An event brief acts as a scoping exercise to give a summary of the event and questions to consider before proceeding with event planning. It also serves as an initial alert that the event will require attendance by a senior member of staff. Completing an event brief allows those involved to make a strategic decision regarding what kind of support is required for the event. You can access an event brief on SharePoint.
It allows the event contact to:
determine who will be taking responsibility for the planning and managing of the event
think about the aims, objectives and value of the holding the event
briefly outline how the event is going to run and the expected event format, e.g. a showcase, launch or award ceremony
determine if the event is an appropriate use of university funds
assess the promotional or media-related needs of the event, whether internal via the staff bulletin or external
ensure the event aligns and supports the Strategic Plan 2015 – 2020 (Academic Profile, Students, Learning and Teaching, Research and Corporate Services) and the University’s Catholic identity.
For category A and B events, you should submit an event brief to senior members of staff that may be involved in your event. While you are not required to submit an official event brief, it is recommended you complete one to ensure there is a clear purpose and goal to be achieved by facilitating the event. For category C events, you should engage the support of the Events team as per the high-profile external stakeholder event engagement protocol.
When planning an event it is important to determine all foreseeable expenses to outline a realistic budget. This is a critical element when planning as it determines the level of choice and constraints that need to be considered. It is important to be clear about the overall budget from the beginning and ensure that any free or in-kind resources are clearly identified.
Standard budget considerations may include:
catering including food, beverage and equipment hire
audio-visual and related equipment
event materials, such as postal invitations and postage costs, the design of invitations or e-invitations, name badges, menus, promotional posters, programs and printing
entertainment and styling, such as flowers and decor
advertising and promotion
photographer and/or videographer
gifts and merchandise
employing student ambassadors and/or volunteers
speakers, MC, and their accommodation or costs
Refer to the event budget template on SharePoint to help determine possible event costs.
Selecting a date and time
When choosing a date and time for your event, please take into consideration:
university holidays, public holidays, weekends and study weeks to ensure availability of your preferred venue and/or budget implications, including staff overtime wages
the availability of University executive members required at the event (e.g. Vice-President and President, Provost, COO, Deputy Vice-Chancellors, Associate Vice-Chancellors (AVC), Campus Deans (CD), Executive Deans)
the availability of your VIPs or guests of honour and their guests
ensure that no similar event is being held on campus that may impact the success of your event – check with the Office of the AVC/CD
avoid Fridays wherever possible. Events held earlier in the week usually generate better attendance.
Refer to the ACU homepage for a list of upcoming events. (Please note that these will not include private events hosted by the Chancellor or Vice-Chancellor and President).