Events Toolkit

We have put together some guidance and resources to help staff within the University organise their own events. Please see links to templates in the Resources box below:

STEP 1:  Plan your event

Things to consider when planning your event:

  • Allow at least a three month lead time to plan your event
  • Why are you holding the event?  Would another format work better?
  • What are the main objectives of the event?
  • Who are your target audience(s)?
  • How many people will attend?
  • What sort of venue do you need?  Lecture theatre, flat space, auditorium etc.
  • When is the best time to hold your event?  Ask us to check our Key Dates Calendar for you for other events happening on or around the same date.
  • Who is funding the event?  Will you be charging a fee to attend?

STEP 2: Prepare for a successful event

Read through the guidance pages on this website using the links below, which walk you through all the stages of a successful event, from planning to execution and evaluation.  Use the Event Planning Template to record details that apply to your event.  The template can apply to a broad range of events, so you may find that some sections are not relevant.

The links below will take you to more detailed pages on all aspects of organising your event.

Booking a speaker

Invitations and Ticketing




Booking a venue

Marketing and Publicity

Campus Services (porters, security, parking)

Risk Assessments/Prevent

Resources available to borrow

Event Overview Template
Event Planning Template
Event Communications Plan
Speaker Briefing Template
Final Event Briefing and Schedule
On the Day Checklist

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For all other enquiries, please contact the External Relations Division by email: or call 0116 223 1756

All staff in the External Relations Division are based in Enkalon House on Regent Road.