Planning and Managing Events:
An Internal Guide
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
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.
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.
•
•
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.
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: 0115 951 3001 e: [email protected]
To check the availability of Pro-Vice-Chancellors, you will need to contact their individual PAs as
follows:
http://www/About/Structure/Management/Pro-Vice-Chancellors.aspx
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: http://www.nottingham.ac.uk/timetable/html/roombookings/roombookings/roombookings.php
To book East Midlands Conference Centre please
visit: http://www.nottinghamconferences.co.uk/emcc/
To book the Sir Colin Campbell Building please visit:
http://www.unip.org.uk/book-a-meeting-room
For room bookings at UNNC and UNMC, please contact the University Office (China) and External
Relations Office (Malaysia) for advice.
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.
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.
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 e-mail contact details for all proposed invitees then
it is most cost-efficient to send details of the event or invitations via HTML e-mail.
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 e-mail 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.
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
Student
communication
External
Alumni
Local Schools
-
Post details to staff intranet
Post details to UoN Twitter site
Include in Exchange events section
Add to UoN web events listing
-
Post details to student intranet
Post details to student Twitter site
Add to student e-bulletin
Add to Student’s Union web events listing
-
Post details in the Alumni e-bulletin
Post details to the Alumni Twitter feed
Add to Alumni web events section
Include in the Advantage Nottingham activity sheets and ebulletins to local teachers
Provide details to Schools Liaison team for communication with
local independent schools
Include details in the Community Partnerships e-bulletin
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)
Community Groups
City/ General Public
-
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.
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 e-mail 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:
http://www.nottingham.ac.uk/corporatemarketing/services/internalsupport-events/eventtemplates.aspx
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.
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: http://www.nottingham.ac.uk/nh/staff/hospitality/menus/
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.
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.
http://www/about/datesandcampusinformation/mapsanddirections/mapsanddirections.aspx
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.
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.
Section 11
Events directory
External Suppliers:
In-house Support:
Corporate Events Team
Internal events consultancy,
advise and support
T: 0115 951 3296
E: [email protected]
Porters
Please raise a Works Request
via:
[email protected]
Nottingham Convention
Bureau, Experience
Nottinghamshire
For conference support services
T: 0115 962 8313
E: conferences@experiencenot
tinghamshire.com
www.venuenottinghamshire.co
m
Vice-Chancellor’s Office
T: 0115 951 3001
E: [email protected]
Cleaning Services
Please raise a Works Request
via:
[email protected]
Florists
Greenfingers
167 High Street
Chilwell
Nottm, NG9 5BA
T: 0115 943 0792
E: [email protected]
k
www.greenfingersshop.co.uk
Sharps Florist
181 Bramcote Lane
Nottingham
NG8 2QJ
T: 0115 928 1706
Catering Services
General orders:
T: 0115 951 4900
Online orders:
www.nottingham.ac.uk/nh/staf
f/hospitality/
Transport Services
Chauffeurs, executive cars,
people carriers etc
T: 0115 846 8109
E: [email protected]
Musicians
String Quartet:
Rosa Ensemble
T: 07803 711421
E: [email protected]
General:
Blowsoc
University of Nottingham
student brass, wind and
percussion society
E: [email protected]
www.blowsoc.co.uk
Swonderful Music
T: 0115 912 8374
E: [email protected]
www.swonderfulmusic.co.uk
Nottingham Conferences
Venue advice (University
campuses); booking EMCC
T: 0115 846 8000
E: [email protected].
uk
www.nottinghamconferences.c
o.uk/home/
Technical Support
AV/PA equipment and
technicians
Please request support via the
IT Helpline:
T: 0115 951 6677
E:[email protected]
Estates Security Team
Parking and security issues
T: 0115 951 3599
E: [email protected]
Safety Office
Risk assessments and insurance
Design & Print
Invitations, place cards,
programmes etc
Corporate Marketing
T: 0115 846 7332
E: [email protected]
k
Brand guidelines and templates
at:
http://workspace.nottingham.a
c.uk/
display/CandM/Welcome
Communications
Publicity for high profile
speakers, event press releases
T: 0115 951 5765
E:
communications@nottingham.
ac.uk
Photography
Andrew Hallsworth
T: 07879 816078
E: marlow.photographic@ntlwo
rld.com
Martin Kirk
T: 0115 921 7793
M: 07717 838362
E: [email protected]
Trevor Bartlett
T: 07854 701141
E: trevor.bartlett12@btinternet
.com
T: 0115 951 3401
E: [email protected]
Timetabling
Room bookings on campuses
http://www.nottingham.ac.uk/t
imetable/html/roombookings/r
oombookings/roombookings.p
hp
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
TOTAL: £
Appendix II - Event Planning Template
Timescale
e.g. 3-6 months in
advance
Type of Activity
Action Points
General
Agree speaker(s) and
hosts availability and
book
General
General
General
General
Marketing
Marketing
Marketing
Marketing
N.B
Marketing
recommended c. 3
months prior to
event
Logistics
Logistics
Logistics
Logistics
Logistics
Logistics
Logistics
Logistics
Logistics
Logistics
Logistics
Logistics
Logistics
Logistics
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)
Responsibility
e.g. who in the team
will be responsible
for each action
point?
Status
e.g.
complete
Logistics
Logistics
Set up
Set up
Set up
Set up
Set up
Set up
Set up
Set up
Set up
Book portering and
cleaning
Assign roles to team
members and brief
event staff
Set up the venue as per
agreed layout
Ensure all deliveries
arrive on time (e.g.
caterers/flowers)
Dress the venue (if
required – e.g. flowers
on tables/balloons etc)
Prepare registration
desk
Upload presentations
Run technical rehearsal
(AV/PA systems)
Put up signage as
necessary
Prepare cloakrooms
Brief speakers and hosts
in person as they arrive
Produced by:
Corporate Marketing
Communications & Marketing
King’s Meadow Campus
Lenton Lane
Nottingham
NG7 2NR
T: 0115 846 7332
E: [email protected]
Contacts: http://www.nottingham.ac.uk/corporatemarketing/meettheteam/index.aspx