event planning guidelines final version 4 april 2009

8/9/2019 Event Planning Guidelines Final Version 4 April 2009

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EVENT PLANNINGGUIDELINES


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Event planning guidelines 2008 1

INTRODUCTION

The University of Oxford is renowned for its diverse and exciting events.

Each and every event, no matter what the goal or size, from a buildingopening to a Sunday afternoon lecture, is an opportunity to promote andreinforce the international profile of the University. Events offer people

the chance to experience the University first-hand and it is important that

their content and delivery reflect our work and values.

The Events Office oversees a wide range of events each year fromtraditional ceremonies and high profile visits to world-class lectures and

topical debates. We work with all departments, divisions and colleges

across the University to help ensure that everyone achieves their goals

and all events are a success.

The Events Office plays a key role in giving support and advice to other

members of the University who are responsible for planning and delivering

events. We are keen to share experiences and best practice and havecompiled the following information and guidelines for developing, planning

and running events based on our experiences and those of our colleagues

around the University.

If you have any queries about the content or resources in this toolkit, orif you need any specialist advice for your event that is not covered here,

please do not hesitate to contact us.

Events OfficeUniversity of Oxford

University Offices

Wellington Square

Oxford OX1 2JD

T: 01865 280524E: [email protected]: www.ox.ac.uk/public_affairs/events/

http://www.ox.ac.uk/public_affairs/events/index.htmlhttp://www.ox.ac.uk/public_affairs/events/index.html


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Event planning guidelines 2008 Event planning guidelines 2008 3

CONTENTS

GETTING STARTED

Your event proposal 4

Developing your event idea 5

PLANNING YOUR EVENT

Developing an event plan and timeline 9

Key areas in your event plan 10

Agreeing the budget• 10

Setting the date• 11

Timings for the event• 12

Working with VIPs• 13

Choosing a venue• 17

Compiling and managing the guest list• 19

Organising the invitations• 21

Catering• 27

Audio/visual• 28

Event staff • 29

Transport• 30

Publicity• 31

Insurance• 31

Table plans, place cards, badges• 32

page

EVENT PLANNING CHECKLIST 34

DELIVERING YOUR EVENT

The run-up to the event 36

Setting up for the event 37

Managing the event on the day 38

EVALUATING YOUR EVENT

Why evaluate? 44

How to evaluate your event 44

Using your evaluation information 45

RESOURCES

EVENT PROPOSAL TEMPLATE 46

EVENT PLAN & TIMELINE TEMPLATE 48

EVENT BUDGET TEMPLATE 50

EVENT EVALUATION TEMPLATE 52

EVENT PLANNING GUIDELINES EVENT PLANNING GUIDELINES

page


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GETTING STARTED

Your event proposal

If you have an idea for an event, a useful first step is to put together an eventproposal; a document which outlines the reason for the event and what you are

planning to do. Having these agreed early in the planning process provides a focus foreveryone involved and a guide for planning and delivery decisions. It also enables you

to think ahead in terms of what will be needed and who will be involved in organisingand running the event.

The key questions that your proposal should answer are:

What is the event?

Why are you having an event?

What will happen at the event?

Who is the event for?

Who will plan and run the event?

How much will the event cost and who will pay for it?

When will the event happen?

Where will the event take place?

You can download an event proposal template from the Events Office website and

there is a hard copy on page 44 of this booklet.

Developing your event idea

Discussion and consultation

Your proposal will be particularly useful if you are working with other individuals or

departments on an event. It provides a summary of the key elements and structureof the proposed event, which can then be discussed in more detail and developed

with others involved in the planning and delivery.

Agreeing the aim, objectives and format for the event early on and ensuring that

everyone is fully on board, will make the event planning process more straightforwardand will put you in a better position to determine the level of resources you willneed to make the event a success. It can also give you an opportunity to incorporate

positive new ideas for the events at the planning stage and assist in post-eventevaluation.

If you do not have a clear proposal to guide your planning, you may find that the key

messages of the event get confused, and that you waste time and energy furtherdown the line changing plans and making decisions that could have been agreed at

the start.

If you are planning an event which will be of particular interest to other areas of theUniversity, perhaps in terms of the content or target audience, discuss your proposal

with them at an early stage, even if you do not need to involve them in the planningor delivery of the event. At the very least they will probably want to attend the

event, they may also have useful suggestions or contacts if you are compiling a guestlist or looking for speakers or an appropriate venue.

Research

Try and find out about other events of a similar theme/nature both inside and outside

the University. This may give you some inspiration for developing your event in

terms of the style, duration or activities that might work well. This is also a goodopportunity to ensure that you are not duplicating a similar event that is happening

somewhere else. The Events Office has experience of organising and managing a widevariety of events and would be happy to discuss your ideas at the development stage.

We also maintain a University-wide events diary to help avoid clashes in the timing orgoals of different events.

GETTING STARTED

Resource

You can download a template

event proposal template

on the Events Office website atwww.ox.ac.uk/public_affairs/events/

http://www.ox.ac.uk/public_affairs/events/index.htmlhttp://www.ox.ac.uk/public_affairs/events/index.htmlhttp://www.ox.ac.uk/public_affairs/events/index.htmlhttp://www.ox.ac.uk/public_affairs/events/index.html


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Agreeing your event idea

Before you begin any in-depth planning for the event, you should discuss yourproposal with the appropriate people/departments, for example your line manager,

the budget holder and the head of your department , division or College. You canuse your proposal to give them a concise overview of the key information about the

event.

How the University Events Office can help

The Events Office staff have many years experience of planning and running eventsand may be able to help you with advice, information and resources. Among other

things, the Events Office can:

advise on whether your proposed event will clash with another event in the•University calendar in terms of date or aim/content;

if appropriate, liaise with the Chancellor or Vice-Chancellor’s offices if you•

plan to invite them to preside at the event or if you would like to invitesomeone outside the University to do the honours;

provide information on planning and budgeting, such as venues, caterers and•

approximate costs;

offer examples of and advice on best practice and protocol in relation to your•event, such as timings, the order of events and appropriate briefings.

GETTING STARTED GETTING STARTED


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Give yourself TIME

Time is one of the most valuable, and often overlooked, resources in planning events.Start planning well in advance, so you have a better chance of securing your first

choice of date, venue, host/speakers and guests. It will also provide you with moreflexibility to deal with unforeseen changes or developments along the way.

Get ORGANISED

Start a folder containing all your planning documents such as the proposal, event plan,

budget, contact details and quotes. This will be your guide for the event planningprocess and should be updated regularly.

Remember to COMMUNICATE

Give regular updates on progress and any developments to key individuals anddepartments working on the event, remembering to include any interested parties

who may not be directly involved in the planning and delivery. Regular communicationfrom the start will help ensure that everyone knows what their role is and feels valued

as part of the team.

Developing an event plan and timeline

Once you have agreed and approved the proposal for your event, you should puttogether a detailed event plan in which you break down all the tasks that need to

be done and assign responsibility and deadlines for each one. Your event plan shouldbe constantly updated as tasks are completed or changed so that you can use it for

regular status reports.

You may also find it useful to create a timeline, linked to your event plan but lessdetailed, which counts you down to your event and acts as a quick reference guide to

help you stay on track and ensure that everything gets done. It is laid out like a monthby month planner so that you can see at a glance when your workload will be heaviest

and how you can best use your resources.

Once you have developed your event plan, check it against your event proposalto ensure that you have made appropriate plans and arrangements for all the key

elements of the event.

You can download a combined event plan and timeline template with guidelines fromthe Events Office website. More details on completing the template can also be found

on page 46 of this booklet.

PLANNING YOUR EVENT PLANNING YOUR EVENT

Resource


event plan & timeline template

on the Events Office website at

www.ox.ac.uk/public_affairs/events/



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Agreeing the budget

Normally your budget can be a very simple outline of projected costs which is quickto complete but will provide an essential tool for monitoring your expenditure. The

Events Office has designed a budgeting form to help you estimate your expenditure.This should be agreed with the budget holder before you start spending! Some costs

may immediately spring to mind when planning an event, such as:

Venue

Catering (food and/or drinks)

Audio/visual equipment/staff

Transport

Staff - waiting staff, stewards, admin, first aiders

Stationery (invitations, menus, badges etc)

Printing/photocopying (publicity material, invitations, programmes etc)

But remember to include other more hidden costs, such as:

Speaker expenses (travel, hotel, food)

Postage (invitations, publicity etc)

Decorations (flowers etc)

Photography

Security

You can download an event budget template from the Events Office website. More

details on completing the template can also be found on page 48 of this booklet.

Setting the date

Deciding on the date

If there is no obvious date for your event (such as an anniversary or scheduled VIPvisit to the University), you could research information on relevant dates in the

university/college history and propose a date to coincide with this.

You can find information on University term and other key dates here: www.ox.ac.uk/about_the_university/university_year/index.html . You can find

general information about UK public holidays here: www.direct.gov.uk/en/Governmentcitizensandrights/LivingintheUK/DG_073741.

Avoiding competition with other events

The Events Office holds a University-wide diary of to help ensure that your proposed

date does not clash with another major University event . You should also check with your departmental, divisional or college events/alumni office, if you have one, to

ensure that your proposed date is suitable. Even if events that are happening on thesame day have very different themes, you may find that this will cause unnecessary

complications for the planning and organisation when securing the venue, attracting your target audience and arranging catering and transport, for example.

Getting into a VIP’s busy diary

If it is important that the Chancellor, Vice-Chancellor or external VIP attends/hosts

your event, it is essential that you approach them well in advance of the proposeddate (You should give them at least six months’ advance notice of the date). Your

event proposal will be useful in outlining the purpose and format of the event andhighlighting the important role of the VIP. Where your VIP is an integral part of your

proposed event (e.g. a lecture or presentation), offer more than one date to theiroffice as this flexibility will make it easier to find a date that works for everyone.


Resource


event budget template


Key areas in your event plan

http://www.ox.ac.uk/about_the_university/university_year/index.htmlhttp://www.ox.ac.uk/about_the_university/university_year/index.htmlhttp://www.direct.gov.uk/en/Governmentcitizensandrights/LivingintheUK/DG_073741http://www.direct.gov.uk/en/Governmentcitizensandrights/LivingintheUK/DG_073741http://www.ox.ac.uk/public_affairs/events/index.htmlhttp://www.ox.ac.uk/public_affairs/events/index.htmlhttp://www.ox.ac.uk/public_affairs/events/index.htmlhttp://www.ox.ac.uk/public_affairs/events/index.htmlhttp://www.direct.gov.uk/en/Governmentcitizensandrights/LivingintheUK/DG_073741http://www.direct.gov.uk/en/Governmentcitizensandrights/LivingintheUK/DG_073741http://www.ox.ac.uk/about_the_university/university_year/index.htmlhttp://www.ox.ac.uk/about_the_university/university_year/index.html


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Timings for the event

When deciding on the timing, write out a sequence of activities for the day to give you a clearer picture of how much time you need to allow.

Some key time allowances to consider include moving large numbers of people from

one building or room to another, transporting guests, speeches and/or presentations,seating guests, and serving food. Large crowds tend to move quite slowly, as do small

crowds moving in to dinner after chatting in the bar!

If you are planning to have speeches and/or presentations for a standing audience,they should normally last a maximum of 5 to 10 minutes each, with no more than two

in a row without a break.

Think about what has and has not worked at events that you or your colleagues haveattended and feed this into your plans. You can also contact the Events Office for

advice on timings for events.

Working with VIPs

VIPs are people who are important to your event or wider work. They do not have tobe well-known and can be internal or external to the University. By identifying them

as a VIP, you can help to ensure that they get the attention and information that theyneed in advance of the event and on the day.

Getting VIPs to your event

The further ahead you are able to approach VIPs for an event, the better, as their

diaries may be booked up many months or even years in advance. This is particularlyimportant when inviting a VIP to host or speak at your event, but also applies to any

guests that you hope will be able to attend.

Identifying an appropriate external VIP host

The University has a wide network of friends and supporters, in a variety of fields ofinterest. If you are planning to ask a VIP who is external to the University to preside

over or host an event, you should contact the Vice-Chancellor’s office initially as theymay be able suggest appropriate individuals or advise on approaching someone you

already have in mind. You can initially approach the Events Office who may liaise withthe Vice-Chancellor’s office on your behalf.

If you are planning to invite a Head of State or Royal to your event , please contact the

Events Office before approaching them.

Inviting an external VIP to host

Once you have discussed and agreed your VIP host with the Vice-Chancellor’soffice, the invitation would usually be sent from the Vice-Chancellor on behalf of the

University. You should draft a letter of invitation and send it to the Vice-Chancellor’soffice to be reviewed and signed. If you would like to include some additional

information with the letter, you will need to inform the Vice-Chancellor’s office andensure that they receive the letter and all relevant documents at the same time for

approval.



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Inviting the Chancellor and/or Vice-Chancellor to host or attend

The Events Office is usually involved in the planning and delivery of any events whichthe Chancellor or Vice-Chancellor preside over. If you would like the Chancellor or

Vice-Chancellor to preside over or attend your event, please contact the EventsOffice as far in advance as possible to discuss your event. The Events Office will then

liaise with the Vice-Chancellor’s office if necessary to explore possible dates.

Most importantly, for events hosted or attended by the Chancellor or Vice-Chancellor, or events with University-wide significance, the guest list should be sent

to the Vice-Chancellor’s office for review and suggestions before invitations areissued.

VIP information and profiles

You may need some biographical information about a speaker or host for publicity

material and/or for briefings for internal or events staff. Contact the VIP’s office inthe first instance to find out whether they have standard text for this. If they are not

able to help or point you in the right direction, you can usually find information on theinternet. However, this information may not be accurate or up-to-date so you should

always make sure that any text you plan to use has been approved by the VIP’s officebefore it is circulated.

Liaising with the VIPs office

Once an invitation to host, speak or attend has been accepted, contact the VIP, ortheir office, so that they know how to contact you and you know who to contact in

their office. This is an opportunity to find out well in advance whether they have anyspecial requirements that you should incorporate in your planning, such as transport,

parking, a room in which to change/prepare, refreshments, presentation equipment aswell as dietary or access requirements.

Ensure that they have as much information on the event as they need, including

the background context, any key messages, the location, the timings, who willbe introducing them and any notes for their speech including duration and target

audience. Prepare a briefing pack which should be sent to their office at an agreedtime in advance of the event and also be available on the day.

In some cases, it may be appropriate to offer a meeting with the head of division,

head of department or head of house, for example, before the event, or evento arrange a tour of Oxford or a specific area of the University that might be of

particular interest to them. You want to make their experience of the event asenjoyable as possible.

Find out how they are planning to get to the venue and make sure that you have a

mobile phone number for them, their driver or a person who is travelling with them sothat you can contact them once they have left the office. Send clear directions to the

venue and check for major roadworks/road closures on their route. You can do thisonline for Oxfordshire through Oxfordshire County Council

(www.oxfordshire.gov.uk – Council Services > Roads and Transport > Roadworks)and for the rest of the country through AA Road Watch

(www.theaa.com/travelwatch/travel_news.jsp ). The traffic in Oxford can bevery slow so ensure their office knows to allow ample time for their journey.

If they are travelling by car, you will also need to make sure that you have arranged

appropriate parking and that you have let them know the details in advance.


http://www.oxfordshire.gov.uk/wps/portal/publicsitehttp://www.theaa.com/travelwatch/travel_news.jsphttp://www.theaa.com/travelwatch/travel_news.jsphttp://www.oxfordshire.gov.uk/wps/portal/publicsite


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Looking after VIPs on arrival

First impressions really do count and if you have invited someone to speak at yourevent and there is no-one there to welcome them when they arrive, it will not reflect

well on the organiser or commissioner of the event. Make sure that you have agreedwho is going to be responsible for meeting the VIPs on arrival, and that this person

is fully briefed; they know where they are going, what refreshments are on offer andwhat the VIP’s schedule is in case they have any queries. They should also have some

spare copies of the VIP’s briefing pack to hand.

Introducing VIPs

If you have a VIP guest speaker or host for your event , it is common for either thehost or Head of your department or institution to welcome the audience and give a

short introduction on the event and the VIP before handing over to them. Once youhave agreed who would be the most appropriate person to do this, make sure they

are aware of what they should say, how long they should speak for and where theyshould sit once they leave the stage. You may need to write their introductory notes

for them. Your VIP will also need to know who is going to introduce them and whattheir cue is to take the stage.

Thanks and closing remarks

Similarly, on some occasions it is customary for the individual who introduced a VIP

speaker or host to make brief closing remarks at the end of a speech or presentation.Again you will need to let them know what to say and it is probably a good idea to

make some notes. Closing remarks tend to focus on thanking the VIPs, summarisingthe key messages of the event (where appropriate), thanking others involved in

planning and delivering the event (including the audience) and informing guests ifthere is another element to the event, such as refreshments served in the foyer or

dinner served in the main hall. Bear in mind closing remarks should be very brief andshould not introduce large amounts of new information.

Choosing a venue

Starting your venue search

The Events Office has put together a list of University, college and other Oxfordvenues with details on capacity, location and special facilities which may be useful in

identifying an appropriate venue. A copy of this list is available on request.

Finding the right venue

The key factors in deciding on the right venue will most likely be the location,facilities, the capacity and the cost. Visiting potential venues is the most effective

way of finding out whether it is suitable for the particular event or activities that youare planning. You can also ask whether they have held similar events at that venue in

the past and how they worked.

The event could potentially be held across more than one venue. This usually worksmost effectively when the venues are in easy reach of each other, for example

combining the Divinity School and the Sheldonian Theatre, but may also work whenthe venues are further apart with appropriate planning and transport . The University

Events Office may be able to advise you if you have queries about venues fordifferent types of events.

Considering special requirements

Depending on the type of event you are planning, you may need to consider special

requirements or facilities such as audio/visual technology, changing rooms, securecloakrooms/room for baggage or additional furniture. It is a good idea to contact

potential venues directly to discuss your particular requirements as they can advise you based on past experience.

Getting the space you need

When you book the venue, make sure that you are booking all the space you are going

to need. Some venues book out other rooms for other events so you may want tofind out whether any other events are planned at the same time as your event. If you

need your own private reception area, for example, you may need to book an extraroom for this.



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Planning the layout

The layout of your event will depend on the size, format and activities. Visiting thevenue and walking through what will happen on the day really helps you see how the

event will work in practice, not just on paper.

Some points to consider in addition to space and special requirements include:

Adequate signposting at the entrance to the building and from the entrance tothe room/area where the event will take place is important because some guests

may not have been there before

A registration desk for guests to announce their arrival, collect badges/programmes etc. If you are planning to have this at your event, where will it be

placed to ensure that it is not easily missed or bypassed

Adequate signposting of available facilities, such as toilets, cloakroom, leftluggage, exits

A seating plan for any part of the event – this should usually be printed in thelargest format possible, on display in more than one place at the event and not

displayed in doorways or corridors where a crowd could block a thoroughfare. Insome cases copies of the seating plan for a dinner, for example, can be circulated

to all guests earlier on in the event. If you are planning to do this, you will need toidentify the most appropriate time and location

Reserved seating for the host, speaker(s) and/or VIPs. You will need to ensurethat they have easy access to the stage or other areas relevant for your specific

event, that they know where their seats are and that their seats are clearlyreserved with signs if necessary

Compiling and managing the guest list

Compiling the guest list

Keeping all guest information, including titles, names, addresses, dietary requirementsand partners’ names, together on one list, will make managing the guest list much

more simple. If you are working with a number of different people or departments onan event, the most efficient way to compile a guest list is to give one person or office

responsibility for holding a master guest list, issuing the invitations and acting as themain point of contact for guests. Everyone who is working on the event can then

submit suggestions or amendments to that person or office. The University EventsOffice uses an Excel sheet to record and monitor guest list information. You can

download a template guest list from the Events Office website.

It is usually the responsibility of the event commissioner to put forward the guestlist and, depending on the circumstances, this may be added to by other interested

parties. In addition to the guests put forward within a department or college, it mayalso be appropriate to ask other departments, colleges or individuals within the

University who have a link with the event, whether they have any suggestions orcontacts. In some cases, the event commissioner may wish to send a personalised

invitation with a letter to their contacts. If this is the case, those invitations are stillprepared by the master guest list holder with the rest of the invitations for the event,

and are then sent to the commissioner to be included with their own letter.

Places for the event may be limited so if you find that you have more suggestionsthan you are able to invite, ask the commissioner to prioritise their guests and operate

an ‘A’ list of priority guests and a ‘B’ list of reserve guests to be invited as and when‘A’ list guests are unable to attend. In this case, your RSVP date for ‘A’ list invitations

should allow time for sending ‘B’ list invitations at a later date.


Resource

You can download a

template guest list

on the Events Office website at

www.ox.ac.uk/public_affairs/events/



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Agreeing the guest list with a VIPs office

For events hosted or attended by the Chancellor or Vice-Chancellor, or events withUniversity-wide significance, the guest list must be sent to the Vice-Chancellor’s

office for review and suggestions in the early stages of planning; in advance of widercirculation and before the invitations are sent out. If you are inviting an external VIP

to host the event, you could offer to send a copy of the draft guest list to their officefor suggestions if you think it would be appropriate.

Data Protection

When circulating the guest list internally or externally, always remove addresses and

personal details as it may be possible for other people to access this information. Theperson who is responsible for managing the guest list should select only the relevant

information about accepts, regrets or special requirements to circulate as an update.

Managing the guest list

Giving one person or office responsibility for compiling and managing the guest listwill:

Avoid duplicate invitations being sent to guests•

Ensure that all guests receive the same information and that all replies are•recorded in one place

Provide a single point of contact for all guests for queries relating to the event•

This list should be updated as guests reply to event invitations, noting anyamendments/requirements that they may have which could affect the planning

and organisation of the event, such as dietary requirements or transport needs. Theperson or office who is managing the list can then circulate the updated list each

week (or as frequently as agreed) so that all those involved in organising the eventcan review the acceptances and regrets as they come in.

Organising the invitations

Sending a ‘hold the date’

For some events which are planned well in advance and are of particular significance,a ‘hold the date’ can be sent in advance of the invitations to give guests as much

notice as possible. This might be particularly useful for high-profile events, whereguests may have very busy diaries or where places are limited and you will have a

reserve guest list. You should note the date that a ‘hold the date’ is sent against therelevant guests (if not all) on your guest list for future reference.

Sending the invitations

Invitations should ideally be sent out eight weeks in advance of the event. Bear in

mind that you will need to allow time for designing, proofing, printing and addressinginvitations.

Please note: a draft copy of the invitation for events to be hosted by the Vice-

Chancellor/Chancellor should be sent to the Vice-Chancellor’s office for approvalbefore they are printed.



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Academic Dress

When members of the University are asked to wear academic dress to an event, theyshould wear subfusc clothing as when attending a university examination, i.e.:

Men - A dark suit and socks, black shoes, a white bow tie, and plain white shirt and

collar

Women - A dark skirt or trousers, a white blouse, black tie, black stockings and shoes,and, if desired, a dark coat

Guests who are not members of the University, dress should be such as would be

appropriate for formal occasions, unless otherwise stated.

Candidates serving in HM Forces are permitted to wear uniform together with agown. (The uniform cap is worn in the street and carried when indoors.)

This is taken from the Statutes and Regulations relating to Academic Dress made by

the Vice-Chancellor, as Authorised by Council. There is an extensive description ofvarious forms of academic dress available from the University website:

http://www.admin.ox.ac.uk/ps/staff/handbooks/9/9sall.shtml

Invitation Styles

Details of the invitation styles most commonly used by the Events Office are outlinedbelow. Please contact the Events Office if you need more information or invitation

templates:

Folded invitationPrinted size: A4 folded to A5, designed to open as an invitation card. Colour :

White, Weight: at least 250gsm. This can be useful for including larger amounts ofinformation or for longer events, for example, as there is space to include the running

order and timings for the day.

A5 invitationPrinted size: A5, Colour: White, Weight: at least 325gsm. This is used for all non-

ceremonial events.

Large gilt-edged cardPrinted size: Landscape, width 202mm, height 152mm, Colour: White with gilt-edge,

Details: 350 gsm Gateway Gold bevelled edge. This is usually used for larger, formalevents such as lectures or events involving a number of different parts.

Small gilt-edged card

Printed size: Landscape, width 152mm, height 108mm, Colour: White with gilt-edge,Details: 350 gsm Gateway Gold bevelled edge. This is usually used for smaller, formal

events such as dinners and ceremonial events.

If you have a specific enquiry about the wording for an invitation, please contactthe Events Office. The University’s Publications and Web Office may be able to offer

advice on invitation design. They have also produced a branding toolkit as a guide onthe use of the University logos, texts and colours on printed materials. This can be

accessed online at www.ox.ac.uk/toolkit/

Printing and design

The Print and Reprographics Unit handles University print and reprographics, as wellas some external work. For further information contact

[email protected] or phone (2)70029.

The Publications and Web Office has a list of external printers and designers which isavailable on request. Email [email protected]


http://www.admin.ox.ac.uk/ps/staff/handbooks/9/9sall.shtmlhttp://www.ox.ac.uk/toolkit/http://www.ox.ac.uk/toolkit/http://www.admin.ox.ac.uk/ps/staff/handbooks/9/9sall.shtml


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Addressing invitations

Contributors to the guest list are responsible for making sure that the names andaddresses of their contacts are up-to-date when they are put forward to be invited

to an event. The person who is managing the guest list should make a note on theirmaster list of the date that each invitation was sent for future reference. You may

need to put an invitation on hold if a guest is on a reserve list or the address is beingconfirmed, for example. Remember to highlight this on the guest list so that you don’t

forget to send it at a later date.

For clarification on the correct form of address, the Events Office refers to CorrectForm by Debrett’s which is a comprehensive guide to forms of address in Britain and

overseas, including academics, legal professionals, the peerage, armed forces, andmedical, political and religious styles.

Managing replies

Logging RSVP information

The guest list should be updated as replies are received, noting any amendments/requirements which could affect the planning and organisation of the event going

forward, such as catering or transport. The person or office who is managing the listcan then circulate the updated list each week (or as frequently as agreed) so that all

those involved in organising the event can review the acceptances and regrets as theycome in.

Following up with guests who have not replied

Where timing allows, leave a few days to a week after the deadline for replies beforecontacting guests to find out whether they are planning to attend. If you are planning

an event at which guests will wear badges, make additional badges for any guestswho have not replied in case they turn up. You should also take some blank badges

and a marker pen for other unexpected guests.

Larger/public eventsFor events that are open to a wider University audience or to the public, it can be

useful to use a sign-up process to give you a rough idea of how many people will beattending. For some events an online registration facility may be appropriate and the

Events Office can provide more information on this. If you are not able to have anonline facility, you could ask people to send an email requesting places or to pick up

hard copy tickets in advance of the event.

Catering

Caterers

The Events Office has used a number of local caterers for a range of events who canprovide canapés to buffets to large, formal dinners. A list of caterers that have been

used for events in the past is available on request. We would be happy to advise youof companies who might be appropriate for your event and budget . In the majority

of cases these companies also provide waiting staff for your event as well as a barservice, if required. It is advisable to request sample menus and quotes from at least

three different caterers before making a decision.

If you are planning a dinner, you should ensure that your caterer is able to produceextra portions of any planned dishes in case you have an unexpected guest, or a

guest’s dietary requirements are only received on the day.

Venue requirements/restrictions

If you are planning to have food and/or drinks at your event, you should discuss yourplans with the venue manager in advance. They will be able to advise you on what

will be possible, what has been successful in the past and whether they have theappropriate licences.

Agreeing menus

When reviewing sample menus from caterers, remember to consider more common

dietary requirements, such as vegetarianism and religious dietary requirements, toensure you have a range of options that cater for everyone. If you are planning a

buffet, make sure that the dishes are labelled clearly so that guests can easily identifyany dishes that they cannot eat.



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Event staff

Who will you need to help plan the event?

For larger events with a team of people involved in organising the event , make sure you all agree your roles and responsibilities early on in the planning stages. Having

a detailed plan and timeline will help you co-ordinate different areas of the eventplanning, particularly where there are a number of people or departments involved.

Who will you need on the day?

In addition to possible catering and audio/visual needs, you may need to consider

other staff to work at the event in stewarding or security roles, for instance. Thisusually depends on the number of guests that you are expecting and the complexity

of the event. If you have several presentations happening simultaneously in differentrooms, you may need a member of staff present in each room to manage timing and

deal with any issues that might arise such as technical faults. Remember, you can’t bein two places at once!

Security/stewarding

If you think that an element of your event may pose a security risk, for example if you

have a high profile or controversial guest speaker, you should contact the UniversitySecurity Services through the Proctor’s Office. They should be able to advise you

on the appropriate level of security and/or stewarding for your event. You can alsocontact the Events Office to discuss your particular requirements.

Audio/visual

Identifying requirements

If you require audio/visual equipment and think that you might need a more advancedlighting or sound arrangement than that which is available on site, you should discuss

this in advance with the venue manager. They may be able to recommend companieswho have worked on events there in the past whose experience will be beneficial in

planning what to do for your event.

The University’s Media Production Unit has worked on a wide variety of events atdifferent venues around Oxford and may also be able to advise you: www.ox.ac.uk/publicaffairs/mpu/

Photographers

Unless you are planning a public event , there can be issues around permissions to useor reproduce photographs for an event. It is advisable to inform guests prior to the

event that there will be a photographer there and request that they should notify thephotographer on the day if they do not wish to have their photograph taken.

Remember to brief the photographer if there are any particular shots that you

would like from the event. It may also be useful to issue them with a badge orother identification so that guests and staff are aware that they are the official

photographer. The Publications and Web Office can provide a list of photographerswho are used by the University. Email [email protected]


http://www.ox.ac.uk/publicaffairs/mpu/http://www.ox.ac.uk/publicaffairs/mpu/http://www.ox.ac.uk/publicaffairs/mpu/http://www.ox.ac.uk/publicaffairs/mpu/


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Publicity

If your event is going to be open to the public or University students, for example, you will need to think about how best to advertise to your target audience. University

colleges and departments may be able to assist in disseminating information viaemails to students or staff or by displaying posters. If your event is open to the

public, you could display posters in public places (check first with the administrator)or advertising in local newsletters and newspapers. There are also some local events

pages online, such as Daily Info: www.dailyinfo.co.uk

The University also has a number of resources which can be useful for advertisingcertain events. These include The Gazette, Blueprint, Oxford Today and the University

website. Please contact the Publications and Web Office for more details on deadlines.

It may be appropriate to include some biographical information about a speaker orhost in your publicity material. In this case, contact their office in the first instance to

find out whether they have standard text which they use for this sort of thing. If theyare not able to help or point you in the right direction, you can usually pull together

information from the internet. However, you should always make sure that any text you use has been approved by the person in question’s office.

Insurance

There are several different types and levels of insurance involved in event

management that may be applicable to your event . In the first instance, you coulddiscuss what arrangements your venue has already and what additional arrangements

you might need. If you are unsure about what you may need, please contact theEvents Office.

Transport

Transport requirements

If your event requires guests or other attendees to travel, or if any of your guestshave specified that they need special transport provision, obtain quotes and book

transport with a reliable company as soon as possible. You should make it clear toguests if they will need to travel from one venue to another during the event and let

them know whether transport will be provided or not . If you are planning to providetransport, make sure that you know which guests have requested a place on it so that

you can tick them off as they board and no-one gets left behind.

Transport providers

The Events Office has used a number of local transport providers in the past andwould be happy to advise you on appropriate companies for your event and budget.


http://www.dailyinfo.co.uk/http://www.dailyinfo.co.uk/


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Badges

Depending on the size and nature of your event, you may decide that it would beappropriate for guests to wear badges. This can be useful at networking events, for

example, but is not usually done for smaller, more intimate events.

If you are planning an event at which guests will wear badges, make additional badgesfor any guests who have not replied in case they turn up. You should also take some

blank badges and a marker pen for other unexpected guests.

As with place cards, it is not usually necessary to include the guest’s initials or ‘gong’(i.e. the letters that appear after their name to signify qualifications or honours). You

may, however, consider including their job title and/or company or organisation whereappropriate. You can order boxes of badges and inserts from stationers or office

suppliers.

Table plans, place cards, badges

Table plans and place cards

If the Vice-Chancellor or the Chancellor is hosting your event, you should send thema draft copy of the table plan for the event one week in advance. If you have an

external or other VIP hosting the event, it would be good practice to offer a copy tothem in advance as well, if appropriate.

Usually the host sits in the middle of one of the long sides of a rectangular table,

next to the guest speaker, if there is one. You should also think about other internalor external VIPs and where they are placed, as well as any sponsors. Where there

is more than one table, it is common practice for each table to have a host, often asenior member of internal personnel. Couples should not be seated next to or directly

opposite each other. Ideally they should be seated on opposite sides of the table butoffset (one place removed from being directly opposite each other).

In addition to producing one or more copies of the overall table plan for display at the

event so that your guests can find out where they are sitting, it may be appropriateto distribute individual table plans earlier in the event, for example at pre-dinner

drinks. This is particularly useful at very large dinners to avoid several hundred peoplecrowding round the table plans at the same time, trying to find out where they are

sitting.

You will need to provide place cards with names on to go on the table to make itclear where people should sit when they reach the table. These are usually printed

on both sides so that the guest can easily find their own place and other guestscan identify who they are sitting next to or opposite. It is not usually necessary to

include the guest’s initials or ‘gong’ (the letters that appear after their name to signifyqualifications or honours).



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PROPOSAL

Discuss and complete budget

Approve proposal

Agree event team and roles

FINANCES

Compile budget

Approve budget

DATE

Discuss proposed dates

internally and with VIPs

Check proposed date withEvents Office

Agree date

VIPs

Identify and approach VIP

Send event info to VIP office

Request VIP profile and specialrequirements

GUEST LIST

Agree guest list co-ordinator

Call for suggestions and circulate

guest list to relevant parties

Agree final guest list

INVITATIONS

Invitation and accompanying

information drafted

Invitation approved

Invitations designed and printed

Invitations sent

Monitor replies

PUBLICITY

Design and print publicity

Circulate to departments,

colleges, local press etc

VENUE

Research possible venues

Agree venue

Reserve all required spaces at

venue

Catering

Obtain quotes

Approve menus with hosts and

VIPs where appropriate

Design and print menus

Update caterers on numbers

Seating requirements

Plan seating for lecture/

presentation and inform venue

Draft and approve table plan

Design and print menus

Update caterers on numbers

Audio/visual

Agree music/audio requirements

for speeches etc

Approach and brief photographerif required

Agree visual requirements e.g.projectors and screens

Agree additional lighting

requirements

TRANSPORT

Obtain quotes

Book transport

Confirm contact details and

routes

Other

Signposting

Furniture (e.g. registration desk,

lecturn)

Decorations (e.g. flowers, table

cloths)

Available facilities (e.g. cloak-room, green rooms, parking)

Table plans, place cards, badges

Agree staffing and securityrequirements

Insurance

Licences

Emergency procedures

EVALUATION

Complete evaluation form

Circulate form and feedback tocommissioner

EVENT PLAN CHECKLIST EVENT PLAN CHECKLIST


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The delivery of your event, including the layout, plans for setting up and staffing,should be part of the planning process well in advance of the day itself. The more

thoroughly you are able to think things through and plan ahead, the more likely theevent is to run smoothly and be successful.

The run-up to the event

Re-confirm the date, location and timings for the event with the venue, VIP•offices, caterers, audio/visual technicians, event staff, transport and any other

key people or organisations involved in the event

Make sure that you have confirmed emergency exit procedures with the venue•so you, and other event staff, know what to do in the event of a fire or other

emergency on the day

Where necessary, produce briefings on VIPs for internal or event staff. Contact•the VIPs office in the first instance to find out whether they have standard

text which they use for this. If they are not able to help or point you in theright direction, you can usually find information on the internet. However, this

information may not be accurate or up-to-date so you should always make surethat any text you use has been approved by the VIP before it is circulated

Prepare table plans, place cards and badges where necessary. If you do what you•

can in advance, you will allow yourself more time, however it is usually a goodidea to print the final table plan last as this is the least simple to amend where as

place cards and name badges can be swapped in or out if necessary

Setting up for the event

Try to imagine the venue with the event in full swing when you are setting up for theevent to ensure that you provide adequate space and signposting. Do you need to

consider:

Stewards/security/first aid•

Signposting•

A registration desk – badges, programmes etc•

Branding for the event such as table cloths, posters, displays•

A cloakroom/coat rail•

Additional lighting•

Presentation plaques/awards/certificates•

Reserved seating:•

If your event includes a dinner with a seating plan, make sure you take any lastminute cancellations/additions into account on the day

If your event includes a lecture or presentation, make sure that the events

staff, hosts, speakers, any other VIPs and their guests have clearly reservedseats with easy access to the stage

Staging and stage furniture such as lecturns, chairs and tables including cloths•

and flowers

On-stage refreshments for speakers/panellists, e.g. water and glasses•

Announcements – will you want to announce dinner or ask guests to take•their seats? Make sure that the person who is going to do this knows what

they should say, where they should stand and what time they should make theannouncement. For large crowds you may need to consider using a microphone

or perhaps a gavel or bell

DELIVERING YOUR EVENT DELIVERING YOUR EVENT


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Managing the event on the day

Day plan

It will be useful to compose a day plan which outlines the running order for the eventand helps you co-ordinate activities, guests and staff. It clarifies the roles of everyone

involved in delivering the event and sets out what is going to happen and where staffneed to be at certain times. You can use the day plan as a basis for briefing staff and

colleagues. You want to avoid a situation where you are the only person who knowswhat is happening and who is responsible for different elements of the event.

Your day plan should include contact details with mobile phone numbers for

individuals and organisations who are involved in the event, such as speakers, hosts,caterers, transport providers, etc. If there is a delay, change of plan or a problem, you

will then have all the information that you need to hand.

In some cases you may want to carry out a risk assessment. If you think this would beappropriate for your event, please contact the Events Office for more information.

Briefing staff

Setting aside time to make sure that event staff know what they are doing is essential

for making your job easier on the day and helping to ensure that the event runs assmoothly as possible. Try to meet with all staff who will be working on the event in

advance at the venue so that you can run through the process together and highlightany potential difficulties or factors that had not yet been considered in the planning,

such as the number of staff required for stewarding, the location of the drinks/buffettable, the green room for the VIPs/hosts/speakers.

Depending on the size of your event , it may be useful to have supervisors for

different areas or activities, such as greeting and seating guests, setting up thecatering/drinks. Make sure that you book staff as early as possible and are clear about

your requirements so that you get the level of resources and skills that you need.

Your staff briefing should also include details on what to do in the event of a fire orother emergency and whether there are any staff trained in first aid.

Be prepared

Take spare copies of the guest list showing who has accepted, sent their regrets ornot replied. Sort the list alphabetically by surname to save yourself time searching for

people’s names. It can also be useful to arrange it with those who have accepted andnot replied at the beginning of the list with those who have declined the invitation at

the end as they are less likely to come (although they do occasionally show up!)

Take spare copies of the table plan, speeches and menus, as well as blank badges andplace cards, if relevant to your event, as you may find that plans change at the last

minute. If possible, take a name badge and/or place card for any guests who have notreplied in case they turn up. Remember to take a good pen for writing on the day.

If you are setting up an evening event during the day and therefore not in the office,

arrange to check in with the office before the event starts to make sure you areaware of any last minute changes/cancellations to the guest list, for example.

If you are not going to be in the office, give your mobile phone number to everyone

who is involved in organising and delivering the event so they can get in touchwith you. Make sure that you have a list of all the contact details of the staff and

contractors involved in the event, as well as any hosts or speakers.

Remember to fully charge your mobile phone before an event if it is going to be yourmain method of contact for the day.



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Don’t panic!

It is more than likely that something will not go to plan on the day. If this does happen,try not to panic as this will make you less able to think clearly and come up with an

appropriate solution. Below are some common examples of problems that can arise atevents:

Your VIP/host/speaker is running late:•

See the VIP section under Planning your Event (p. 13) for advice and information

on steps to take to try to avoid this happening in the first place, such as providingtraffic information, clear maps and ample time for travel. However, there may well be

circumstances beyond your control which mean that the event may have to start late.Keep your host and other speakers informed about what is happening and keep in

close contact with the person who is running late so that you can make a judgementas to when they are likely to arrive.

If there are a number of speakers, it may be possible to rearrange the order so that

the person who is running late will appear last and the event can start on time. If thishappens, ask the host to inform the audience so everyone knows what is happening.

If the event cannot start without the person who is running late, you may need todelay the start of the event. If possible, make the decision on this before the audience

is seated, waiting to begin. Always keep the audience informed if there has been achange of plan.

A dinner guest has a specific dietary requirement that was not taken into•account in planning the menu:

Again the most important thing to do in this case is to make sure that the guest doesnot feel uncomfortable or that they are causing a problem. It is not the right time or

place to enter into the details of who they sent the information to, how it went astrayor who is responsible. As soon as you have clarified what their requirements are,

consult with the caterers to find out what they would be able to provide.

A VIP guest or dinner guest turns up who is not on the table plan or the•list of those who have accepted, but is on the original list:

This situation may not be so much of a problem if you are holding a reception or

lecture but may prove more difficult if you are holding a dinner. Make sure that youhave a full copy of the guest list with you, including everyone who has accepted, sent

their regrets or not replied.

Firstly and most importantly, if someone turns up who you are not expecting, youshould make them feel very welcome and not make them feel embarrassed while you

run around checking with other people about why they are there and why they arenot on the list. While it is necessary to double check with them that they are there

for the event that you are running and have not turned up on the wrong day for adifferent event, it is not the right time or place to enter into the details of who they

replied to, how their reply went astray or who is responsible. The fact is that they arethere and you need to make sure that they enjoy the event.

You need to make sure that the guest feels comfortable – it does not matter whose

fault it is that they are not on the list. Depending on the size of the event and thetiming of their arrival, you could take them over and introduce them to the host or

perhaps get them a drink. You can then liaise with the caterers to create an extraplace in an appropriate space at the table, there is sometimes room at the ends of a

long table, and use one of your spare place cards to label it.



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A guest arrives who is not on the original guest list•

This can happen for number of reasons and the way that you deal with it will usuallydepend on the type of event you are having. If they have accompanied someone

who is invited and the nature of the event is such that they would be able to join, you may decide that it would be appropriate to let them in. You can then use your

spare resources to create name badges etc where necessary. If it is not appropriate orpossible for them to join the event, it will usually be sufficient to explain the reasons

for this to them, such as limited seating or security protocols. It will be helpful if youhave specified on the invitation that the event is ‘invitation only’ to try to avoid this

situation arising in the first place.

If a guest turns up unaccompanied to an ‘invitation only’ event and is not on theoriginal guest list, you should be quite careful about whether to admit them. If they

are an employee of the University, and you think it would be appropriate for themto attend, make sure you check their identification. If it would not be appropriate to

admit them, you should explain that this is an ‘invitation only’ event with limited spaceand unfortunately it is fully subscribed.

Try to remain as diplomatic as possible!



24/29


EVALUATING YOUR EVENT EVALUATING YOUR EVENT

Why evaluate?

Evaluation does not have to be complicated or time-consuming but it is an extremelyuseful tool for developing planning and delivery processes in the future. By evaluating

you are measuring how successful your event was against your aims and proposedoutcomes. You can also find out people’s opinions, monitor your spending against your

budget and think about what worked well and what didn’t work well, providing usefullessons for future events. This will inform your plans for future events making them

more successful and easier to plan.

How to evaluate your event

There are two useful methods of evaluating your event:

Monitor the planning process for your event against your event plan and timeline•

as you go to find out whether you are keeping to schedule

Evaluate after the event to find out if you achieved your aims. You can do this•through feedback from other people who organised or attended the event,

including hosts and speakers etc. The Events Office has created a post-eventevaluation form which can be downloaded from the website

Using your evaluation information

What are you trying to find out through evaluation?

Did everything go as planned?•

If not, why not? What could have been done to change this?•

Were your objectives achieved?•

Were your team, participants and audience satisfied?•

What could you have done differently/better?•

What worked well?•

What lessons did you learn for next time?•

What should you do with the information from your evaluation?

Keep it for the next event•

Feed back to your managers•

Share it with the Events Office•

Resource

You can download an

event evaluation template




25/29


Event proposal template

RESOURCES RESOURCES

Event Proposal - Draft University of Oxford Events Office

8 July 2008 Confidential 1/2

EVENT NAME

Organiser’s name

Tel.

Email

Notes

PURPOSE OF THE EVENT

What is the Event?

Event aim

Why are you having theEvent?Objectives and key messages

of the Event

What will happen at theEvent? Event format (e.g. reception,

dinner, concert, lecture)

Who is the Event for?Target audience / guests

(and estimate of numbers)

Notes ORGANISATION – Who will plan and run the Event?

Event Commissioner/Owner

Other interested parties

Budget Source

Budget Estimate

Event Proposal - Draft University of Oxford Events Office

8 July 2008 Confidential 2/2

Notes DELIVERY

Proposed date of event

Location

Host

VIP guests

Speech

Other content

Print requirements

A/V requirements

Dress code

Catering requirements

Guest list coordinator

Security issues

Authorisation and sign-off

Evaluation

The Event Proposal Template provides an overview of

the key elements of planning and delivering your event.

You can adapt it by creating new sections to detail

specific elements of your own event.


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Event plan and timeline template

RESOURCES RESOURCES

Guidelines for completing event plan and timeline template

Please note: this template is not comprehensive and is designed to be adapted to your

specific needs

Insert your event name where indicated at the top of the template•

Insert your event date in the format dd/mm/yy where indicated at the top of the•template

Today’s date and the number of weeks to go until the event are calculated•automatically

Fill in the left-hand ‘Activity’ column with all the tasks which are relevant to the•planning of your particular event. You can use the headers provided such as ‘Set

the Date’ and ‘Guest List’ or you can adapt it to a more suitable layout for yourevent

Identify the person or department that is responsible for each of these tasks in•the ‘By Who?’ column

Note the deadline for completion of each task in the ‘By When?’ column•

If you would like to complete the timeline element of the template as well:

Insert the date that each week leading up to the event commences in the ‘Week’•row

Complete the ‘Weeks to Go’ row, counting down from the number which was•automatically calculated in the ‘Weeks to go until event’ field

If required, fill in the University term week numbers in the ‘Term Dates’ row. This•information can be very useful when thinking about the numbers of students and

staff who may be available for an event

Against each task in your ‘Activity’ column, colour the field of the Week which•corresponds to the date which you have entered in the ‘By When’ column


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RESOURCES RESOURCES

Event budget template

Event name:

Event date:

ITEM BUDGET ACTUAL

SURPLUS/

DEFICIT

INV

REC'D

INV

APPV'D NOTES

INCOME: eg sponsorship

£5,000.00

EXPENDITURE:

VENUE: - hire charge £1,000.00 £750.00 £250.00 7/7/08 8/7/08

CATERING

- food £1,200.00 £1,500.00 -£300.00 5/7/08

- drinks £600.00 £400.00 £200.00

- waiting staff £0.00 £0.00 £0.00

PHOTOGRAPHY

- external £0.00

- internal £0.00

AUDIO/VISUAL

- external £0.00

- internal £0.00

TRANSPORT

- coach hire £400.00 £350.00 £50.00

- car hire £50.00 £20.00 £30.00

- other £0.00

PRINTING

- Internal £0.00

- External £0.00

PUBLICITY

- advertising £0.00

STAFFING

- external £0.00

- internal £0.00

SECURITY

- internal £0.00

- external £0.00

FLOWERS £0.00

CONSUMABLES

- stationary £0.00

- phones £0.00

£0.00

TOTAL EXPENDITURE £3,250.00 £3,020.00 £230.00

INCOME LESS EXPENDITURE £1,980.00

Example Event

2nd July 2008

8/7/08 1/1

Guidelines for completing Event Budget Template

Insert your event name where indicated at the top of the template•

Insert your event date in the format dd/mm/yy where indicated at the top of the•template

Insert the total budget you have available to spend on the event under ACTUAL•INCOME. Remember to include all availalble funds including those from externalsources, such as sponsorship

Enter the amount that you are budgeting for different elements of the event in•the BUDGET column against the appropriate area. These figures should be basedon quotes and research

If you have specific costs which are not included on this general template, insert•a row and enter a header name for the cost and appropriate budget figures

When you know your exact costs for each element, enter this figure in the•ACTUAL column against the appropriate header

The budget template will automatically calculate whether there is a surplus or•deficit on your spending for each element. In other words whether you spent lessor more than you had budgeted. A surplus will be indicated as a positive figure

and a deficit as a negative figure

The template will also calculate your total budget, total actual costs and work out•whether you had a surplus or deficit between the two over all your costs. If this

figure is positive it means you remained within the budget that you set yourself;if it is negative then you spent more than you had budgeted for the event

Finally the template will subtract your total actual costs for the event from your•income for the event. If this figure is positive it means you did not spend all themoney available for the event; if it is negative then you spent more than you had

available

You can also use the template to monitor the invoices for each cost as they are•received and approved to ensure that all costs are paid within the agreed period -

usually 30 days


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RESOURCES RESOURCES

Event evaluation template

8/7/08 1/2

SUMMARY:

Event Name:

Event Type: Please tickappropriate:

Ceremonial Launch Opening Presentation Press

Reception Lunch Dinner Lecture Sports

Other (please specify):_________________________________________

Venue/s:

Date: Budget:

EVENT DETAIL:

Host: Speaker/Presenter/Lecturer:

Music: Caterer:

Other features:

Nos. Guests: External: Internal:

PROJECT TEAM:

Events Office coordinator/s:

Commissioner/Client:

Contact Details:

Tel: Email:

FEEDBACK:

Statistics/attendees:

Key Issues for Client:

_______________________________________________________

_______________________________________________________

_______________________________________________________

EVENT EVALUATION SHEET

8/7/08 2/2

FEEDBACK:

What worked?

_______________________________________________________

_______________________________________________________

_______________________________________________________

What didn’t work?

_______________________________________________________

_______________________________________________________

_______________________________________________________

What could be done

differently? _______________________________________________________

_______________________________________________________

_______________________________________________________

OUTCOMES:

Press &

Communications: _______________________________________________________

_______________________________________________________

_______________________________________________________

Development:

_______________________________________________________

_______________________________________________________

_______________________________________________________

Impact on Objectives/

Which objectives

met?

_______________________________________________________

_______________________________________________________

_______________________________________________________

The Event evaluation template covers some of the keyquestions that should be asked after an event for an

effective evaluation of its success and to inform futureplanning.

Remember to look at all elements of planning and

delivering the event such as consultation processes andworking relationships, in addition to logistical successes or

difficulties.


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Events OfficeUniversity of Oxford

University Offices

Wellington Square

Oxford OX1 2JD

T: 01865 280524

E: [email protected]: www.ox.ac.uk/public_affairs/events/
http://www.ox.ac.uk/public_affairs/events/index.htmlhttp://www.ox.ac.uk/public_affairs/events/index.html

event planning guidelines final version 4 april 2009

Documents