Your local facilities management team can assist with on-campus venue setup. They can also provide items such as additional chairs and tables, lecterns (not microphones) and power leads. To request assistance, complete the following form for facilities management or request assistance when booking the venue through the online room booker or your campus concierge.
For assistance with additional services, such as catering (only in non-teaching spaces), additional room set-up options, adding the booking to the daily events board at reception, ICT support in selected venues, video recording and portable video conference facilitation, please visit the Additional Services page on the room bookings website.
Please ensure you request these services with as much notice as possible. It might be important to ask questions about accessibility to the venue, such as after-hours access to the spaces, scheduled access to the loading docks, and accessibility in and out of car parks.
Before the event, it is a good idea to check your venue thoroughly and familiarise yourself with the following:
location of light switches, air conditioning controls, power points, fire detectors, lifts, exits, disability access, signage, restrooms, car parks, and access to the venue
capacity and size of the room for set-up requirements
loading docks and access for suppliers.
You may wish to get a quote from an external AV company for the hire of staging, extra microphone and speaker systems or video playback options. A site visit of the space with an external supplier such as this is highly recommended.
Room presentation and styling
Depending on your budget and audience, you may wish to consider decorative elements. The look and feel of the venue can contribute to a successful event. Suggestions include:
pull-up ACU banners on arrival near registration, on stage, or on the lectern (locate as a backdrop if photos are being taken)
branded or plain tablecloths
a large floral arrangement next to the lectern and a small arrangement on the registration table. Please consult the list of suggested florists for contact information
signage (laminated if outdoors). Signage templates available on SharePoint
water jug and glass for speaker(s) on a table next to the lectern
check the venue is clean or ensure you inform your facilities management team that a special or spot clean may be required.