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EVENTS TOOLKIT Guidelines for organising an event at UCL
Corporate Events Team @UCLEvents
UCL Communications and Marketing @ucllhl
[email protected] blogs.ucl.ac.uk/events
Why, What, Where, When and Who?
Before beginning to plan your event it is important to determine what messages you are trying to communicate to your audience and whether an event is the most effective way to communicate this information.
Event aims and objectivesThe first stage of organising an event is setting clear and measurable objectives, why you are holding the event and what you are aiming to achieve from it? These will also serve as useful post-event measurement criteria when evaluating whether the activity was successful.
Target audience and key messagesWho would you like to attend your event and what would information would you like to give to them? Do you have access to a contact database which fits your audience profile, if not what resources will be required to obtain/compile this?
A clearly defined target audience will help shape the format and content of your event. Thinking about what you would like them to take away from the event will help you to plan the key messaging which should remain clear and consistent throughout your event marketing, event programme and post event activity.
BudgetDo you have an event budget and funds available to cover the costs associated with your event?
Event locationThe location of your event will be subject to a number of factors such as the number of attendees, format, budget, seasonality and availability. Will the event be held at UCL or at an external venue?
1. UCL Room Bookings
The Room and Conference Booking Office are responsible for all centrally bookable space in UCL and will be able to provide you with a full list of venues at UCL and their capacities.
You can check availability and book space online or contact the team directly at email Room Bookings and tel +44 (0)20 7679 1819 (internal: 41819) to discuss your requirements further.
2. External Venues
The Corporate Events team has experience of using a range of external venues and can offer you advice about possible venues, or what criteria to consider when sourcing off campus venues.
You may find it useful to complete an Event Request Form to assist with objective setting. The Corporate Events Team will require a completed form containing as much detail as possible before discussing your event further.
UCL Corporate Events Team
The UCL Corporate Events Team manages a diverse portfolio of events designed to raise the profile of UCL, attract key target audiences to UCL and to provide a platform on which to build productive working relationships with these audiences.
How can the Corporate Events team help you?UCL’s Corporate Events Team are experienced in managing a wide range of events, from high profile lectures, panel discussions and conferences, to royal and state visits, building openings, formal receptions and dinners as well as international events.
Event ManagementThe team can provide event management for UCL departments that are organising corporate and high profile events.
Event ConsultancyThe team can also provide an advisory events management service to help you deliver an event that maximises your event objectives. The Corporate Events Team can also advise about security and protocol for special events such as royal or state visits.
Please submit a completed Event Request Form with regards to the above services, after which you will be contacted by an Events Manager to discuss your event requirements further.
UCL Events NetworkThe aim of the UCL Events Network is share our expertise with colleagues and inform them of the services that we provide.
The network provides an opportunity for any UCL staff member who has responsibility for organising events, to engage and exchange knowledge with the UCL Corporate Events Team and other UCL colleagues who organise events across UCL. Please email [email protected] to join the network.
Event MarketingWe can assist with the promotion of UCL events aimed at a public audience using a number of publicity tools managed by the team. These include:
• Brain Food UCL’s public events leaflet (produced termly)• UCL’s public events e-newsletter (produced monthly)• Public events online calendar• Events blog• Events & Public Engagement YouTube page
Event BrandingUCL branded event materials are a great way of helping your event look professional and consistent with the UCL brand image.
Loan of display materials: We have a range of display materials including branded tablecloths and pop-up banners which are available for use by all UCL Departments at no cost. Submit a display materials request
Branded Merchandise: A selection of branded merchandise is available for purchase from the team (subject to availability):
• Pens• A4 cardboard folders • USB sticks• UCL branded dinner name place cards• Name badge wallets, clips and branded inserts*
Name badges*
Attendee name badges can help staff and guests identify each other quickly and easily. Here is a step-by-step guide for creating UCL name badges.
For larger quantities please purchase directly from the suppliers as follows:• Branded badge inserts: Print Data Solutions , tel +44 (0)19033 672 150• Name badge wallets and clips: Identilam, tel +44 (0)1293 854 700
Templates
A range of templates are available to assist you with organising a professional event, these include:
• Event action plan – effective for detailing all tasks for completion, setting deadlines and outlining who is accountable for each item
• Event running order – this should contain every detail about the event, the time that everything is scheduled to happen and who is responsible for this, the master running order can then be tailored towards event stakeholders to ensure everyone is using the same information (e.g. AV, catering, porters, security and event stewards etc.)
• Senior management and speaker briefings – provide an overview of key event details, highlighting important information and actions
• Room plans – How should the event space be set up? Particularly useful for the porters when setting out /clearing away furniture. Think about entrance/exit points, flow of guests, fire regulations, registration desk, positioning of branding, stage, cloakroom and catering etc
• Directional signage - Clear directional signage is crucial for event attendees. We recommend that you print your signage on A3 paper so they fit in the A-frame sign stands (which need to be booked through the porters in advance)
• Panel tent cards and reserved seating signs• Menus and name place cards – help maintain a professional image if
you are organising a dinner
Please contact us at [email protected] or tel+ 44 (0)20 3108 3841 for more information, to request templates and to discuss your individual requirements.
UCL ServicesAudio Visual
The Audiovisual Centre supports Audio Visual and IT facilities in UCL's centrally-bookable spaces. The Audio Visual Centre can be contacted by emailing [email protected].
Equipment available for loan includes:• Data Projectors• Digital Audio Recorders• DVD players • Laptop computers• Microphones• Camcorders• PRS Voting Systems• Public address (P.A.) systems• Teleconference Phone
For advice about AV equipment and capability please contact [email protected].
The Room Bookings team will be able to advise you about what equipment is available in centrally bookable spaces.
Creative Media Services
Provides digital and creative media services to all of UCL, including photography, video, design and print. The team should be your point of contact with regards to queries about filming and event live streaming.
Services offered:• Design• Media production• Photography• Poster production and printing
Information about the costs of these services can be found on the UCL website.
Contact Creative Media Services
Catering
Sodexo are UCL’s preferred supplier for hospitality and events. They have a range of menus available suitable for daily refreshments, sandwich lunches fine dining events and canapé receptions and are also able to provide bespoke menus. Visit http://ucl.sodexo-uk.com/hospitality for more information and the the hospitality brochure, and https://www.sodexoordering.com/ucl/splash.htm to place orders.
For all catering enquiries please email [email protected] or contact the Refectory Office on extension 32153.
UCL ResourcesRoom Bookings
The Room and Conference Bookings Office is responsible for all centrally bookable rooms in UCL. Information about UCL's centrally-bookable space including photographs, availability and existing bookings can be found on the UCL website. Contact Room Bookings at email [email protected], tel +44 (0)20 7679 1819 (internal: 41819).
Please note: UCLU societies will need to contact the Union to request space.
Estates & Facilities
Portering
The UCL Portering Service is able to carry out light removals and deliveries, small scale office moves and the setting up of rooms for functions and events.
Requests for portering services should be made to the Customer Services Centre using the Service Request Form available on the UCL Estates website.
If the items are particularly heavy or the job involves a large amount to be moved i.e. you cannot lift them yourself, you’ll need to make this clear in your request.
The normal portering service is available on the Bloomsbury Campus from 08.00am-16.00pm, Monday - Friday. Support at other times and to other UCL sites may be possible but is subject to workloads and availability of resources
It is advisable to book the porters at least 4 working days in advance of when you need their services.
Cleaning
To ensure that your event runs smoothly and looks professional it is recommended that you contact Cleaning Services to ensure that any areas that you plan to use are thoroughly cleaned shortly before the event and any rubbish cleared away afterwards.
Request for cleaning services should be made by contacting [email protected] or using the Service Request Form.
Parking and security
UCL Security Officers are available 24 hours a day to assist members of UCL with their queries. The contact for security at UCL is Mark West in Security Services who will be able to arrange for his staff to be present at an event and advise about any specific protocol.
Car spaces are bookable through the Customer Services Centre on extension 30000 (020 7679 0000 externally).
Maps and directions
http://www.ucl.ac.uk/maps
External Suppliers and Useful Links
External Suppliers
UCL have a number of contracted suppliers, a number of which the Events Team work with to deliver events. UCL Contracted Suppliers List
• Blue Sky Flowers – flowers are a simple and effective way of dressing your event space. Contact Liz Inigo-Jones, email [email protected], tel 0797 360 1045
http://blueskyflowers.co.uk/
• Torpedo Factory Group – AV and multimedia specialists experienced in providing technical equipment, set up and support for a range event formats. Contact Lee Baxter, email [email protected], tel 020 8537 1000
http://www.tfg.com
• Jacobs Massey – providers of AV technical support for out of hours events, or events requiring technical support for the duration of the programme. Email [email protected], tel 020 3705 8470
http://blueskyflowers.co.uk/
Useful Links
There a number of tools and applications to assist you with delivering a smooth running and professional event. Please see listed below some recommendations you may find useful.
• Eventbrite – useful for events which require guest pre-booking and also for managing event attendance
https://www.eventbrite.co.uk/login/
• Bitly – URL shortener and link management. Useful for promoting your event and information using social media
https://bitly.com/
• Survey Monkey – Keeping in touch with your event attendees and gathering feedback
https://www.surveymonkey.com/
Contact Us
the UCL Events Team
UCL Events Team
flickr.com/uclnews blogs.ucl.ac.uk/events
@UCLEvents @ucllhl
