or because you think you should; consider your objectives by answering the following four questions: Rationale
1 What do you/your School or Department want to achieve by holding an event? 2 Do you have an agreed budget and budget code set up? 3 Who is your desired audience? 4 What ‘end result’ are you trying to achieve?
The logistics Once you have established the reasoning behind your event, you can then decide on the following key factors: date, time and duration. Specifying who your guests are will help determine this, ask yourself: • What time of day, and day of the week would be most suitable? • What (if any) refreshment will be served? • Duration of the event • What format should the event take? • Whether a speaker is appropriate and, if so, who they should be and what they should be asked to speak about.
Choosing the right date for your event is crucial, wherever possible try not to choose a date around your own diary, think about the best time of year for your guests (bearing in mind term times, exam periods, end of the financial year etc). You should also research what other events are going on both within the University (make use of the Events Calendar: www.kent.ac.uk/calendar) and around the area at the same time. This will avoid unnecessary competition for guests. If you are booking a speaker, ensure this is one of the first things on your ‘to do’ list. High profile speakers have very busy diaries and you should aim to confirm a date with them as far in advance as possible. See Appendix (A) for a Speaker Details Form template. This will ensure that you satisfy all of your speaker’s requirements for the event in plenty of time.
DON’T FORGET…
FUNDRAISING
To contact the Alumni Team if you are planning on hosting an alumni event: alumni@kent.ac.uk
If you are planning a fundraising event, please refer to Appendix (A3).
TIPS The average event acceptance rate is approximately 10%. However, if you are in touch with your invited guests the average acceptance rate is likely to increase to nearer 15-20%. Ensure that the refreshments you offer are suitable for the event; they need to be functional, seasonal and appropriate for the number of guests you are expecting. Always ensure that you allow plenty of time (3-6 months) to plan an event. The planning phase is the most time consuming, rushing the planning of an event may have an adverse effect on your objectives. Event planner documents are a good way of keeping track of progress. See Appendix (A2) for an example Cover Sheet. If you require extra ‘staffing’ and you can offer skills training, why not contact the Student Activities Centre about Student Volunteering? volunteering@kent.ac.uk
www.kent.ac.uk
Event Hospitality and Licencing Do you plan on providing food or beverages at your event? There are a number or University procedures and regulations related to both the provision and selling of food and beverages at the University of Kent. Please contact catering@kent.ac.uk who will guide you on these regulations. Licensing enquiries (if you plan on serving or selling alcohol at your event) need to be made a minimum of two weeks prior to the event in order that the correct licences/permissions can be obtained. If you plan to have any of the following at your event: • a performance of a play • an exhibition of a film • an indoor sporting event • a boxing or wrestling entertainment (both indoors and outdoors) • a performance of live music • any playing of recorded music • a performance of dance
Venues and room bookings Choosing the correct venue is one of the first tasks of planning an event. Some events will determine the location, for example lectures. However, other events will leave the venue fairly open, if this is the case, consider the following: • Does the venue have easy access to parking? • What kind of impression do you want to give your guests? • How can you exceed their expectations? • Think realistically about the capacity of the venue and about the number of attendees your event will attract. If the venue is too small it will be uncomfortable for your guests, however if it is too big, your event will appear poorly attended.
DON’T FORGET… To allow enough time to set up the event when booking the room.
• Is the venue suitable for every aspect of your event – the setting up, any specialist audio /visual equipment etc? • Will the location of your event impact negatively on other departments (noise levels, generate litter, parking problems etc)? For all room bookings during term time across all Kent campuses complete the online booking form via the timetabling webpage: www.kent.ac.uk/timetabling. For all room bookings outside of term time contact Kent Hospitality: Hospitalityenquiry@kent.ac.uk or for Medway Campus: UKMroombookings@kent.ac.uk
TIP Consider teaching times when planning your event and book your venue as soon as possible. You may be able to provisionally book several dates until the final date has been confirmed. Bear in mind some venues may be shared, for example Pilkington Building at Medway campus.
Please note that this activity/these activities are regulated under the licensing Act 2003 and the appropriate licenses must be in place /acquired prior to your event, please contact hospitality-enquiry@kent.ac.uk in order to obtain the correct permissions to proceed with your event. Other considerations when organising an ‘open air’ event on campus: • You will need to ‘book the space’ for example Senate Lawn – contact Estates • Use an approved marquee supplier – contact the Events Team for recommendations • Complete a Health and Safety Form – contact Estates • Fire safety risk assessment – contact the Fire Safety and Environment Unit in Estates • Ground search (to ensure underground mains cabling remains intact during the erection of a marquee) – contact Estates • Fire extinguishers at each exit – contact Estates • Access ramp for wheelchair users – contact Estates
CONTINUED OVERLEAF
3
4
University of Kent / A Guide to Running Events
BEFORE THE EVENT (CONT)
Guests and invitations You should always aim to invite your guests at least 6-8 weeks prior to your event. Formulating a guest list can be more time consuming than you might think, always consult the host of the event for suggestions. The type of event you are planning will determine what format of invitation is suitable. Usual forms of invitation include letter, card or email (see Appendix (B)) for an example invitation card. Open events which do not require pre-booking will not require invitations, but will require concentrated marketing. It is wise to give your guests as much information as possible when inviting them. A well-informed guest will be more likely to attend an event and leave with a good impression of the event and the organisers. When inviting guests include: • Date and time (including the end time) • Venue (with directions and a map showing the specific venue) • Directions to the campus/building (see Appendix (C) for transport guidance) • Parking information (and any costs associated) • Public transport details • Where the guests will be greeted • Contact details of the organiser • Dress code • Pricing (if appropriate).
TIP Triple check the spelling of your guests’ names and addresses as well as the correct form of addressing the person, for example: include title and awards: ‘Professor Michael Turner OBE’.
Marketing your event Each event will be marketed differently depending on your guests and budget. If you are inviting guests to an event and a member of the Executive Group is hosting, you may wish to send the invitations via their office. However, remember to include your contact information in the RSVP section (see example guest list template in Appendix (D)). Think about what is unique to your event and what will attract a high attendance. If you have a high profile speaker, ensure that this is highlighted in your invitation.
Corporate Communications
DON’T FORGET… If you are planning to invite high profile guests or VIPs, please notify The Development Team: S.I.Kraemer@kent.ac.uk
If you are holding an event which is open to everyone, a direct mailing will not be suitable. Use tools such as social media, your website and posters to attract your audience/guests. Enlist the help and expertise of the person in your School or Department responsible for marketing. Ensure that you also add your event to the University’s Event Calendar so that everyone
can see that your marketing is out as soon as possible to create interest in the event early on. It may also be possible to get news coverage in a newspaper or news website. Let the University’s Press Office have all the details of the event, including where and when it is happening and the name of a contact person. If the event is felt by the Press Office to have news value, a press release can then be issued. However, it should be noted that the issuing of a press release by the University does not guarantee that it will appear in a newspaper. News about University events can also be posted to Campus Online by submitting the information via the following link: www.kent.ac.uk/campusonline/contribute.html
DON’T FORGET… To adhere to the social media guidelines when promoting your event via social media: www.kent.ac.uk/socialmedia/tips
www.kent.ac.uk
Ensure that you add your event to the University’s Event Calendar so that everyone can see when and where your event is. Make sure that your marketing is out as soon as possible to create interest in your event early on.
TIPS Research similar events and how they are promoted. You may like to send a ‘save the date’ email in advance of sending your formal invitations.
The Raiser’s Edge Database
Budget
Raiser's Edge is used to support alumni relations, fundraising activity, events management, careers service and postgraduate marketing. If you are planning an event, Raiser’s Edge is the ultimate tool to generate guest lists, monitor responses and any special dietary or mobility requirements.
As with any project, the budget for an event should be decided in advance. Often you will be given a budget to work with, other times you will be asked to produce a budget for approval. Either way, it is important to ensure it is as accurate as possible and allows for each stage of the event with contingencies.
Academic departments can be set up with access to the database and are then supported in its use. For more information and to download the Raiser’s Edge manual visit the Development Office website.
If you are charging guests for hospitality, refer to the example Payment Booking Form in Appendix (E). For an example budget, please refer to Appendix (E2).
www.kent.ac.uk/development/database/ raisersedge
TIP
DON’T FORGET…
TIP Budget for ‘extras’ including refreshments for suppliers, travelling expenses and staff refreshments (if necessary).
The Raiser’s Edge (database) contains approximately 141,000 records of alumni, staff and external contact and is the most effective tool for event management at Kent.
To contact the Development Services team if you need any assistance using Raiser’s Edge. CONTINUED OVERLEAF
5
6
University of Kent / A Guide to Running Events
BEFORE THE EVENT (CONT)
Event suppliers Kent Hospitality Kent Hospitality play a key part in many of the events here at the University of Kent. They provide conferencing, room bookings (out of term time) catering and event services. For more information on their many services, visit: www.kent.ac.uk/hospitality
Design & Print Centre A professionally produced invitation or poster will ensure you give a good first impression. Contact the Design & Print Centre at the earliest opportunity to book your printing and get advice on University branding and direct mailing: www.kent.ac.uk/estates/design-print
Parking If your guests are travelling by car, make sure that your venue is near a car park. There are numerous disabled parking areas around campus for those guests with special mobility requirements. Ensure that these are booked and or reserved in plenty of time. For information on parking and car parks, please visit www.kent.ac.uk/estates/transport/ parking/maps
Security If your event is a public event, has VIPs or you are expecting a high turnout, get in touch with Campus Watch to ensure that a member of security will be present throughout your event: www.kent.ac.uk/estates/campus-watch
Audio Visual Services If you have a speaker or speeches during your event, contact the Audio Visual team to ensure necessary equipment is in, booked and set-up ready. Hearing loops are available on request from the Audio Visual Team: www.kent.ac.uk/itservices/avs
Photographer Photographs are a great promotional tool for future marketing as well as a way of creating a visual archive. Contact Information Services in plenty of time to book a photographer for your event. These can then be uploaded to the website after the event. For photography, advice and support on recording your lectures digitally for publication on the web please contact: M.J.Wilson@kent.ac.uk
Health and Safety If your event is likely to be outside or out of usual working hours, please consult with the Health and Safety & Fire Safety policies: www.kent.ac.uk/safety It is always recommended you have a qualified ‘First Aider’ on site and a first aid kit readily available. Please also check with the insurance office to ensure your event is covered by the university’s insurance policy: insurance@kent.ac.uk If your event is outside or in a marquee you will need to complete a risk assessment: please contact the Health and Safety Advisor estateshelpdesk@kent.ac.uk
If your event includes a sit down meal, creating a table plan which is strategic and promotes ‘meaningful’ interaction will require a lot of work – therefore allow plenty of time. You will also need to create a separate table plan detailing any dietary requirements that your guests may have so that the caterers know where they are seated. Putting up extra signage is crucial for almost any venue that you choose. You are likely to know your way around but you must not assume that this is the same for your guests. If you are hosting a lunch or dinner, make sure that your table plan is visible. If hosting a lecture, ensure that your VIP guests have reserved seating (template in Appendix G).
Preparation of documents Producing a briefing document is always helpful when hosting events. Use Appendix (F) as an example, it is wise to produce and circulate this to the host of the event and other key members of staff as soon as possible.
TIP When composing table plans start with who the ‘head’ of each table will be and work from there. It is always wise to have couples seated near (although not necessary next to) one another. It is also traditional to alternate between ladies and gentleman.
www.kent.ac.uk
ON THE DAY
On the day of your event it is important that the venue is set up in the most userfriendly way. Ensure that you get to the venue as early as possible, use the following as a checklist:
TIP Make sure that you take a ‘tool box’ with anything that you may need for your event ie blue tac, pens, paper, spare place names, spare table plans, sticky tape, water, signage, key contact list with telephone numbers: host, caterer, security, Audio Visual Services, etc.
Ensure all staff, especially the host is briefed: including itinerary and any VIP guests attending. Is the venue clean and set-up for your event? Ensure fire exits are clear. Is there a cloakroom/coat rack for your guests? Is there ample signage for your guests? If you are hosting a lunch or dinner, are the tables set up properly? Are the hospitality staff aware of any dietary requirements? About 15 minutes before your event, make sure that there is somebody ‘on the door’ to meet and greet. This will create a good first impression.
DON’T FORGET… Transfer your phone to a mobile or another member of staff when you are at the event, this way, important messages such as last minute cancellations or problems with suppliers will get through to you.
7
8
University of Kent / A Guide to Running Events
AFTER THE EVENT There are several clean up tasks that need to happen soon after your event. Use this checklist to ensure that everything is completed and you have gained the most information possible in order to progress any future events.
Raiser’s Edge – It is important to ensure that Raiser’s Edge is updated with guests who attended, declined, pulled out and didn’t show to your event. This information will be very useful for analytical debrief reports. If you host a similar event in the future, you will also be able to refer back to the data to see who you previously invited. Thank you – It is always a nice touch to thank those that were involved in pulling the event together. A simple thank you to suppliers will go a long way and enhance contacts which may be useful for future events. If you had a speaker at your event, don’t forget to thank them, offer to send photographs/audio records (where appropriate) and reimburse expenses. Invoicing – Ensure that any necessary invoicing is done almost immediately after your event. Please ensure you have a cost code set up ready for any internal transfers. Feedback – Ask for feedback from the key people involved in your event noting any areas for improvement. This information is crucial when planning your next event, particularly if you are using the same suppliers and inviting the same people. Once you have obtained feedback, you will need to create a debrief report and/or lessons learned document.
www.kent.ac.uk
USEFUL CONTACTS Alumni Relations
Estates
Parking
T: 01227 (82)4846 E: alumni@kent.ac.uk
T: 01227 (82)3209 or 01634 (88)8901 E: estateshelpdesk@kent.ac.uk
Audio Visual Services
Events Team
T: 01227 (82)3209 E: parking@kent.ac.uk E: medwaycentraladmin@kent.ac.uk
T: 01227 (82)3804 or 01634 (88)8891 E: avs@kent.ac.uk
T: 01227 (82)4428 E: events@kent.ac.uk
Corporate Communications
Health, Safety and Environment Unit
T: 01227 (82)4343 E: communications@kent.ac.uk
T: 01227 (82)3980
Photographer/Filming T: 01227 (82)3579 E: M.J.Wilson@kent.ac.uk
Security T: 01227 (82)3829 or 01634 (88)3138 E: Campuswatch@kent.ac.uk E: security-me@gre.ac.uk
Design & Print
Insurance
T: 01227 (82)7704 E: printhelpdesk@kent.ac.uk
T: 01227 (82)4553 E: insurance@kent.ac.uk
Timetabling
Development Services
Kent Hospitality
T: 01227 (82)3176 E: timetabling@kent.ac.uk
T: 01227 (82)3729 E: alumni@kent.ac.uk
T: 01227 (82)3007 or 01634 202909 E: hospitality-enquiry@kent.ac.uk E: gulbarmedway@kent.ac.uk
9
www.kent.ac.uk
DPC 112918 2/13
Events Team Rutherford Annexe University of Kent The Registry, Canterbury Kent CT2 7NX