Around one week before your event, you need to ensure that all stakeholders including hosts, stewards, and senior University officers who are taking an active role in your event, are briefed. The briefing material needs to be produced by the Event Manager. The information that each brief contains depends on who you are briefing; therefore care must be taken when sending briefs to stakeholders to ensure that the information provided is relevant and succinct.
All briefs should contain the event objective, overview, relevant contact details, event running order, any travel arrangements and speech notes if applicable. Each supplier, such as the caterer and the photographer, should be supplied with a brief that should contain all the relevant details that may be needed.
Internal stakeholders may require biographies and photos of guests and a full list of contact details. Ensure that you heed to GDPR when you send out your briefing material if it contains personal contact details.
A briefing meeting is advisable after you have sent out the briefs and before the event to ensure that any queries are answered and everyone is clear about what is expected of them. This could include the event stewards and the event project team.
An Event Manager's and Vice-Chancellor's template briefing can be found in the templates section.