EVENTS BOOKING FORM

YOUR NAME: Click here to enter text.

CONTACT NUMBER:Click here to enter text. BUDGET CODE: Click here to enter text.

TITLE OF EVENT:Click here to enter text.

DATE(S) REQUIRED: Click here to enter a date. To Click here to enter a date.

VENUE(S):Click here to enter text.

NUMBER OF ATTENDEES: PupilsClick here to enter text.AdultsClick here to enter text.TOTALClick here to enter text.

EXPECTED NUMBER OF CARS: Click here to enter text.PARKING ISSUEClick here to enter text.

START at: Click here to enter text.END at :Click here to enter text. SET UP TIME & DATE: Click here to enter text.

CATERING DEPARTMENT (continue on separate sheet if necessary)

Refreshments required:

Timings:

To be delivered or collected?circle Served or self-service?circle

Cost to be funded by which budget?:Click here to enter text.

TECHNICIANS’ DEPARTMENT

Audio/visual: Laptop/Projector  White Board  Flip Chart/Pens  Large/Small Screen  TV/Video

Lighting  PA systems 

Details/further requirements:

FACILITIES MANAGER, PORTERS & SECURITYPlease attach room plan as appropriate.

Please be aware that parking is limited and advise your guests accordingly. Please state numbers requiring parking:Click here to enter text.Please state Porterage/Security requirements:

Please state table/chairs required/room layout:

WHAT TO DO NOW

1)Contact the Office ManagerKim Holburn to ascertain venue availability.

2)Pass this form to the Calendar Organiser Simon Crane who will give authorisation.

3)The Office Manager will forward copies to the relevant support services. If there are any problems the CalendarSecretary will contact you.

4)Once the form is authorised, the event is entered into the calendar. If there is any need to make any changes after this point, you must contact the Office Manager– especially if the event is relocated, brought forward or postponed.

Checklist for organising Events + Visiting Speakers



●Try to give as much advance notice as possible for your event, so that the support staff can organise the event to everyone’s satisfaction.

●Remember to allow plenty of time for set up, and also set down afterwards; both may be taking place late in the day which requires us to consider costs of porterage who may have to stay on.

  • As a courtesy, if you are using someone else’s space, please ask first and leave it as you found it.

●Make sure you consider all the costs, however minor they may seem, and check that each budget that you are drawing on knows about it.

●Remember that costs which come in after the event may fall on your budget if you have not factored them in to the initial cost of the conference or seminar. Remember to make sure delegates know about fire exits, nearest bathrooms and fire drill procedure before the start of the event. A map of the College site is useful for this (see events rescouces). Good luck!