Event Planning Quick Guide

If your event is on a large-scale, or you need any further information or assistance, please contact Leanne Wallace, Events Officer, on 01382 388046 or email events@dundee.ac.uk.

Ideally, you should start to plan an event at least 2 months before it is happening...

• Step 1 - find and book venue
• Step 2 - book catering for drinks reception/buffet
• Step 3 - book accommodation/travel for speakers/delegates
• Step 4 - send ics an email to book av support, giving date, time and requirements
• Step 5 - contact design re marketing materials such as posters/leaflets, and tickets for the event
• Step 6 - send invites out at least a month before the event to invited guests, including a reply form (sample can be provided on request)
• Step 7 - display promotional materials throughout campus, and wherever else relevant, ie dentists, schools, doctors surgeries, libraries, and send email to events@dundee.ac.uk and press@dundee.ac.uk so event can be marketed throughout university online via an events email and the whats on pages of the website. You should also put event on your school/college page.
• Step 8 - tickets should be made available at tower reception if a free ticketed event (good to ticket so you have an idea of numbers for catering)
• Step 9 - give catering final numbers and dietary restrictions if applicable as early as possible - try to give a week if possible before the event, and always account for losing 15% of audience if a free event.
• Step 10 - a few days before the event you should call to confirm av support, travel, accommodation etc, then send event itinerary round all parties involved (sample can be provided on request.)
• Step 11 - get a gift for the speaker if appropriate, and wrap, ready to take with you on the day.
• Step 12 - on the day, be at the venue early to put out reserved signs where your invited guests should sit, and ensure that everything is running smoothly on the AV and catering fronts, take copies of the itinerary with useful contact numbers attached to refer to. You should also take copies of the dinner list (if applicable), and dietary restrictions.