Events Reference Guide Tip: Turn on the Document Navigation Pane to easily move to the section you require (click the ‘View’ tab and tick the ‘Navigation Pane’ box) Contents Events Reference Guide..........................................................1 INTRODUCTION....................................................................3 ABSTRACTS FOR PAPERS AND POSTERS................................................3 ACCESS TO ROOMS / SALTO CARDS...................................................3 ACCESSIBILITY REQUIREMENTS......................................................4 ACCOMMODATION...................................................................4 University Accommodation: The Green...........................................4 Heaton Mount..................................................................4 Local Hotels..................................................................4 Conference Leeds..............................................................4 APPLICATION TO RUN AN EVENT ON CAMPUS...........................................5 AUDIO-VISUALS...................................................................5 AV support....................................................................5 AV Equipment..................................................................5 Advanced AVs..................................................................5 Process recommendations.......................................................5 PAT Testing...................................................................5 BARS............................................................................6 Student Central Bars..........................................................6 Mobile Bars...................................................................6 BOLLARD PERMITS.................................................................6 BOOKING SYSTEMS.................................................................6 Eventbrite: free events.......................................................6 Web form......................................................................7 Chargeable events.............................................................7 BRANDING........................................................................7 CATERING........................................................................7 Sodexo........................................................................7 External Caterers.............................................................8 CERTIFICATES OF ATTENDANCE......................................................8 CLEANING........................................................................8 COACH HIRE......................................................................8
Transcript
Events Reference Guide
Tip: Turn on the Document Navigation Pane to easily move to the section you require (click the ‘View’ tab and tick the ‘Navigation Pane’ box)
Local Hotels.................................................................................................................................................... 4
AV support...................................................................................................................................................... 5
AV Equipment................................................................................................................................................. 5
Process recommendations.............................................................................................................................. 5
PAT Testing.................................................................................................................................................... 5
Student Central Bars....................................................................................................................................... 6
Mobile Bars..................................................................................................................................................... 6
Web form........................................................................................................................................................ 7
Payment of expenses:................................................................................................................................... 11
FIRST AID........................................................................................................................................................ 11
HEALTH AND SAFETY.................................................................................................................................... 12
Fire alarms.................................................................................................................................................... 12
University car parking................................................................................................................................... 14
Local NCP Parking........................................................................................................................................ 14
City Partners................................................................................................................................................. 15
Production of hard copy materials, flyers, posters etc...................................................................................16
Data protection.............................................................................................................................................. 17
Invitations for invite only events.................................................................................................................... 17
Social Media................................................................................................................................................. 17
(see Twitter Tactics/Social Media)................................................................................................................17
REGISTRATION – on the day.......................................................................................................................... 17
ROOM HIRE / ROOMS.................................................................................................................................... 18
University City campus: GTA and Non GTA................................................................................................18
Non-General Teaching Areas (Non-GTA).....................................................................................................18
This reference guide aims to provide comprehensive information on organising events on University campus. It can be used with Events & Partnerships Good Practice guides and is ordered alphabetically for easy reference.
This information is not exhaustive and there may be the possibility that certain details have changed since this guide has been written – please therefore ensure you receive confirmation of any arrangements made with service providers, and please contact [email protected] with any changes you may encounter. This will help to ensure that this guide remains up-to-date.
ABSTRACTS FOR PAPERS AND POSTERS The following points are the advisable steps to manage the submission of abstracts for papers and posters:
• Write an Abstracts Submission Checklist and make available for people wishing to submit a paper or poster. A ‘Criteria for abstract selection’ template can be found at …..
• Decide deadlines for: Abstracts submissions When a decision would be made When this will be communicated to the people submitting If poster submission, when the poster has to be sent ready for exhibition. Give clear
instructions for poster layout, dimensions and format. This will be dictated by the size of the display boards used for the exhibition (i.e. posters may need to be portrait only)
• Prior to opening the call for papers decide what will be offered to the people submitting papers; e.g. free conference entrance, travel expenses, accommodation and/or expenses, a fee, etc.
ACCESS TO ROOMS / SALTO CARDS
• Most areas at the University are accessed using your Salto Card (staff/student card). There are some exceptions such as the Great and Small Hall. Your card is programmed to access the areas of the University that you work in.
• If you need additional Salto card access for an event you can request this via Estates (Doreen Foster x 6620). Your card will usually be programmed for the period of the event including set up and breakdown.
• Inform Security of opening/closing times for rooms with traditional locks or for events being held outside normal working hours
• If event rooms are along a corridor – request the opening of the main doors to the corridor
• Salto controlled areas can be automatically unlocked and left open for the duration of the event if agreed with Security and Estates.
• Cards need updating following amendments via card control. This can be done by flashing card at central entrances (Richmond Building, Student Central or Norcroft Centre).
• Additional Salto cards can be requested for persons without cards for rooms/areas required for the duration of the event (contact as above). Recommendation that cards are signed out and back in.
• If cards go missing there will usually be a charge of £10
NB the D floor meeting room area is automatically locked after 6pm and is locked on weekends. Link corridors from the lift foyers in D Building are also locked the same.
ACCESSIBILITY REQUIREMENTS
• General information for the campus can be found at: http://www.bradford.ac.uk/disability/current-students/campus/
• Where detailed reports are required, contact Disability Services – Stuart Walker (6007) in the first instance.
• Accessibility is covered in the Risk Assessment – you will need to state what plans are being made for your event. The Risk Assessment would be updated if notification of specific access requirements is received.
ACCOMMODATION
University Accommodation: The Green
• The Green is available for approximately 6 weeks over the summer holidays (mid-July to end August). • Check actual dates and availability with Accommodation Services (David Houston x 6125, Julie
Hartley x 4963).• Current prices are £36 for en-suite and £27.50 for townhouses per night - check direct for latest
prices. • Check price given includes bedding and tea/coffee facilities. • Info on The Green accommodation can be found at:
Private student accommodation may be available locally, seek advice from Accommodation Services initially.
Heaton Mount
Overnight accommodation is also available at Heaton Mount. They have 42 boutique style rooms available. Contact them for latest prices:http://www.bradford.ac.uk/management/heatonmount/accommodation/
Local Hotels
• City Centre hotels can be an alternative to University accommodation. A partner hotel is The Midland 01274 735735. Current negotiated bed and breakfast rate is £71.50
• Jurys Inn is located close by to the University – it is a relatively new 3 star hotel. • Tip: request a code for individuals to book direct to receive the University rate.
Visit Bradford
For details of accommodation in the Bradford area please go to Visit Bradford.
Conference Leeds
http://www.conference-leeds.com
Conference Leeds can provide an event specific accommodation booking portal that can be embedded in the webpages to provide a seamless link through. They would negotiate rates with the hotels.
For more information call 0113 3781177
APPLICATION TO RUN AN EVENT ON CAMPUS
• Visit http://www.brad.ac.uk/events/apply/• This application form notifies all relevant personnel within the University of Bradford (such as Health
and Safety, Security etc.) of the event. • The form should be submitted by the person leading the organisation of the event – and who is also
the main contact with a partner organisation who may be holding an event on campus. • Read the preface to the online form for more details.• A form is generated with the information you provide which can be printed off or saved locally for your
reference. • A risk assessment will be sent to you to complete and return as part of the process.
AUDIO-VISUALS
AV support
• Students from the Faculty of Engineering and Informatics can be employed to provide AV support at events at a cost of £12ph (NB if partner organisation paying for the service VAT would be added).
• Contact Andrew Holmes (Business Development Manager x3905).• AV services (x 3003) may support prestigious events and would have a deeper level of technical
knowledge for resolving equipment failure issues. • Costs up to £32.64 per hour throughout the day or £48.53 for evenings and weekends. (Check prices
direct with AV Services). • They can be on call for events during the hours of 8am to 4pm for equipment failure.
AV Equipment
• Additional equipment can be hired from AV Services where a room does not meet requirements• Equipment is stored in the postroom – where items can be signed out and returned. Any damage,
breakage or loss to be paid for. • A PA system is installed in the Atrium for voice amplification - CD’s/MP3 players can be also be
played to provide background music. The controls are based behind Reception. Advice from AV services.
• There are two mobile PA systems available from either AV services (x3001) or Student’s Union (Phil Lickley - 3255). There may be a usage charge – enquire direct.
• NB a passcode is required in some lecture theatres to access microphones and small equipment items – check current requirements/code with AV services.
Advanced AVs
• These include PA systems, screens audio systems, filming equipment, etc.• Advice and quotations available from from Student Union, AV Services and Informatics. • Filming Services are supplied by Informatics (Matt Overton 6688)
Process recommendations
• Collate PowerPoint presentations prior to the event for checking. • If speakers are likely to bring on a USB on the day plan time in schedule for checking and loading (it’s
advised to have AV Assistant to facilitate). • Where two computers are available put presentations on both computers as a contingency, for
immediate switch over in case of complications.• Is there a plasma screen for Welcome Messages – prepare slide with any required logos.
PAT Testing
• PAT testing certificates are required for all equipment plugged into the university’s mains system. • Testing is carried out annually by Estates on all equipment in-situ
• Equipment brought in must have current PAT test certification to be authorised for use.
BARS
Student Central Bars
• These can be booked through Jon Archbold (x 3257). • Jon will advise on the most appropriate bar venue for your event; and whether there will be a hire
charge (depends on numbers and likely spend).
Mobile Bars
A pop-up bar can often be set up in other venues within the University (i.e. Norcroft Centre Lounge.• Ensure there is space within the chosen venue for the drinks fridge.• Check costs involved such as additional portering• Jon Archbold and Steve Wiggins to agree/authorise location from a practical and H&S perspective.• Decide on stock list and quantities and prices• Agree and plan portering of fridges from Student Central (liaise portering x 4808).
Alternatively you can investigate pop-up bar provision from Sodexo – see ‘Catering’ for contact details
BOLLARD PERMITS
A bollards permit can be obtained to remove the bollards outside the atrium allowing vans to park closer to deliver heavier items (i.e. shell schemes, furniture for gala dinners, etc):
• Notify and request ‘bollards permit’ from Estates (Chris Mudd). Allow as much notification as possible.
• Complete and forward to Head of Security – minimum of 24 hour notice required.
BOOKING SYSTEMS
The University of Bradford currently does not have a specific booking system for attendees booking on events but suggests considering the following:
Eventbrite: free events
• Eventbrite is widely used by University staff organising events as it is quite flexible and for free events it is free of charge.
• Visit https://www.eventbrite.co.uk/ for further information. • For guidance in setting up an event visit http://help.eventbrite.co.uk/customer/portal/articles/430478-
how-to-create-an-event
Refer to the following when setting up an event page:
• Use the pale grey colour theme for UoB event pages in Arial font • Include the University logo on University events • Colours can be added to the theme sections using a RGB hex code from the University colour palette
• Ensure fonts and colours comply with University branding requisites• Be aware that Eventbrite adds standard wording which you might want to change or add to
• Logos, including Faculty logos, can be found in Asset Bank: http://assetbank.bradford.ac.uk/. • [Register as a user if you haven't already (top right)]. • Content-approved images can also be sourced from Asset Bank to include on an event page• Investigate how Eventbrite can be used in the promotion of your event.
Web form
• The Web Team can set up a form embedded within your events page to received bookings.• http://www.bradford.ac.uk/marketing-and-communications/web-team/log-job/
NB Eventbrite is the most popular approach.
Chargeable events
The University does not have the financial facility to accept online payments as part of an event booking system, possible solutions:
• Eventbrite can be used when charging for events however there is a cost which is currently 65p per ticket plus 2.5% of ticket (max £6.50), additional 3.5% for debit card/credit card payments.
• Regonline is another system that has greater flexibility in setting up larger events (i.e. > 1 day with parallel sessions) and less obtrusive branding than Eventbrite however it costs to run free events and is slightly more expensive.
• Booking system charges can be absorbed into the fee or passed on to the attendee• Online payment can be also made on the UoB estore: http://estore.bradford.ac.uk/:
useful for single amount payment types for straightforward events. keeps a record of payments received therefore attendees but not an event management
system if you feel that your event could be administered by the e-store contact Jill
Consider whether you will allow payment by invoice for your event. If so plan the process to follow to provide a paper trail for University auditing purposes.
Important: • the booking system adopted must provide bookers the opportunity to state any accessibility
requirements (part of risk assessment requirements). • Include Data Protection wording if required (see Promotion/Communications section below)
BRANDING
All event material design must adhere to guidelines found at:• http://www.bradford.ac.uk/marketing-and-communications/tools-guidelines/• Eventbrite: Set up booking system with correct colours/branding – for example Eventbrite landing
page. Be aware of any communications being sent out from within the booking system – ensure they comply with branding in colours and fonts used.
• All printed materials / powerpoints etc must adhere to branding guidelines.
Inprint & Design provide printing and design services for the University which adhere to branding requirements:http://inprintdesign.com/ 01274 235757
CATERING
Sodexo
Visit following link for information on menus, etc.• http://www.bradford.ac.uk/student/the-campus/food-and-drink/catering-for-events/• Follow the ‘how to book’ information on booking catering ([email protected]; x 4901)
• During normal working hours menu prices include staff costs (chef and service staff).• Out of normal working hours staffing costs may be charged on top – enquire direct with Catering• During menu selection consider the nature of your event audience ie are they young, predominantly
halal eaters? Provide this information to Catering during discussion to ensure the best choices are made for the audience.
• Catering provision can vary as to the venue – further information is available at: http://www.bradford.ac.uk/student/the-campus/food-and-drink/catering-for-events/venues/
External Caterers
It is University policy that Sodexo provide all on-campus catering however occasionally the use of external caterers may be approved by the Head of Commercial Services (Chris Spargo). If so, the following assurances are usually required:
• full liability insurance document• food hygiene certificates• methodology documentation • any electrical equipment brought in from an external source to be PAT tested• external catering provision to be covered by risk assessment
Advice on the above can be sought from Health & Safety (Steve Wiggins x 5764; [email protected]) and Catering/Chris Spargo.
NB For large events such as gala dinners clarify who will be supplying the seating, tables, chairs, decorations, cutlery, crockery and glassware.cost. See the Guide to Gala Dinners [check name and location]
CERTIFICATES OF ATTENDANCE
Certificates of Attendance can be issued to participants on short course/conference events that last for at least 5 hours. These can count towards attendees CPD portfolios. The format of the certificate includes:
• University logo• The wording ‘Certificate of Attendance’• Date• Faculty Dean signature/full name and title• Can include head of area signature/full name and title•
Additional points: • All certificates to be printed via Inprint & Design who hold the current certificate template• A record to be kept of all certificates issued for auditing purposes
CLEANING
Consider whether additional cleaning might be required for example an evening event using an area being used throughout the day or a Saturday event in an area that has been used the day before. If required:
• contact Sue Walters in Estates ([email protected])• be aware that additional costs will be incurred (possible out of hours additional time)• obtain contact numbers of the ‘on the day’ supervisor
COACH HIRE
Preferred coach suppliers are:
Williams Coacheshttp://www.bradford-coaches.co.uk/
Contact the events team for details of additional coach suppliers should enquiries with the above be unsuccessful.
ROOM DRESSING
Events such as round table dinners, festivals and fayres and gala dinners may require you dress the room. When considering room dressing please refer to the University branding guidelines and the branding for your event and use these colours. For some items it may be cost effective to source these online using a department credit card to purchase them if authorisation is given. Note the following:
• What room dressing is most appropriate for your event? For a festival and Faye it might be more appropriate to have bunting and banners. For a gala dinner or round table dinner it might be more appropriate to think about flowers, linen and draping.
• All room dressing items to be flame proofed. Student Union may be able to offer both flame proofing services to meet Health & Safety requirements. Details on decorations/flame proofing should be provided on the Risk Assessment.
The Events and Partnerships team can provide guidance regarding room dressing and suppliers.
DELIVERIES
Event related items may be delivered to the University (such as leaflets, posters, stands etc.) by couriers. Ensure the following:
• exact postal address given (usually use postcodes for delivery)• ensure someone available to take delivery and to oversee after event collection• an accessible storage room available close to event venue where possible
EXHIBITION SHELL SCHEME
Initially enquire with Inprint and Design as to possibilities of supply and assembly – they will need to know how many stands you require.
Alternatives are:
• Exact Exhibitions David LoughlinManaging Director07436272267
Costings come to approximately £150 (2014) per stand but will differ dependent upon supplier, number of stands and labour.
Exhibitions require posters to be adhered to the stand:
• ensure the size of poster is correct for the size of panel. • check the method of fixing the posters to the stands – velcro strips or magnetic strips.
• Hardboard ‘posters’ can be an alternative – the posters slot into the frame and form the back and sides of the stand (liaise with Inprint)
EVALUATION
The method used to obtain event feedback forms does depend on variables such as the type of audience however common approaches are:
Electronically sent by email as a password protected fillable form word document A hard copy provided for completion and collection on the day A link to an online survey sent by email after the event Send through Eventbrite booking system (if used – see section above on Booking Systems):
o using SurveryMonkey or Survmetricso attach a form created in Google Forms. o Further info can be found at http://help.eventbrite.co.uk/customer/portal/articles/430062-how-
to-send-a-post-event-survey-to-attendees
Contact the Events and Partnerships Team if you would like feedback survey examples.
EVENT BRIEF
It is good practice to provide an event brief to speakers and facilitators. If a member of Senior Management Team is involved in the event they will expect a thorough event brief. These would ordinarily include;• Overview and Background• Schedule• The persons role outlined• Venue information• Guestlist/Attendance list• Menus (optional)• Biographies of other key peopleContact the Events and Partnerships Team if you would like example briefs.
EVENTS CALENDAR
It is preferable for your event to be displayed on the University’s official event calendar:http://www.brad.ac.uk/news-and-events/events/
For your event to be detailed here:• It needs to be located within your Faculty’s event pages on the University CMS system• The designated eventsv1 template must be used. Your designated Faculty/Department webpage
manager can help with this – contact the relevant Faculty administrator to obtain name and contact details.
• A link to the event booking system can be included on this webpage as good practice for a seamless customer experience.
FINANCE
Budget
It is important that a budget be developed, and then monitored for your event. A budget can help set delegate fees based on the costs involved, breakeven and whether a surplus is required. In addition:
• Consider what cost code will be used for the event ensuring cost centre holder is aware. • Short courses and conferences can have an activity code set up under the cost centre to manage
transactions. Contact Sarah Clark (5045) Grants Finance for further details
Contact Events & Partnerships for an example budget spreadsheet if required.
The costs involved in holding events with a partner organisation may be shared with partners paying towards certain aspects of the costs involved i.e. catering costs. The monies would be obtained by raising an invoice and would be processed through University’s e5 system:
• contact your Faculty Administrator to advise on who would can facilitate the process. • note that where invoice is being raised for a service then VAT would need to be applied. • VAT is also applicable for room hire in some instances (check with Tracy Spencer;
[email protected], the University’s VAT expert)..Paying external speakers fees on events
There are two possible routes to paying external speakers and general events staff:
• To establish which route to follow it is important to determine whether they have self-employed status or not
• To do this the Employment Status Questionnaire (Finance ‘forms’ web page) must be completed by the member of staff engaging the person to work.
• This form must also be signed by the individual concerned and an authorised signatory within the Faculty, if they require payment to be processed along route 1.
Route 1: If the individual has self-employed status:
• A copy of the invoice (or completed PF1 – finance ‘forms’ webpage) and the Employment Status Questionnaire can be sent straight to Finance Creditors, D28 Richmond.
• The forms do not need to go through payroll.
Route 2: If the individual does not have self-employed status then:
They would then be paid based on the Fixed Term Part Time Hourly Paid Contracts Policy which involves:
• Preparing a contract Completing a personal details form (if one has not been previously completed for the individual)
• It is essential that a copy of the speakers passport is taken – a copy of the cover, photo and visa pages – and that these copies are signed and signed in front of a member of staff.
• This documentation then goes to the Department Resource-link administrator within your School who will enter them onto the system if they are not already on. [Please contact a member of Academic, Academic Related, Clerical and Technical Payroll if you have any queries at this stage].
• Appropriate codes will be added to the paperwork. • The paperwork will then be sent to Academic, Academic Related, Clerical and Technical Payroll for
processing through the payment through payroll.
Payment of expenses:
Complete a PF1 form and send to Finance Creditors, D28 Richmond. The form is located towards the bottom of the table at http://www.bradford.ac.uk/finance/financial-information/useful-forms/
FIRST AID
The Security team are the principal first aiders for the University of Bradford and unless you have a University qualified first aider dedicated to the event they should be your first call:
• for non-emergencies x6999 • or in an emergency x8888 or 01274 238888. • NB if you dial 999 from a University line you will be directed to security first.
Further info:• Security and staff provision generally cover small to medium sized events needs
• Events for between 400 – 1000 attendees will require an additional 2 first aiders. High risk events may require more – this would be advised as part of the event application process. Advice on appropriate providers can be obtained from Security.
• All first aid accidents or incidents must be reported to Health and Safety . The form can be downloaded here http://www.bradford.ac.uk/health-and-safety/useful-forms/
For a list of first aiders within the university/within a particular school/department, please contact the designated departmental Health and Safety colleague.
HEALTH AND SAFETY
The Fire Safety Officer for University of Bradford is Steve Wiggins [[email protected]; x 5764]. He is informed of any events that exceed ‘meeting’ size through the Events Application Process and through Risk Assessment submission. Steve can advise on venue suitability with regards to numbers and layouts at early planning stages.
It is important to be aware of ‘on the day’ Health & Safety:• refer to the Risk Assessment document• be aware of hazards such as trailing cables, restricted access, fire doors blocked, opening fully both
sets of doors, etc. • Include checking within ‘on the day’ planning schedules, allocating as a task
.Fire alarms
• Fire Alarm tests are tested weekly - check whether any tests are planned during the event duration – see http://www.bradford.ac.uk/estates/estate-management/fire-alarm-testing/ .
• Fire drills are undertaken annually, the University Fire Safety Officer is aware of events taking place by way of the event application process – he can advise if these may cause interruption to the event.
• Should an unscheduled fire alarm sound then guide visitors then the assembly points following the building evacuation strategy (see below).
Housekeeping and fire instructions
There are Housekeeping and Fire Instructions for the main venues used for events throughout City Campus:
• A copy of the relevant housekeeping notices are forwarded as part of the confirmation of booking received after submitting an event application.
• They can also be found under the appropriate room information as a link at the bottom on the page. • Room information can be found at www.bradford.ac.uk/events/rooms/
Evacuation strategies
Evacuation strategies are available for buildings across campus:
• They are located at http://www.brad.ac.uk/health-and-safety/a-zsubjectindex/fire/evacuationprocedures/
• Refer to these during risk assessment preparation, be fully familiarised on the day of event in case of emergency
• Any queries regarding this can be referred to Steve Wiggin
Disabled Access
It is important that attendees have the opportunity as part of the booking process to state any accessibility requirements. On being informed of attendees with specific requirements such as wheelchair use:
• assess the venue, the evacuation strategy for the building and decide whether a Personal Emergency Evacuation Plan is required.
• Steve Wiggins can provide advice, also the Disability Service [[email protected]; x 3739]
• Be aware of the use of Evac+Chair for transporting wheelchair users down stairs should the lift be out of action in case of a fire. Training sessions can be provided – contact Steve Wiggins.
• For hard of hearing visitors Deaf Alerter is available on campus. Liaise with Stuart Walker in Disabilities office (x 6007) as to whether this would be required for the visitor.
HEATING & AIR CONDITIONING
Heating is generally managed through Mark Wrigley x 5439; [email protected]. Be aware that Estates staff do not work evenings/weekends and it’s important to plan requirements in advance.Contact Mark:
• For any event that is being held out of usual business hours• To arrange for the correct heating/air-conditioning levels to be programmed in• To check whether heating/air-con can be controlled from within the venue during the event
If so, check how it’s done
INDEMNITY INSURANCE
The University has a Public Liability limit of indemnity of £30 million. This covers:
• legal liability for damages• costs and expenses for causing accidental bodily injuries to third parties• damage to their property.
For more information and a link to the insurance documentation follow the following link:
In the event of a claim or incident the first point of contact is the Insurance Officer - Maxine Brown - in the Insurance Office ([email protected]; x 3061)
JOINING INSTRUCTIONS / BOOKING CONFIRMATION
Joining instructions provide key information for attendees and should include:
• Date• Venue• time • instructions on getting to the venue• accommodation details/suggestions if relevant• contact information• parking details• details specific to your event
Examples can be supplied by the Events and Partnerships Team if required.
Good practice:
• Joining instructions can be sent with booking confirmation• They are usually sent electronically however be aware that some attendees may prefer hard copy
depending on the nature of the event/target audience• reminder information sent a couple of days before event• can be prepared and then automatically sent as part of a booking system (ie Eventbrite)• Where there additional documents (i.e. conference programme) it is recommended that these are
stored as .pdf’s on the CMS system so that a link can be provided from within the joining email – rather than attaching documents
LICENCES
Part of the events application process includes questions being asked to identify whether a licence is required. Jon Archbold is the University licensing expert and will contact you as required after form submission. The following is general advice:
• An alcohol license is required for events serving alcohol if there is a charge to attend, or the alcohol is being charged for on the day.
• The Richmond Building, Student Central, Heaton Mount and Theatre-in-the-Mill have an alcohol licence
• Venues such as Norcroft Centre and re:centre don’t have licences and require a Temporary Events Notice
liaise with Jon Archbold regarding this – giving a minimum of 3 weeks’ notice.• A Performing Rights Society (PRS) licence may be required for recorded and live music, and the
Public Video Screening Licence (PVSL) with regard to screening of films. many venues are covered by a general licence for the PRS the Students Union obtain an annual PVSL. contact Jon with any specific queries.
PARKING
University car parking
• parking spaces are not usually available for events during normal working hours during term time. • It may be possible to obtain parking permits for keynote speakers for events - check directly with
[email protected] • Spaces may be available to get more permits out of term time – again contact
[email protected] • Parking on campus after 5pm is available for events and guests will not require permits
Local NCP Parking
An agreement has been made with NCP car parks for a discount at Southgate (located next to Jurys Inn) and Hall Ings (next to Hilton Hotel) car parks.
• The cost for 24 hrs is £3.20• saving of up to £6.80 on usual costs.• Contact: Jodie Davies, 07887 532 019, [email protected]
Events & Partnerships usually have some in stock (x3217)
PARTNERSHIPS
Events
Any partnership event should:• Have (or the potential to have) strong links with the University be that the Faculty, Central Directorates
or student body• Can identify and bring tangible outputs from the interaction (progression of RKT, lead to recruitment
opportunities, raise the university profile and enhance our reputation, connect leadings academics or staff to a wider network of stakeholders)
• Should lead to a stakeholder engagement/relations plan of added value and additional benefits• The partner may or may not have budget for venue and services. To note: we are not interested in
generating profit from any event that does have a budget• Consider timing of event in relation to busy times in the University calendar including planning around
core events such as Graduation Ceremonies, Open Days, etc.
Refer to Partnership Event Good Practice Guide for further guidance.
City Partners
The City of Bradford is raising its profile nationally and internationally and the University is in a position to showcase the City to visitors to events at the University. Local restaurants, hotels and attractions are keen to work with the University to offer special rates and discounts for visitors at events. Ways of offering discounts include:
• printed discount vouchers or tear-outs from literature• showing visitor badges• giving a code
Historically arrangements have been made with:• Midland Hotel• My Lahore• National Media Museum restaurant
Consider which offering would best suit the target audience.
NB Bradford's trendy Independent Quarter is sited in and around John Street, Westgate and North Parade in BD1. Businesses here are keen to work with the University and are suited to student focussed events (ie recruitment type events where promotion of lifestyle is important).
PHOTOGRAPHY / FILMING
Details on photographers and guidelines for use can be found at:
This includes a consent form which can be used when an individual is specifically shown (rather than in the background in a general picture). Consent is particularly important for those being photographed who are under the age of 18. Contact [email protected] should clarification be required.
NB It is good practice to site signage within the venue stating that film/photography is taking place. Include instructions to inform the photographer should the visitor not want to be included.
Photographic images:
• Asset Bank is the university’s bank of photography which is managed by Marketing Communications. • A user name and password is required to use this service.• http://www.bradford.ac.uk/marketing-and-communications/tools-guidelines/asset-bank/
PORTERING & FURNITURE REQUIREMENTS
Consideration needs to be made to the layout required in the venues being used and liaison with Portering services will be required. When choosing a venue:
• allow time for set up and break down as part of the booking. • Consider whether storage is required – book additional room if required (Peter Jackson, portering
manager, will advise x 4808 [email protected])• Should set up time be required out of hours to be able to use preferred venue – liaise with Peter
Jackson. Portering overtime may be required and therefore a budget consideration. • Where possible portering will provide the required furniture for the event however certain events will
require furniture hiring in (see below) i.e. gala dinners, etc.
• older marler haley boards available free of charge• new boards charged at £1 per board (a cost code is required when booking). • Book boards through Peter Jackson, contact details above
Furniture hire
An authorised and reliable supplier used by Events & Partnerships:
• YouCan Hire, 08706 004007.
Staging
Staging is available from Portering:
• different stage heights are available (different legs) • available as 8 pieces of 1m x 2m & 4 pieces of 1m x 1m.• depending on the type of event you may decide to cover the stage • consider safety implications as part of the risk assessment.
Marquees
A marquee might be a viable alternative where space is short, or suit the event (i.e. staff barbeques, etc):
• The Student Union has a marquee however does require significant set up time (and therefore staff cost). Contact Phil Lickley for availability x [email protected]; x 3255 Can volunteers be found to assist set up/break down.
• See http://www.galatent.co.uk/marqueesales.asp for marquee hire or sales. Hiring included set up/breakdown.
• Marquees to comply with Firecode 10 of the health and safety procedure which can be found on the following internal link: http://www.bradford.ac.uk/health-and-safety/media/healthandsafetyservices/documents/FC-10---Marquees.pdf liaise with Steve Wiggins ([email protected]; x 5764)
PRAYER ROOM / TIMES
When event planning consider prayer times and the provision of a dedicated prayer room:
• the prayer room is located is located opposite the entrance to Chesham Building by Gallery II • alternatively book a room nearby they event venue• We should do our best to avoid 12-2pm on Fridays for all events.• We need to ensure we are referring to the Shap Calendar (http://www.bradford.ac.uk/equality-and-
diversity/religious-festivals-and-holy-days/shap-calendar-of-festivals/) in our planning.• We need to maintain an awareness of the Religion and Belief Policy
There are a number of methods to promote an event and you should consider what is most appropriate for your target audience. These are:
Production of hard copy materials, flyers, posters etc.
• Inprint and design are the preferred supplier and can be contacted on ext 5757. • Make sure you consider how you will reach your audience with these materials.
• It is unusual to produce and send out hard copy booking forms – however ‘dates for your diary’ type notices (suggest postcard sized) with the event webpage given can catch attention Remember What, When, Where, Who and Why when designing literature.
• Public libraries will often display hard copy materials if the event will appeal to library users. Tourist information Centres are also usually happy to display
Data protection
Where an event has open booking (i.e. not through an invite list or existing database) data protection wording should be included in booking system. Suggested wording:
“Please tick the box if you would not like to receive news of other University of Bradford short courses or seminars that are relevant to your area of expertise. Some mailings may use technologies that allow us to track which subscribers have read them, although all information is stored and used under the principles of the Data Protection Act. For full details, please see our privacy policy at http://www.bradford.ac.uk/about/legal/privacy-and-cookie-policy/ .
Invitations for invite only events
• You will need a list of contacts to promote your lecture via Eventbrite, or the link can be shared on social media.
• The invite could simply a designed Html email or a hard copy invite for prestigious events. Either way you will need a list of contacts to send this invite to. You need to include a call for bookings and this can be a link to an online booking system or by email.
Contact Events & Partnerships for example invites.
Press release
Send [email protected] the event title and brief and they will consider if they think it will get press interest. They may work on a press release with you and will manage the sending out of the release.
Staff Briefing
Send brief information and booking details to [email protected] at least 2 weeks before the event for inclusion on staff briefing.
Social Media (see Twitter Tactics/Social Media)
REGISTRATION – on the day
As a general guide it is recommended best practice for:
• up to 100 delegates over a ½ hour period 1 member of staff• if there are several handouts in addition to a badge it is advisable to have 2 people registering
Suggested ‘Bits box’ items: Pens, sellotape, notepad, blue-tac, receipt book, batteries,whiteboard markers/flipchart, elastic bands, scissors, expense forms, glue, velcro dots, parking permits (if applicable), NCP discount tickets if applicable, stapler, hole punch, telephone directory, door wedges (not to be used on fire doors), extension lead, all useful documentation.
RISK ASSESSMENT
Risk assessment need completing for each event held at the University of Bradford main campus, Emm Lane campus and for events held off site. A risk assessment will be sent to you for completion following submission through the Event Application process. The person submitting the application is automatically named as the main risk contact for the event – for larger events additional names can be added for different areas such as technical, speaker liaison, etc. It covers aspects such as:
• Accessibility requirements (mobility impairments)• Detailed list of all activities• Entrances, exits and queue management• Emergency evacuation• First Aid• Risk of Fire & Harm; and risks to speakers• General hazards including technical aspects• Event staffing
Risk Assessments can appear daunting however it does prompt to thoroughly plan processes. Example completed risk assessments can be provided by Events & Partnerships.
ROOM HIRE / ROOMS
Rooms are booked through Room Bookings x 4848 [email protected] unless stated otherwise below.
Room bookings policy on major events:
• Teaching has priority over events, room bookings aim to be flexible if at all possible.• Deadline for notification of major events
For events during Semester 1 – place request by end of previous April Confirmation of booking by last week in June
For events during Semester 2 – place request by final week in June Confirmation of booking by end of first week in August
General room information can be found at:www.bradford.ac.uk/events/rooms/NB this is as accurate as possible however layouts, seating, equipment and layouts can change. Please inform us of any discrepancies by emailing [email protected]. Please also check specific queries direct with room bookings or AV services.
University City campus: GTA and Non GTA
General teaching areas (GTA):
there will be little or no availability of GTA during Semesters 1 and 2 during normal teaching hours see http://www.bradford.ac.uk/year-planner/academic-calendar/ for Semester dates
Rooms may be available Wednesday afternoon/evening
Non-General Teaching Areas (Non-GTA)
• D Floor Foyer (D3)• Sanderson (D5)• D1• Atrium Balcony• Atrium• [ATRIUM AREAS ARE REQUESTED THROUGH PATRICK LITHERLAND
The Norcroft Centre Lounge and meeting room 2 (MR2) are available all year round; the Auditorium is classed at GTA and has the restriction outlined above.
Student Central
• Contact Sophie North (3311) regarding availability of rooms on levels 00
• Some rooms are GTA such as the lecture theatre, however the boardroom is available on level 00• The exhibition mall and activities room on Level 01 can sometimes be booked via Deborah Moore x
3284, Student Union• For rooms on level 02 (bar area) contact Jon Archbold.
Heaton Mount
• Heaton Mount is on the Emm Lane campus – contact Claire Wilson on 4485. • It is managed by Sodexo and therefore there will be a charge for use. • It has been recently decorated and makes a superb venue for high-profile type events. • Out of Semester time it may be possible to use other areas on Emm Lane campus (ie the Debating
Chamber is adjacent to Heaton Mount). • Information on rooms at Heaton Mount can be found at:
This area is managed by Sian Brown on 8000 or via email [email protected]. Please note that the re:centre is for ‘externally’ focused events in support of our employability, enterprise and innovation agendas.
Points to consider when booking rooms:
• are they large enough/correct layout/AVs, flat floored? Fixed seating? Parallel session rooms required?
• Is there natural light in rooms where sessions last longer than one hour?• If the event is taking place over a large space check with room bookings whether any other activities
may impact on the event or vice versa – re-think venues if required. • Ensure the timings for both set up and take down are covered e.g. if the event takes place on the
weekend, ensure portering has been booked for the set up on the Friday and for take-down on the Monday. [Weekend portering sometimes possible – contact [email protected] direct.]
• Is a prayer room required?• Floor plans are available on the Estates website http://www.bradford.ac.uk/estates/estate-
management/plans-and-accommodation-register/
SCHEDULE/TASK LIST
It is recommended that a checklists be created at the beginning of the planning process:• one for the planning up to the event with deadline dates planned in• and then an ‘on the day’ schedule to include specific timings • refer to the Good Practice guide for the type of event you are organising when creating task list• If a number of people within a team are working on a large event consider creating a shared folder so
the communications and arrangements can be stored centrally.• It is useful to prepare a list of telephone numbers of all staff working on the day, along with phone
numbers of any suppliers contributing ‘on the day’ i.e. furniture hire contacts, etc.
SECURITY
The kind of security required, will depend on the event and location:
• the event application process alerts Security to the event – they will contact you should they have any particular advice/concerns
• if your event has over 200 delegates and is out of hours contact Paul Young who will advise on the number of Security staff needed and the event and budget can be planned accordingly. Where a visitor is bringing their own security – they would liaise direct with Paul Young.
• For residential accommodation security queries liaise discuss with Accommodation Services when making booking
• Bars at Student Central have a preferred supplier of Security staff (Premier) suiting the audience and types of events held there – liaise with Jon Archbold x (x 3257) bars manager, Student Central.
SPEAKERS
Do we have any advice on finding speakers, etc
When deciding a speaker consider:- Are they relevant? Have experience in giving speeches? - Who will invite them? How will they be invited? - What arrangements will need to made – Hotel? Travel?- Who will be the key contact for the speaker at the University on the day? This might not be the event
organiser- Brief the speaker – schedule, objective of the event, guest list, menu, biographies
See ‘paying external speakers’ if relevant.
SHOPS, COFFEE BAR AND RESTAURANT
These facilities can be requested to be open during event hours if required (during normal working hours, and during Semester time they will generally be open). Contact catering@bradford x 4901 to discuss requirements and costs.
Coffee Bar (Sodexo) in the Atrium or Faculty of Health Studies building.
Staffing costs would include ½ hr before for set up and ½ hr afterwards for clearing up. Evenings and Saturdays would be at 1.5 time and Sundays at double time. Sodexo plan according to the following ratios:
1 – 19 expected visitors = 1 member of staff20 – 49 expected visitors = 2 members of staff50 – 99 expected visitors = 3 members of staff100+ expected visitors = 4 members of staff
[allow £8.50 per hour per member of staff at normal rates- confirm cost with Sodexo]
Restaurant (Sodexo)
This space can be hired through Room Bookings after 3pm on a week day and anytime at weekends Liaise with Catering for catering provisionFor events taking place during working hours vouchers can be arranged with Catering (vouchers need amount and cost code detailed) which can be given to staff and student ambassadors working at the event or to guests at the event as an alternative to providing a buffet lunch.
Just Shop , Atrium and Student Central (UBU)
The shops are managed by Jon Archbold, Commercial Services.,
Just Shop Atrium Term Mon – Fri - 8am-6pmSat & Sun – CLOSEDOut of Term Mon – Fri - 8am-5pmSat & Sun – CLOSED
Just Shop Student Central
Term Mon – Fri - 8am-8pmSat & Sun – 11am – 5pmOut of Term Mon – Fri - 9am-6pmSat & Sun – CLOSED
Any additional hours of opening would be charged at:£30 for the first hour and £10 per hour thereafter, with a minimum opening period of 3 hours. Check with Jon Archbold (x 3257).
SIGNAGE
Inprint and Design can offer professional sign services adhering to the UOB brand guidelines and safety specifications. If your budget does not include signage please ensure all signs display the current UOB logo and are laminated if in public areas. Remember to take down signage after the event.
SPONSORS
For large events with limited budgets consider providing the opportunity for related companies to sponsor your event.
• Different levels of sponsorship can be devised with different costs • You would need to plan for the task of selling the sponsorship packages
Events & Partnerships can provide an example of a comprehensive sponsorship package for consideration.
STAFFING EVENTS
• As part of the event application process a named member of staff will lead the event. • For large events it is recommended to split the workload where possible. • Students can be hired to provide additional ‘on the day’ support. They can also be hired in on the run
up to an event to help with aspects such event bag packing, etc. • Guidance on hiring students can be found here http://www.bradford.ac.uk/careers/uni-staff/on-
campus-work/ They are hired in at ‘job shop’ rates (see http://www.bradford.ac.uk/careers/uni-staff/on-
campus-work/pay-rates-and-deadlines/) Contact Jobshop who will advise on the process 01274 234992.
• University support staff are often involved in events, particularly larger events. Keep all involved informed of the event specifics as required for their area.
Event support functions include: Security, Cleaning, Portering, Catering, AV Services, Accommodation Services, Student Union
TABLECLOTHS & T-SHIRTS
Tablecloths
For general events, Events & Partnerships have a number of branded tablecloths suitable for rectangular tables. They can be borrowed by contacting x3217 Sarah Nixon. They will be signed out and signed back in. If a tablecloth is lost or damaged then the borrower will be charged (a cost code is requested at time of borrowing.) If the cloth is dirty on return then there will be a small laundering charge applied (in the unlikely event that the cloth is dirty on collection inform Sarah immediately).
T-shirts
E&P also hold a number of teal ‘University Ambassador’ t-shirts which may also be borrowed if not in use. Again these are signed out and in again. Agreement for use is that the t-shirts are returned fully laundered and dry (if returned dirty or lost there will be a charge to the cost code given).
Purchasing Services has agreed rates with two Bradford taxi firms as preferred suppliers of taxi services. Visit the following page (scroll to the bottom)
http://www.bradford.ac.uk/purchasing/internal/contract-agreements/travelaccommodation/#Taxi Hire
The agreement allows invoices to be raised for taxi services rather than cash payments being made. Taxi dockets are used for this purpose. Contact Sue Walters in Estates [email protected] x 4858 for dockets and usage guidance. The dockets are self explanatory.
TENSA BARRIERS
Tensa barriers are useful for managing queues, indicating directions to take and for sectioning off areas in the process of being set up. Key information:
• they are managed by The Hub - email [email protected] or call on x 6981• barriers are signed in and out• liaise with [email protected] who may collect, set up, and return them to The Hub as part
of their service..
TWITTER GUIDE/SOCIAL MEDIA
The following guide has been provided by Marketing and Communications – if you have any queries please contact them direct (x 6030).
What is Twitter? http://www.youtube.com/watch?v=ddO9idmax0o
Before the event:• Contact the communications teams to make them aware of any planned social media activity so they
can advise and support• Choose a hashtag• Audit your network – who do you know who already has a social media presence that you can
leverage? Organisers, speakers, attendees, media• As part of the initial agreement/negotiations with speakers consider their social media involvement
including the type of questions, thoughts and opinions they might put out for response• Build the audience- Ask questions, run special offers, provide updates as the event details are
confirmed, offer prizes for people who share the event with their followers• As part of booking process request twitter names and permission to share with other attendees• Consider using bufferapp.com to line up tweets to be sent out automatically at times most appropriate
to the audience• Inform attendees prior to the event that tweeting will take place on the day, aim to establish interest
and potential for on the day involvement (ideally a minimum of at least 3 or 4 tweeters in the audience
• Consider providing a number iPod touches on the day to encourage involvementDuring the event:
• Twitter names on name badges and participant lists? • Tweet the basics – Timings, food and other logistics• Open the floor for questions via twitter• Display tweets on screen• Retweet the conversation• Listen to your audience• Run a competition - “Favourite quotes” • Share photos and videos from the event
After the event:• Continue to share – images, slides, video• Bring the account to a close• ‘Hoover’ and archive twitters
