EVENTS
CHECKLIST
Produced by the Faculty Marketing Team · FHSSMarketing@swansea.ac.uk
CHECKLIST Please run through this list with your school’s executive assistant/ administrator before booking anything (Execsupport-humanitiessocialsciences@swansea.ac.uk):
Name of event: Type of event: In person / hybrid / online (conference, seminar, lecture etc.) Date: (Please confirm no clashes with existing event bookings) Times: Venue: Capacity: Expected number of attendees: Target audience: (students/staff/internal/external?) VIPs/Speakers: Budget holder name: (including code) Ticket cost: (if applicable)
CHECKLIST
DETAILS
EVENT REQUIREMENTS MARKETING Eventbrite Event graphics University event calendar Faculty calendar School digital screens Social media posts (inc # if applicable)
= DONE
Promote to students / externally (if applicable) Photos (media release forms will be required)
Faculty staff email (if applicable) Schedule/programme (digital)
Webpage
FOR SPEAKERS Presentations being used? (Send in advance)
Checks / Security needs / etc Accommodation to be booked Travel to be organised
CHECKLIST
DETAILS
EVENT REQUIREMENTS FOR DELEGATES Name badges Joining instructions VENUE (if in person) Room booking AV equipment (microphones / hybrid functionality, etc) Reception desk (and staff to run it) Signage Room layout Catering (numbers, dietary requirements, times) Risk assessment
= DONE
ADDITIONAL INFO CATERING REQUIREMENTS: Catering should be booked 3 weeks before an event. If contracted through event services DDR, this will be longer.
AV EQUIPMENT: AV support and equipment can be requested by emailing AVSupport@swansea.ac.uk We do have a limited amount of web cams and tripods that can be loaned out for hybrid events. These would need to be booked out in advance through the faculty marketing team. PARKING: Parking is often limited but spaces are available in the pay and display visitor’s car parks on Singleton Campus and Bay Campus. Costs apply. Cash only. Spaces can be reserved by emailing estates-carparking@swansea.ac.uk
PORTERS: To set up a room for an event, create a works order with Estates helpdesk. Log into: https://quemis.swan.ac.uk/helpdesk/users/login.asp.
SECURITY: Security can be used for VIPs. This would need to be organised with security in advance. Security will also need to be informed if an event is out of hours so that access can be allowed to relevant buildings/rooms. EXTERNAL SPEAKERS: In line with the university’s Prevent Policy | External Speaker Protocol, please ensure that due diligence checks are carried out and confirmed by the organiser. Any concerns must be raised immediately with the Head of School. RISK ASSESSMENT: It is best practice to risk assess your event before it takes place. Current risk assessment form here: https://conferencesandevents.swansea.ac.uk/plan/organiser- toolkit/ To arrange a meeting to talk through this checklist, please contact Execsupport-humanitiessocialsciences@swansea.ac.uk and add your school name into the email subject title. This will help to ensure the appropriate school administrator is able to pick up and action the request in a timely manner.
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