3.2 Scheduling an event and selecting and appropriate venue
While you are completing the event brief in the initial event planning stage and choosing a suitable date, ensure you consider the following to allow for the maximum number of guests to attend:
whether the event needs to fall within semester, which will impact lecture theatre/classroom availability
what season to hold the event in. If it’s to be held outdoors, consider what cost implications this might have to ensure guests remain comfortable and equipment is safe to use
the best day of the week, time of day and year to hold the event (after-hours events may suit working individuals and during semester is better for students)
whether preferred speakers and or venues will be available at that time
what the budgetary implications might be for scheduling events at different times (for example, events outside of work hours will result in paying staff overtime or accumulating flex-time)
competitor events taking place at a similar time
potential annual leave considerations and availability of the event host, guest speakers, VIPs
accommodation availability if required.
Wherever possible, hold your event on campus to showcase the University’s grounds and facilities to external guests. If you decide to use an off-site venue, confirm well ahead of time to check that your preferred venue and dates are available and that you can negotiate costs.
Before booking a venue, conduct a site inspection to determine if the venue meets your requirements. Consider the following:
venue capacity and format (eg 100 people for cocktail style might only equate to 50 people for banquet style)
special requirements, such as audio-visual capabilities, catering facilities on site, and accessibility
public transport and parking accessibility and associated costs
proximity to campus (if important)
venue hire terms and conditions (booking duration to include bump in/out, deposit, payment terms and deadlines, minimum spend).
All on-campus venues are available to book for events. You can book most venues or rooms through the online room booking webpage.
All information regarding room bookings and available venues can also be found on room bookings webpage . Here you will find spreadsheets with lists of non-teaching and teaching spaces available for ad hoc bookings.