1. Purpose:
The policy offers a guide for event organisers and outlines the steps to be taken by organisers and the Geary staff to ensure we can advertise and organise the event to a high standard.
2. Duties of the organiser/host (Please advise the administration team of the following):
- All relevant details pertaining to the event so that the administration team have all information to hand to advertise and organise it to a high standard.
- Type of room required (lecture hall, meeting room, computer lab, etc.).
- Expected occupancy and seating arrangement needs.
- Technical requirements such as audio-visual equipment, computers, etc.
- Catering needs, if any.
- The target audience for the event (students, faculty, external guests, etc.). This will determine the lines of dissemination within the University.
- If Eventbrite registration or any other registration platform is necessary.
- Organiser to communicate with the speaker/speakers and inform them that all relevant information is required at least a week before the event to ensure ample time for main office to prepare and disseminate information in a timely manner.
- Regularly communicate with the administrative team to address any changes or additional requirements promptly.
- Please be aware that last minute changes may not be facilitated and outreach/ promotion will be done in accordance with Geary’s communication schedule.
2. Duties of Administrative Team:
Calendar Management
- Add the event to the Geary calendar with all relevant details (date, time, location, organiser contact, etc.).
Promotional Materials
- Create a poster or promotional material for the event, including essential details like date, time, location, and a brief description ensuring to keep on brand (Geary colours/images).
- Ensure the poster is disseminated in prominent areas within the building and across the campus to maximise visibility.
- Take photographs during/after event.
Online Promotion
- Add the event to the UCD events calendar (ideally should be submitted 2 weeks in advance of the event to guarantee publishing) and Geary website.
- Promote the event on social media platforms such as Twitter and LinkedIn, including engaging visuals and relevant hashtags.
- Include event details in the Director's Newsletter and one stand alone email if required.
- Allow the event to remain in the newsletter from the date of confirmation until when the event has taken place.
- Pin on Twitter account a few days before the event.
Preparation
- Prioritise booking within Geary Seminar room for all events if the requirements are met.
- Ensure room well ventilated, seating is correctly positioned and there is drinking water available to the speaker/speakers.
- Ensure all necessary materials (slides, abstracts, permission to record, etc.) are collected and organised at least one week before the event.
- Confirm with presenters or speakers regarding any specific requirements they may have.
Documentation and Reporting
- Record all event information, including pre-event planning, promotional activities, and post-event materials (such as photos), in a centralised document. This will be useful for the various reports that Geary need to produce.
- All core team members are responsible for ensuring that event information is accurately documented and reported.
General Guidelines:
- Maintain clear documentation of all communication and agreements related to the event.
- Continuously evaluate the success of events and gather feedback for improvement in future events’ monitoring of email open rates or attendance to in -person events at certain days or times.
By following these steps and guidelines, we aim to streamline the organisation of events, enhance communication with stakeholders, and ensure successful outcomes for all our hosted events.