Quick Glance – A to Z of Event Planning on campus
Most venues where events take place in and around the university are able to accommodate disabled visitors. If there is any doubt about suitability, please contact Estates Support in the first instance who can check the venue.
It is the responsibility of the event organiser to ensure that guests provides mobility requirements in advance so that the University can endeavour to cater for access requirement on request.
Further information on the University’s Health and Safety policies can be found on the portal but the following maybe of use:
Hearing loops – Some venues are fitted with infrared hearing support systems on T. Should you receive a request for a hearing loop, or if you need general advice on this matter, contact the IT Service Desk on 01522 886500 or via email IT Services Desk.
Wheelchair access and parking spaces – should you have any visitors coming to an event with disabilities/access requirements please email the Estates Support Desk to request parking from the Security Supervisor.
Outside of term time (July to early September), should you require accommodation on campus for guests then we have a range of en-suite accommodation available at B&B rate. For a general overview of the types of accommodation visit the Accommodation Office web page. Please contact the Accommodation Office to check availability and pricing by calling 01522 886198. If you are organising a conference or large event then this booking needs to come through the Commercial Services Office to ensure that the University can host this in addition to other events planned on campus to ensure levels of service are high and that there are no clashes. Please email us on firstname.lastname@example.org or by calling 01522 886905.
The University also has a list of local accommodation providers for when University accommodation is not available. We are able to get preferred rates with a number of local hotels due to good relations. These hotels include the Holiday Inn Express, the White Hart and the Doubletree Hilton, please contact Commercial Services if you would like to know more.
AV support is booked directly through the IT support desk. Please note that for dedicated AV support for your event including room checks and set up there is a fee to ensure that a technician is with you, otherwise your request will be placed with in a priority based system and responded to as a matter of course.
Official hours for AV staff are 8.30am-6.00pm, Monday-Thursday. Friday is 8.30am – 4.30pm. If you require AV support for your event outside these times there is usually an overtime charge.
To discuss support including lecture recording, please contact the IT Service Desk on 01522 886500 or via email IT Service Desk.
FoodLinc Hospitality provide catering for internal events. They offer catering for meetings, drinks receptions, lunches and bespoke menus for one off events. Their menu is available here, please be aware that all booking’s need a minimum of 24 hours’ notice and minimum order numbers are 6 people. A catering proforma needs to be completed including a project code and submitted to FoodLinc.
CONFERENCE/ EVENT COORDINATION
The Commercial Services Office provide on-campus conference/ event coordination with a dedicated Event Manager to assist you in organising your conference or event. This is a chargeable service and worked out an a bespoke basis as every event is different but the team are happy to advise in the first instance and take it from there. Please email us on email@example.com or by calling 01522 886905
For advice on cleaning services, including event preparation and event tidy up, contact the Estates Support Desk and the Facilities Manager to ensure that your event is appropriately resourced.
HEALTH & SAFETY
Information on all the University’s Health & Safety policies can be found on the Portal.
Risk assessments are needed for all events. When organising an event, the event organiser must ensure that all hazards associated with an event have been identified, as far as is reasonably practicable. Help with completing a Risk Assessment and templates can be found within the portal pages on the above link.
If you would like advice on risk assessments for specific academic conferences or commercial events please speak to Health and Safety by calling 01522 886956 or the Commercial Services Office on 01522 886905 who can offer advice on this.
MAPS AND DIRECTIONS
Maps and directions for visitors to the University can be found at: www.lincoln.ac.uk/maps
MARKETING & PUBLICITY
Communications, Development and Marketing can give you advice on marketing, communication and branding for your event.
The PR Team are responsible for the University’s media relations and will be able to advise you on communicating your event to the media in accordance with the University’s policies and vision.
The University’s Content Team have an Image Bank which has free, downloadable images for use on your event publicity and website. As well as an approved list of photographers to book for your event.
PRINT AND DESIGN (brochures, posters, flyers etc)
If you would like any printed content creating for your event please contact CDM in the first instance or your College Marketing Team.
Ruddocks are the preferred external design agency for the University of Lincoln where resourcing is not available internally. They offer a full design and print production.
PUBLICISING YOUR EVENT
WHAT’S ON WEB PAGES AND LEAFLET
If your event is open to the public it can be included on the University Events Listing page. Please email both firstname.lastname@example.org and email@example.com for approval, once your event has been approved you will need to supply web copy and images for your event as well as details about how to book.
CDM have a number of ways that they can promote your event to audiences including the University Events Mailing List/ Schools and Colleges/ Alumni / Governors if you would like to discuss additional promotion to specific groups please contact the Events Office in the first instance. The Events Office will be able to advise you in accordance with the University’s policies and vision regarding the promotion of events.
Using StaffNews /StudentNews / Blackboard are great ways to promote your events. You can submit events and news articles at any time as long as you are logged into a University account on the network.
You can also submit email messages to go out the whole University, or selected groups of staff/students. The PR are responsible for this communication method and will be able to advise you on communicating your event appropriately internally.
You can request that we publicise your event on the University’s main social media channels. Please email firstname.lastname@example.org with details. The Social Media Team will be able to advise you on communicating your event using social media in accordance with the University’s policies and vision.
FREE PROMOTIONAL TOOLS
Local events listings such as Eventbrite and Visit Lincoln are great ways to promote your event and are free. You can also request that we publicise your event on the University’s main social media channels. Please email email@example.com with details. The Social Media Team will be able to advise you on communicating your event using social media in accordance with the University’s policies and vision.
The University of Lincoln is a permit based system operating at all times, due to a shortage of parking on campus parking is limited and offered on a first come, first served basis. If you require parking for visitor, please contact the Estates Support Desk in the first instance with a minimum of 48hrs notice. Please be advised that your visitor(s) will need to display a temporary permit which will need to be purchased from the online store. Failure to display an approved permit could result in a parking ticket from the City of Lincoln Council.
During evenings and weekends our car parks are run by City of Lincoln Council who operate a pay and display system, using the machines on campus. Tickets must be displayed at all times.
Due to the limited availability of parking and the impact on the environment, we encourage you to only offer parking to those with mobility needs or where alternative transport or parking in the city cannot be used. For a map of local pay and display car parks within walking distance to the University please use www.lincoln.ac.uk/maps
If you require assistance with laying out rooms for events or for material to be taken around campus for your events all requests should be submitted via Planon within the Estates Service Desk with a minimum of 7 days’ notice. Please ensure that you provide the following details:
- A full layout plan (Please speak to Space Management if you are planning large scale room/furniture moves)
- Identified set up and re-set times (Please allow time for this within your room bookings and event plan)
- Identify and book rooms for additional furniture/ storage where needed. Please keep them as close as possible to your event
Services are allocated based on prioritisation basis, therefore it is vital that you ensure that your request is given a minimum of 7 days in advance where practically possible. Where core University business requires porterage such as Enrolment/ Exams/ Graduation/ Recruitment Events porterage services may be limited.
POSTER BOARDS OR DISPLAY BOARDS
The University has no general store of poster or display boards, some academic schools have their own supplies but due to cost and damage loans are on a case by case basis. We recommend that you hire poster boards from a local furniture supplies company BE Event Hire who are a trusted supplier of Commercial Services.
We would recommend that prior to your event that you check the TECH requirements of your speaker(s) and work with AV to make sure that the University can support what is needed. Video content and sound should be checked in advance. In order to give a presentation using a University PC a guest account will need to be made by IT, please contact the Helpdesk in the first instance on IT@lincoln.ac.uk
PRESS/MEDIA COVERAGE (See Marketing and Publicity)
PRINT AND DESIGN (See Marketing and Publicity)
PUBLICISING AN EVENT (See Marketing and Publicity)
- If your event involves and external speaker you will need to ensure the external speaker policy is followed and see approval for your event.
- Where your event is not solely for teaching or recruitment, Commercial Services must be contacted to ensure appropriate resource is given.
RISK ASSESSMENT (See Health and Safety)
Responsible for 24/7 Security assistance on campus including building access. Further information on Security Services can be found on their webpage, please note most buildings are accessed by swipe cards out of hours so access outside of normal University hours will need to be approved via the Estates Support Desk.
When setting up for any event you must ensure that you have booked out the venue to allow sufficient time for set up. Never book a room from the time the event starts! Set up time allows for things like, room layout, catering, audio visual checks, risk assessment checks, exhibitions etc. This will ensure that everything is ready in good time before your guests arrive.
In line with English law, all University premises, property and vehicles are no smoking. If you must smoke, do so well outside the building – not next to the front or side doors, please ensure that during your event that anyone wearing branded university clothing covers this whilst smoking.
Follow: The University’s Twitter for news and event information from around the University.
Follow: The University’s Facebook page.
Follow: The University’s Instagram page.
For more on Social Media policy surrounding events, see Marketing and Publicity.
Should you require any help or guidance from the Commercial Services Office we would be more than happy to do so. We are also happy to meet 1-1 if you need to go through your event. Please contact us via firstname.lastname@example.org, explaining the basics of your event and we will come back to you to discuss your event.
Tablecloths are useful to brand event exhibitions or if you are using tables for registration, book signings, or displays for example. The Events Office can assist you should you wish to purchase any for your events through a preferred supplier or borrow an University branded one. They can be contacted at events@lincoln..ac.uk
TRAVEL ADVICE (See MAPS AND DIRECTIONS)
Maps and travel advice can be found at: http://www.lincoln.ac.uk/maps
TWITTER (See SOCIAL MEDIA)
Branded umbrellas are useful at events particularly if your guests/VIPs are having to walk between venues on campus during inclement weather. Should you wish to make an enquiry as to how to purchase umbrellas, the Sports Centre who can assist you and can be contacted via extn. 5275.
The Room Booking System gives detailed information on the facilities available in each bookable room.
For further advice on what sort of venue to book for your event, contact the Commercial Services Office.
For specific enquiries regarding a particular venue/room email email@example.com or call 01522 886959.
Contact a member of the Events Team for help and advice on hosting VIPs
WHAT’S ON WEB PAGES AND LEAFLET (see MARKETING AND PUBLICITY)
WHEELCHAIR ACCESS (See ACCESSIBILITY)
The University provides free wireless access across the University for both staff and students via Edu-roam. For visitors, there is a Visitor WIFI Network which is accessible by creating an account whilst on campus, however if you have visitors who are staying overnight, need confirmed access to WIFI or have an Apple device we would recommend that you set up a personal WIFI account for the duration of their time on campus.
Choosing the right seating layout
Often with events, it’s the seating arrangement that can make all the difference, here are standard layout options for spaces which are often used:
The following document has been written to help you when planning University events, assisting you to make the most of your event and the best use of resources available on campus.
We hope our event planning information gives you some useful pointers to making a success of your own event. If you’d like more advice, please contact the appropriate area and we’ll do our best to help.
T: 01522 886905