The University of Tasmania presents hundreds of events a year. These events vary in scale and audience, and originate from many different departments of the University. A range of organisational units within the University including the Office of Marketing, Events and Protocol, Student Engagement, and Student Recruitment are responsible for an annual calendar of events including conferences, public lectures, community activities, and recruiting events such as Open Day and other festivals.
Open Day is an annual University event for prospective students and the wider community. Open Day is the University's key marketing activity to promote our new curriculum to prospective students, their parents, and the wider community.
It is also the first experience many prospective students will have with the University campus and it is of particular importance that the University lives up to brand expectations and presents a quality, well organised event.
Image and Reputation
University of Tasmania events reflect upon the University's overall image and reputation. The delivery of a range of high quality events drive positive event-based brand experiences for the University, both on and off campus. Successful events are a key element of knowledge transfer, particularly for the University's engagement with the wider community.
It is therefore crucial that all University events are presented professionally and consistently, and adhere to University procedures. This includes all materials developed to support the event. Items such as merchandise, banners, and posters must also reflect the values of the University brand and comply with all brand guidelines.
If any of the following conditions apply to your event, please ensure you contact Events & Protocol:
- You are organising a 'major' Univeristy event.
- Your speakers or guests fall within a VIP category.
- The event poses a security risk or generates controversy and / or media interest.
Visit the Events & Protocol page for more information.
Event Management Checklist
The following checklist is a basic guide to University standards of practice and presentation of external events (on or off campus). It is suitable for staff who organise events regularly or as a one-off responsibility, and should be adapted for the purposes of the event.
Planning the Event
- What is the purpose of the event? Does it contribute to the University's knowledge transfer priorities?
- Develop the plan in consultation with relevant departments within the Marketing Office, as well as staff in your own department, particularly if advertising your event to the public.
- What University staff will be required for the event? What department is responsible for booking and paying for their time (if applicable)?
- Who is your target audience?
- Who are the key stakeholders? Who should be considered / consulted when planning this event?
- Prepare a timeline — to submit a minimum of 6 weeks before the date of your event — list of objectives, and list of tasks. Where appropriate, allocate responsibilities and brief relevant staff.
- Prepare an appropriate budget and Event Risk Assessment.
Organising and Staging the Event
- When scheduling your event, consider other activities that are being held at the same time that may attract a similar audience (consider both University and non-University events).
- Request quotes, seek approval, then book your venue/s and catering (if applicable) at the earliest possible time. Confirm arrangements prior to the event.
- Develop an appropriate promotional and marketing plan, considering both direct (mail outs, emails) and indirect (websites, cooperative opportunities) mechanisms. Keep in mind your target audience, stakeholders, and University brand guidelines.
- Ensure the University logo is used correctly in all printed and online material. Refer to the Brand Guidelines for specific instructions.
- Provide clear briefs to designers and media officers for advertising your event.
- Produce a list of invitees and coordinate RSVPs. Be sure to invite all relevant people including those nominated by the speaker, host department or individual, media office, sponsors, etc.
- If you wish to engage sponsors, or the event has a fundraising purpose, liaise with the Office of Marketing to ensure this is done effectively and according to University policy and procedures.
- Consider appropriate staging for the event (lighting, flowers, bollards, University banners, etc.) that professionally reflects the University brand.
- Be aware of your risk management responsibilities. Visit the About Risk Management page for more information.
- Ensure all contractors have public liability and other appropriate insurances, and any other required permits — e.g, food license, RSA.
- As part of your risk management, ensure you have all appropriate permits, equipment, and staff training as required. For example, if you are serving food and/or alcohol, see the TUU resources.
- Is your event culturally inclusive? To learn more about University policy in this area, refer to the Inclusion, Diversity and Equity resources.
- Ensure that your event accommodates people with disabilities wherever possible. From appropriate font sizes on the internet, to hearing loops, and disability access in the venue. Contact Disability Services for more information.
- Consider and review security issues in consultation with the Security Office at least six weeks prior to the event. See Security and Access for security services and policies.
- Consider cleaning and waste management in consultation with Infrastructure, Services and Development, at least six weeks prior to the event.
- Produce a detailed Order of Proceedings and distribute to key participants in the event such as the host, speaker, Vice-Chancellor or Chancellor, any other senior University staff, media staff and security.
- Take care of your speaker/s ensuring any special requirements are met and provide them with a written brief of the event.
- Ensure all AV requirements are booked. Consider engaging technical support at the event.
- Ensure an appropriate representative 'meets and greets' VIPs and speakers.
- Thank and present VIPs/speakers with gifts if appropriate.
Completing the Event
- Prepare a post-event report. Include guest feedback, recommendations, a record of any unforeseen issues, and a budget analysis.
- Issue formal thank you letters to speakers, VIPS, and other key stakeholders who contributed to the event.
- Issue informal messages of thanks to staff/students who assisted.
- Return any stores or equipment hired from University business units such as banners from the Office of Marketing.