1. Event Planning
Estates & Development Directorate -Service departments –
Conference and Events
Accommodation services
Reception services
Catering and Retail
Sports centre
Estates and grounds
Security
Pools rooms and booking
Term time- timetable
Vacation time – conference team
Commercial space- Keele Hall and Keele Management Centre
Conference office
Telephone

2. High Level Planning: 4-6 Months Ahead of Event *
Establish event goals and objectives
Select date
Identify venue and negotiate details
Get cost estimates (e.g., room rental, food & beverages, equipment, travel, etc.) and create a budget
Recruit event committee, event manager
*start your planning as early as possible.

3. 3-4 Months Ahead of Event
Book third party /entertainer liaison: e.g.: band, games provider. Ensure they have appropriate insurance and H&S procedures in place
Venue/logistics planning, e.g.:
Investigate need for any special permits, licenses, insurance, etc.
Determine and arrange all details re menus, drinks, A/V equipment, operational input( estates/grounds) parking, signage, etc.
Review security needs for the event
Publicity:
Develop and produce invitations, programs, posters, tickets, etc.
Create a Facebook event page
Develop a promo video and post on YouTube and your Facebook page
Register your event on a variety of online event calendars
Create some buzz on your blog or social media sites

4. 2 months prior to event
Send reminders to contact list re registration/participation
Confirm venue and third party arrangements
 1 week-10 days ahead
Have all committee meet and confirm all– and ensure back-up plans are developed for any situation
Brief any/all hosts, greeters, volunteers about their event duties and timelines
Final seating plan, place cards, handouts etc if required.
Provide final numbers to caterer

5. Event day Prepare the venue for the event
Event day
Prepare the venue for the event
Greet any third party suppliers, ensure they have appropriate documentation and set up correctly
Ensure signage/decoration in place
Immediately following event
Financial status: gather all receipts, documentation, final numbers etc. and update budget
Send thank-you’s and acknowledgements if required
Post-event publicity
Conduct an evaluation- was it a success/profitable

6. Catering External Caterers
The University policy requests that the University caterers are used for any events and catering needs.
Should external caterers be required, they must satisfy the following and documentation must be provided and forwarded to the conference team to liaise with the Head of catering to ensure that you are providing a safe service. Please do not enter into a contract with external caterers until they have been approved.
Copies of Employees Liability Certification to cover the company working & providing catering services at our venue( Minimum £10 million)
Copies of Public Liability Certification to cover company the working & providing catering services at our venue( minimum £10 million)
Risk Assessments for external catering working
Details of the Levels of indemnity
Food Hygiene certification & Policy ( minimum rating of 3)

7. On campus logistics Grounds and estates Banners/signage Security
Room access – pool rooms/general areas
Conference and Events
Commercial space
Catering requirements
Licences
Health and Safety
Insurances
PAT testing
Risk Assessments/method statements

8. On campus logistics Risk activities Large electrical Current
Own PA, lighting ,AV equipment
Live animals
Large water containers
BBQ or Gas bottles
Leisure /keep fit equipment
Marquees or temporary structures
Digging/staking/pegging into the ground
Working above height
Naked flames
Use of substances hazardous to health
Seating or staging
Inflatables
Access equipment/trucks/large deliveries
Recorded or Live music
All have event checklists

9. On campus logistics Key contacts
Conference and Events, any catering requirements, commercial space, banquets, check dates, use of outside space,
General help and advice -Kathryn Cannell and Emma Woodcock
Security - Nigel Manning
Grounds - Jane Barker
Estates – Estates Helpdesk
Sports centre – Mike Huss and Angela Dale