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UCD University Relations

Caidreamh Ollscoile UCD

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.

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