Best Practice in Events Management Monday 30 June 2008 (45 minutes) CISG/ELSG Conference Katrina Helliker, Cardiff University Employer Liaison Specialist Group

Today’s Workshop This workshop is designed to help participants identify the issues and activities involved in planning and implementing fairs and events involving employers. Employer Liaison Specialist Group

Today’s Workshop Who is currently involved in organising events? What type of events? Employer Liaison Specialist Group

Eventful Events Quiz Warm up!!! Short quiz about events Small groups 10 questions 1 point per correct answer The winner is the team with the most correct answers Points mean prizes! Employer Liaison Specialist Group

Eventful Events Quiz 1.At which 2007 event was Dame Shirley Bassey seen wearing Diamante monogrammed ‘Wellie boots’? 2.Where do AGR hold their Annual Conference? 3.Where was the 2007 Labour Party Conference held? 4.How did Princes William and Harry mark the 10 th anniversary of their mother, Princess Diana’s death? 5.Which horse won the 2008 Grand National? 6.Which University is set to host the 2009 AGCAS Biennial Conference? 7.Which team won Rugby’s 2008 Grand Slam? 8.Which Society organises the Chelsea Flower Show? 9.Which sporting Stadium boasts an iconic arch and welcomes some 1.5 million football and rugby fans each year? 10.Which (South West) University held their Summer Graduate Recruitment Fair on Tuesday 29 April 2008? Employer Liaison Specialist Group

Eventful Events Quiz THE ANSWERS … GLASTONBURY THE CELTIC MANOR RESORT, SOUTH WALES BOURNEMOUTH CONCERT FOR DIANA, WEMBLEY STADIUM, 2007 COMPLY OR DIE (2 nd KING JOHN’S CASTLE, 3 rd SNOWY MORNING) BRUNEL UNIVERSITY WALES RHS - ROYAL HORTICULTURAL SOCIETY WEMBLEY STADIUM EXETER UNIVERSITY Employer Liaison Specialist Group

Events Checklist for Careers Staff Running Employer-led Events NEW 8 Page Guide Written by KH Produced by ELSG and AGCAS Employer Liaison Specialist Group

Event Checklist for Careers Staff Running Employer-led Events Planning Finance Permissions Marketing Administration On the Day Evaluation Employer Liaison Specialist Group

Planning Develop your event idea Form a planning team Produce a planning schedule Research and set a date Identify a suitable venue Undertake a Risk Assessment Consider Health, Safety and Security issues Consider transport requirements and control Consider exhibitors deliveries and couriers Plan for Emergencies Liaise with any relevant Services or groups as appropriate Monitor the weather and consider its implications Consider and deliver relevant Staffing and their training Arrange catering and refreshments Employer Liaison Specialist Group

Planning – Group Exercise Undertake a Risk Assessment!?!?! Do you do this already? What does this entail? What do you need to consider? In small groups please take 5 minutes to consider what issues you need to consider when organising events involving external organisations and students. Employer Liaison Specialist Group

Planning – Group Exercise Undertake a Risk Assessment!?!?! Some things to consider … Fire First Aid Illness Traffic Movement Slip strips and falls PAT tested electrical equipment Stands – set up, safety, falling over Over crowding Rubbish and stacked boxes Manual handling Areas off limits Employer Liaison Specialist Group

BACK TO IT … Event Checklist for Careers Staff Running Employer-led Events Planning Finance Permissions Marketing Administration On the Day Evaluation Employer Liaison Specialist Group

Finance Establish funds available, costs and pricing Keep a record of incoming and outgoing receipts Finalise your accounts Employer Liaison Specialist Group

Permissions Establish whether you require any permissions Check for any legal obligations Organise Insurance for your event Employer Liaison Specialist Group

Marketing Develop and implement a marketing plan Develop your website Identify which media you want to use Get event dates published into relevant listings Agree a sponsorship package and secure sponsor Start publicising your event Monitor your progress Post event PR – internal and external Employer Liaison Specialist Group

Administration Set up admin. systems and procedures Securing and processing employer bookings Developing and processing feedback forms Confirmation of exhibitors, speakers etc Co-ordinate venue, services, facilities required Produce an event programme Produce a final report/provide feedback Employer Liaison Specialist Group

On the day Set up – Reception, exhibitors Display signage, welcome packs etc Monitor couriers/deliveries, car parking, catering, crowd control etc Greet exhibitors Trouble shooting Monitor event against the Risk assessment conducted Exhibitor and staff briefings Photos Record attendance numbers Employer Liaison Specialist Group

Evaluation Evaluate your event Consider your performance against agreed (official or unofficial) targets Look at your Exhibitors Feedback Look at your Visitors Feedback Compare the event with similar events in your organisation or similar organisations Make recommendations for the future of the event Employer Liaison Specialist Group

The End … Any Questions? Employer Liaison Specialist Group