Event Checklist
Action / Detail / Responsible / StatusOverview
Type of event / Graduation hospitality
No of guests / What do you anticipate to be your min and max number of guests?
Project Coordinator, academic lead & Chair / Who are the key organisational contacts?
Date
Time
Venue / Ensure you consider accessibility when using external venues; are there ramps/ induction loop systems/ accessible toilets/ lifts?
Please refer to DisabledGo for more details.
Programme/ Schedule / Order of activities (all timings and locations confirmed) .
Budget code & costs / Create a budget at the start of your project – how much money you have and what you need to purchase. Establish a budget code from your Faculty Accountant.
Logistics
Venue booked / Option 1) Book you venue via the Conference Office. A venue hire fee or admin fee will apply, however the majority of details within this document will then be managed for you by the Conference Office.
Option 2) Book internal venues through room-bookings or contact , leaving enough time before and after your event to set up/ clear away.Make sure you receive email confirmation before you make further arrangements.
For advice on which venues may be suitable, contact the Conference Office.
Porters booked / Additional portering (and a fee) may be required, especially if the event takes place during evenings/ weekends. Contact Matt Davies () to check and book portering early.
Room set-up / Confirm how you need the rooms set up and tell the porters of your requirements well in advance.
AV / Contact Learning Facilities Management with AV requirements well in advance. If they are not able to cover your event they may recommend external supplier Evans.
Will you need microphones/ projectors/ screens/ an audio recording of the event? Are you using your own laptop or the fixed computer? Do you have any sound or video clips? It is vital to organise a sound check with the AV team and speaker before the event begins.
You will usually want to create an event holding slide with the University logo and event hashtag.
If you are using a UoB laptop, ask security for a guest log-in rather than risking your own user.
Catering / If the Conference Office is managing your booking they will coordinate your catering requirements. You will be able to select from the Graduation Menu or the Events Menu.
If you are booking the space yourself please use of the approved suppliers:
University of Bristol Catering
Papa Deli (2016 Graduation Menu)
Sally Walker(2016 Graduation Menu)
You can then place your order on Proactis.
Volunteers/ Stewards / Ensure volunteer/ stewards are recruited and briefed in advance. T-shirts for stewards on the day can be helpful.
Cleaners / Let the cleaning teamknow about your event and confirm if they are needed during set-up in order to ensure the venue is clean and tidy for your guests. Additional cleaning fees may apply.
First Aid / There are first aiders within the buildings however this cannot be relied upon for larger events. Please ensure you have adequate first aid cover for your event.
Additional first aid support:
Bristol Ambulance Service
Wifi / The Cloudwifiprovides wireless access to visitors.
Risk assessment/ Health & Safety / Please consult example risk assessment in additional documents section and the University and safety and health information. Ensure all event volunteers are aware of the fire evacuation procedures in your venue and that this is communicated to audiences via the introduction/ in a programme/ on a holding slide. You can signpost people towards the new University access guidelines for key buildings.