Planning an Event
In planning an event the following may prove a useful check list. The level of detail and items to cover will be dependent of the event type and nature of guest list (VIP, external, internal etc).
- Identify budget source
- Confirm proposed date does not clash with other major university or national events (UCD Events Calendar is one source of information)
- Book venue
- Devise running order of event
- Notify University Relations Office of VIP guests (Ministers, ambassadors, key donors etc)
- Discuss media involvement, where appropriate, with University Relations Office
- Discuss travel and parking arrangements, where appropriate, with UCD Buildings and Services Commuting Manager
- Discuss insurance and health and safety related issues, where appropriate, with UCD Safety Office
- Discuss per and post event cleanup with UCD Facilities Manager
- Confirm speakers/key guests (provide with running order and speaking notes as required)
- Draw up and issue invitation list (printed or electronic invitation). Sample invitations can be found here
- Identify and book audio visual requirements (consider recording proceedings)
- Identify venue dressing/branding requirements
- Book photographer where required
- Submit event to the UCD events calendar
For further help and guidance on planning an event contact the University Relations Office.
