kent events toolkit

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A GUIDE TORUNNINGEVENTS

University of Kent Events Toolkit

CONTENTSWelcome 1Before the event 2On the day 7After the event 8Useful contacts 9

1www.kent.ac.uk

WELCOME TO THEUNIVERSITY OF KENTEVENTS TOOLKIT

The Events Team have designed this step-by-step guide for Schools and Departments whichincludes common sense advice, useful contacts,hints, tips, checklists, useful forms andtemplates to help you gain the most from yourevent. 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: [email protected] 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 requestform: www.kent.ac.uk/events/adhoc

What the toolkit aims to offerEvent 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 ofKent website and search ‘Events Toolkit’.

1www.kent.ac.uk

2 University of Kent / A Guide to Running Events

BEFORE THE EVENT

Rationale

Before you considerplanning your event,ask yourself why youare hosting the event.Do not hold an eventjust because it hasalways been held orbecause you think you should; consideryour objectives byanswering thefollowing fourquestions:

1 What do you/your School or Department want to achieve by holding an event?

2 Do you have an agreed budget andbudget code set up?

3 Who is your desired audience?4 What ‘end result’ are you trying toachieve?

The logisticsOnce you have established the reasoningbehind your event, you can then decide on thefollowing key factors: date, time and duration.Specifying who your guests are will helpdetermine 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 shouldbe asked to speak about.

Choosing the right date for your event iscrucial, wherever possible try not to choose adate around your own diary, think about thebest time of year for your guests (bearing inmind term times, exam periods, end of thefinancial year etc). You should also researchwhat other events are going on both within theUniversity (make use of the Events Calendar:www.kent.ac.uk/calendar) and around the areaat the same time. This will avoid unnecessarycompetition for guests. If you are booking aspeaker, ensure this is one of the first thingson your ‘to do’ list. High profile speakers havevery busy diaries and you should aim toconfirm a date with them as far in advance aspossible. See Appendix (A) for a SpeakerDetails Form template. This will ensure thatyou satisfy all of your speaker’s requirementsfor the event in plenty of time.

FUNDRAISINGIf you are planning a fundraisingevent, please refer to Appendix(A3).

TIPSThe average event acceptance rate isapproximately 10%. However, if you are intouch with your invited guests the averageacceptance rate is likely to increase tonearer 15-20%.

Ensure that the refreshments you offer are suitable for the event; they need to befunctional, seasonal and appropriate forthe 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 timeconsuming, rushing the planning of anevent may have an adverse effect on your objectives.

Event planner documents are a good wayof keeping track of progress. SeeAppendix (A2) for an example CoverSheet.

If you require extra ‘staffing’ and you canoffer skills training, why not contact theStudent Activities Centre about StudentVolunteering? [email protected]

DON’T FORGET…To contact the Alumni Team if youare planning on hosting an alumnievent: [email protected]

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• Is the venue suitable for every aspect of your event – the setting up, any specialistaudio /visual equipment etc?

• Will the location of your event impactnegatively on other departments (noiselevels, generate litter, parking problemsetc)?

For all room bookings during term time across all Kent campuses complete the online booking form via the timetablingwebpage: www.kent.ac.uk/timetabling.For all room bookings outside of term timecontact Kent Hospitality: [email protected] or for Medway Campus:[email protected]

TIPConsider teaching times when planningyour event and book your venue as soon as possible. You may be able toprovisionally book several dates until thefinal date has been confirmed. Bear inmind some venues may be shared, forexample Pilkington Building at Medwaycampus.

DON’T FORGET…To allow enough time to set up theevent when booking the room.

Venues and room bookingsChoosing the correct venue is one of the firsttasks of planning an event. Some events willdetermine the location, for example lectures.However, other events will leave the venuefairly open, if this is the case, consider thefollowing:• 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 attendeesyour event will attract. If the venue is toosmall it will be uncomfortable for yourguests, however if it is too big, your eventwill appear poorly attended.

Event Hospitality and Licencing

Do you plan on providing food orbeverages at your event?There are a number or University proceduresand regulations related to both the provisionand selling of food and beverages at theUniversity of Kent. Please [email protected] who will guide you onthese regulations. Licensing enquiries (if youplan on serving or selling alcohol at yourevent) need to be made a minimum of twoweeks prior to the event in order that thecorrect licences/permissions can be obtained.

If you plan to have any of the following at yourevent:• 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

Please note that this activity/these activitiesare regulated under the licensing Act 2003and the appropriate licenses must be in place/acquired prior to your event, please [email protected] in order toobtain the correct permissions to proceed withyour 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 forrecommendations

• Complete a Health and Safety Form –contact Estates

• Fire safety risk assessment – contact theFire Safety and Environment Unit in Estates

• Ground search (to ensure undergroundmains cabling remains intact during theerection of a marquee) – contact Estates

• Fire extinguishers at each exit – contactEstates

• Access ramp for wheelchair users – contact Estates

CONTINUED OVERLEAF


BEFORE THE EVENT (CONT)

Guests and invitationsYou should always aim to invite your guests at least 6-8 weeks prior to your event.Formulating a guest list can be more timeconsuming than you might think, alwaysconsult the host of the event for suggestions.

The type of event you are planning willdetermine what format of invitation is suitable.Usual forms of invitation include letter, card or email (see Appendix (B)) for an exampleinvitation card. Open events which do notrequire pre-booking will not require invitations,but will require concentrated marketing.

It is wise to give your guests as muchinformation as possible when inviting them. A well-informed guest will be more likely toattend an event and leave with a goodimpression 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).

TIPTriple check the spelling of your guests’names and addresses as well as thecorrect form of addressing the person, for example: include title and awards:‘Professor Michael Turner OBE’.

can see that your marketing is out as soon aspossible to create interest in the event earlyon.

It may also be possible to get news coveragein a newspaper or news website. Let theUniversity’s Press Office have all the details ofthe event, including where and when it ishappening and the name of a contact person.If the event is felt by the Press Office to havenews value, a press release can then beissued. However, it should be noted that theissuing of a press release by the Universitydoes not guarantee that it will appear in anewspaper.

News about University events can also beposted to Campus Online by submitting theinformation via the following link:www.kent.ac.uk/campusonline/contribute.html

DON’T FORGET…To adhere to the social mediaguidelines when promoting yourevent via social media:www.kent.ac.uk/socialmedia/tips

Marketing your eventEach event will be marketed differentlydepending on your guests and budget.

If you are inviting guests to an event and amember of the Executive Group is hosting,you may wish to send the invitations via theiroffice. However, remember to include yourcontact information in the RSVP section (seeexample 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 thatthis is highlighted in your invitation.

Corporate Communications If you are holding an event which is open toeveryone, a direct mailing will not be suitable.Use tools such as social media, your websiteand posters to attract your audience/guests.Enlist the help and expertise of the person inyour School or Department responsible formarketing.

Ensure that you also add your event to theUniversity’s Event Calendar so that everyone

DON’T FORGET…If you are planning to invite highprofile guests or VIPs, please notify The Development Team:[email protected]

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Ensure that you add your event to theUniversity’s Event Calendar so that everyonecan see when and where your event is. Make sure that your marketing is out as soonas possible to create interest in your eventearly on.

TIPSResearch 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 DatabaseRaiser's Edge is used to support alumnirelations, fundraising activity, eventsmanagement, careers service andpostgraduate marketing. If you are planningan event, Raiser’s Edge is the ultimate tool togenerate guest lists, monitor responses andany special dietary or mobility requirements.

Academic departments can be set up withaccess to the database and are thensupported in its use. For more information andto download the Raiser’s Edge manual visit theDevelopment Office website.

www.kent.ac.uk/development/database/raisersedge

TIPThe Raiser’s Edge (database) containsapproximately 141,000 records of alumni,staff and external contact and is the mosteffective tool for event management atKent.

BudgetAs with any project, the budget for an eventshould be decided in advance. Often you willbe given a budget to work with, other timesyou will be asked to produce a budget forapproval. Either way, it is important to ensure it is as accurate as possible and allows foreach stage of the event with contingencies.

If you are charging guests for hospitality, referto the example Payment Booking Form inAppendix (E). For an example budget, pleaserefer to Appendix (E2).

TIPBudget for ‘extras’ including refreshmentsfor suppliers, travelling expenses and staff refreshments (if necessary).

DON’T FORGET…To contact the DevelopmentServices team if you need anyassistance using Raiser’s Edge.

CONTINUED OVERLEAF


BEFORE THE EVENT (CONT)

Event suppliers

Kent HospitalityKent Hospitality play a key part in many of theevents here at the University of Kent. Theyprovide conferencing, room bookings (out ofterm time) catering and event services. Formore information on their many services, visit:www.kent.ac.uk/hospitality

Design & Print CentreA professionally produced invitation or posterwill ensure you give a good first impression.Contact the Design & Print Centre at theearliest opportunity to book your printing andget advice on University branding and directmailing: www.kent.ac.uk/estates/design-print

ParkingIf your guests are travelling by car, make surethat your venue is near a car park. There arenumerous disabled parking areas aroundcampus for those guests with special mobilityrequirements. Ensure that these are bookedand or reserved in plenty of time. Forinformation on parking and car parks, pleasevisit www.kent.ac.uk/estates/transport/parking/maps

SecurityIf your event is a public event, has VIPs or youare expecting a high turnout, get in touch withCampus Watch to ensure that a member ofsecurity will be present throughout your event:www.kent.ac.uk/estates/campus-watch

Audio Visual ServicesIf you have a speaker or speeches during yourevent, contact the Audio Visual team to ensurenecessary equipment is in, booked and set-upready. Hearing loops are available on request from the Audio Visual Team:www.kent.ac.uk/itservices/avs

PhotographerPhotographs are a great promotional tool forfuture marketing as well as a way of creating avisual archive. Contact Information Services inplenty of time to book a photographer for yourevent. These can then be uploaded to thewebsite after the event. For photography,advice and support on recording your lecturesdigitally for publication on the web pleasecontact: [email protected]

Health and SafetyIf your event is likely to be outside or out ofusual working hours, please consult with theHealth and Safety & Fire Safety policies:www.kent.ac.uk/safety It is alwaysrecommended you have a qualified ‘FirstAider’ on site and a first aid kit readilyavailable. Please also check with theinsurance office to ensure your event iscovered by the university’s insurance policy:[email protected]

If your event is outside or in a marquee youwill need to complete a risk assessment:please contact the Health and Safety [email protected]

Preparation of documentsProducing a briefing document is alwayshelpful when hosting events. Use Appendix (F)as an example, it is wise to produce andcirculate this to the host of the event and otherkey members of staff as soon as possible.

If your event includes a sit down meal,creating a table plan which is strategic andpromotes ‘meaningful’ interaction will require a lot of work – therefore allow plenty of time.You will also need to create a separate tableplan detailing any dietary requirements thatyour guests may have so that the caterersknow where they are seated.

Putting up extra signage is crucial for almostany venue that you choose. You are likely toknow your way around but you must notassume 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 havereserved seating (template in Appendix G).

TIPWhen composing table plans start withwho the ‘head’ of each table will be andwork from there. It is always wise to havecouples seated near (although notnecessary next to) one another. It is alsotraditional to alternate between ladies andgentleman.

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ON THE DAY

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.

TIPMake sure that you take a ‘tool box’ withanything that you may need for yourevent ie blue tac, pens, paper, spareplace names, spare table plans, stickytape, water, signage, key contact listwith telephone numbers: host, caterer,security, Audio Visual Services, etc.

DON’T FORGET…Transfer your phone to a mobile or another member of staff when you are atthe event, this way, important messages such as last minute cancellations orproblems with suppliers will get through to you.

On the day of yourevent it is importantthat the venue is setup in the most user-friendly way. Ensurethat you get to thevenue as early aspossible, use thefollowing as achecklist:


AFTER THE EVENT

There are several cleanup tasks that need to happen soon afteryour event. Use thischecklist to ensure that everything iscompleted and youhave gained the mostinformation possible in order to progressany future events.

Raiser’s Edge – It is important to ensure that Raiser’s Edge is updatedwith guests who attended, declined, pulled out and didn’t show to yourevent. 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 inpulling the event together. A simple thank you to suppliers will go a longway and enhance contacts which may be useful for future events. If youhad a speaker at your event, don’t forget to thank them, offer to sendphotographs/audio records (where appropriate) and reimburse expenses.

Invoicing – Ensure that any necessary invoicing is done almostimmediately 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 eventnoting any areas for improvement. This information is crucial whenplanning your next event, particularly if you are using the same suppliersand inviting the same people. Once you have obtained feedback, you will need to create a debrief report and/or lessons learned document.

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USEFUL CONTACTSAlumni Relations

T: 01227 (82)4846E: [email protected]

Audio Visual Services

T: 01227 (82)3804 or 01634 (88)8891 E: [email protected]

Corporate Communications


Design & Print


Development Services


Estates

T: 01227 (82)3209 or 01634 (88)8901E: [email protected]

Events Team


Health, Safety and Environment Unit

T: 01227 (82)3980

Insurance


Kent Hospitality

T: 01227 (82)3007 or 01634 202909E: [email protected]: [email protected]

Parking

T: 01227 (82)3209E: [email protected]: [email protected]

Photographer/Filming


Security

T: 01227 (82)3829 or 01634 (88)3138E: [email protected]: [email protected]

Timetabling


Events TeamRutherford AnnexeUniversity of KentThe Registry, CanterburyKent CT2 7NX

www.kent.ac.uk

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kent events toolkit

Documents

successful event

event iscrucial

search events

events calendar

events requestform

time of day

thebest time of year

useful contacts