Delivering your event

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.

A final meeting with the venue staff, if possible, is always a good idea just to make sure that both you and the onsite staff are happy with all aspects of the event, and that any final problems or queries are dealt with.

A last check with VIPs, such as speakers, to ensure you are aware of any last-minute changes is advisable. Ensure that any changes are reflected in your guest list, seating plans, as well as the briefing material.

You must ensure that you have communicated any dietary requirements with the caterer and venue. Any last-minute changes to the guest list must be reflected in the briefing material if necessary, and in any seating plans, place cards and name badges.

It is important not to give yourself a specific role. As Event Manager, you should be free to oversee the event as a whole, managing any problems, issues or queries.