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4. Event Logistics

As University event planners, it's crucial to understand and fulfill the responsibilities associated with activities commissioned by your department. These responsibilities encompass: 

  • Appointing a primary contact for for reservations and event arrangements 
  • Ensuring event participants comply with University policies
  • Guarantee the safety of all visitors, including staff and volunteers.
  • Provide clear joining instructions to all event visitors including virtual event links and parking details 
  • Arranging directional signage from the arrival point to specific room(s)
  • Organise post-event cleaning and waste disposal 
  • Collating all relevant documentation including that of suppliers, such as public liability insurance, risk assessments and PAT certificates
  • Assign, brief or train staff or volunteer roles to cover all aspects of the event. Ensuring they are easily identifiable by visitors
  • Allocate sufficient time for the setup and pack down of the event
  • If you are planning on using a temporary structure (e.g. a marquee) you will need to apply for a permit to dig, which you must receive from the grounds team
  • Applying for licenses relevant to the activity via the events team (TENs)
  • Arrange any other logistical and safety aspects as deemed relative by the University Events Office, Safety team and Security Services.

The University Events Office is not accountable or responsible for department event commissions.

Useful Contacts

This is a list of university services that will assist in making your event a success:  

Accommodation

For events running for more than one day, or where you will have attendees, speakers and VIPs travelling from long distances, you will need to consider accommodation options.

Accommodation during Summer Vacation

 During the summer, Venue Reading books halls accommodation for group events.  Venue Reading provide bedding, towels, and refreshment facilities in all rooms. To book Halls Accommodation during the Summer, please contact the Venue Reading team

Alternative Year-Round Hotel Accommodation

 Venue Reading has handpicked a few hotels to stay if you're delegates are planning on stopping over in Reading before/after your event or visit to campus.  These hotels are all within close proximity to the University.  The Venue Reading team have also negotiated the best rates with some of the hotels on your behalf so you can book directly with the hotel.  For more information, please visit: https://www.hospitalityuor.co.uk/wp-content/uploads/sites/45/Venue-Reading-Hotels-near-the-University-of-Reading.pdf

Audio Visual

Events that include presentations, speakers and music will require AV. Projectors and screens are available in most teaching rooms on the Whiteknights campus but do check this when booking your venue. Instructions on how to use the projectors are found in the teaching rooms. 

AV equipment (such as microphones, sound systems and projectors) and AV technician support are available to hire for your events. You can find further information on the Audio-Visual page. 

We recommend that you have a rehearsal or briefing with your event speaker to work out the following: 

  • Presentation run-through (test all PPT content including video footage)
  • Where exactly the speaker will stand when speaking and will sit when not speaking (and movement between) 
  • Which microphones to use and sound levels 
  • Lighting levels 

To organise additional AV support, visit the UOR Topdesk. 

  • For any additional advice on Audio Visual contact IT Services at:

    • Email: dts@reading.ac.uk

    Telephone: +44 (0) 118 378 6262

Branding and Collateral 

When staging your event, ensure you use the official University of Reading branding.

The Event Team has a limited amount of collateral which is available to borrow free of charge. 

Items available to reserve include: 

  • A-Frames for directional signage
  • University of Reading banners
  • University of Reading branded tablecloths (grey and red)
  • Red, unbranded tablecloths.

To book items, please complete the Collateral Hire Form.

While we do our best to accommodate event requests, collateral is finite and materials are allocated on a first-come, first-served basis. 

If you wish to have custom-branded collateral or materials designed, the CPS (Creative and Print Services) team can advise.

You can also access brand information and the University’s tools and templates suite through the Creative & Print Services. 

Catering

If you intend to offer catering, you must book supplies and services through the University Hospitality Team, this ensures adherence to Procurement and Health and Safety guidelines. Visit the hospitality pages for services and menus.

To place an order, follow this process:

  • Inform hospitality of any dietary requirements that your guests may have
  • Place your catering orders as early as you can. Final numbers for catering must be confirmed no later than 2 weeks before the event 
  • If you cannot find exactly what you would like from the menu, contact Venue Reading directly to discuss your requirements. 

You should also inform attendees of outlets/facilities on campus, particularly if you forgo refreshment provision. Ensuring you supply water/refreshments for your speakers. 

All University of Reading bars and catering outlets have a premises license. You must consult with the Venue Reading team if you plan to sell/supply alcohol at your event. 
If your event takes place outside of the University’s bars/catering outlets, you will need to apply for a Temporary Event Notice (TEN) from the local council - do not apply directly, instead contact the Events Office for University protocol. 

If a foyer is desired to be used for catering or any other reason or need during a conference/event, please book an alternative room for that purpose instead. This is to ensure safe evacuation/invacuation routes are secured at all times.

Cleaning

Your venue and nearby facilities must be clean, tidy, and safe. Consumables should be maintained and restocked before and throughout your event duration. 

When booking a venue, find out if any routine cleaning will be undertaken before/after your event. The standard cleaning arrangements can be viewed on the ‘What we Do’ section on the Estates page. If no provision is due, book the University Cleaning Services to attend.

For larger and/or longer events, you must arrange for the emptying of bins, cleaning of toilets, as well as replenishment of consumables. 
Secure a cleaning job by raising a WREN request at estates@reading.ac.uk and copy cleaning@reading.ac.uk. Include your job requirements and event information including the date, time, number of visitors, and areas/venues. 

External Speaker Policy

'External' speakers are identified as any person who is not a student or employee of the University of Reading.  

If you are booking external speakers they must read, acknowledge, and agree to follow rules detailed in the External Speaker Policy Code of Conduct. This is a compulsory policy for organising events hosted or co-hosted by the University. 

Visit the External Speaker Policy for more information regarding the process and to download the necessary forms.  

Health and Safety

An event organiser has a duty to plan, manage and monitor the event to make sure that staff, volunteers, and visitors are not exposed to health and safety risks. This means taking reasonable steps to prevent harm and planning for emergencies. The larger your event, the more challenging this can be.

Here are some factors you will need to consider:

  • Appoint – You will need to appoint an Event Safety Controller who will oversee any Health and Safety aspects of your event
  • Capacity – are there any pinch points where overcrowding could occur?
  • Access – are there enough emergency routes?
  • Hazards – what hazards are in your venue?
  • First Aid Provision – First aider(s) and a first aid kit
  • Fire Precautions – knowing evacuation routes and nearest fire assembly points

You will need to identify all the risks in your Risk Assessment, and you may want to create an emergency plan for your event. 

On the day of the event, provide a health and safety information announcement to all attendees, have adequate first aid provision, and have trained and competent staff to aid in an emergency.

Role of Event Safety Controller 

An Event Safety Controller must be allocated for your event. They have a specific responsibility to ensure that the following are adhered to:

  • Exits are available and unlocked
  • Means of escape are clear and free from obstruction
  • Fire door self-closers operate correctly and are not wedged open
  • Firefighting equipment is available and readily accessible
  • Signage is maintained and illuminated
  • Staff are adequately trained in fire prevention and evacuation procedures
  • The agreed number of people attending the event is adhered too

All Health and Safety information, including policies and procedures, can be found on the Health & Safety Services page and the team would like to draw attention to the following in particular: COP2 Part A - Management & Organisation; COP 04 - Risk Assessment; COP 08 - Frist Aid; COP 12 - PAT Testing; COP 28 - COSHH Assessments; COP 29 - Food Safety; COP 37 - Manual Handling; COP 54 - Drones and Major Incidents.

Photography and Videography 

Event photos and videos can be used as a marketing tool to highlight your event and raise awareness. In all circumstances, organisers must ensure attendees are aware of event photography notified both in advance and during the event. 

Read about consent and data protection considerations for images on the Data Protection Consideration for Images page.

  • If you require a photographer or a videographer at your event, book a service via the CPS page. 

    • Email: cps@reading.ac.uk

    Telephone: +44 (0) 118 378 8085

Portering

The Portering team is available to help with the following aspects of an event:

  • To move furniture/room set up
  • To put out directional signage around campus (A-Frames can be booked for this purpose via the Events Team, but you will need to contact the Porters separately to arrange for them to be put out).
  • To undertake any work at height or to help move heavier items.
  • To unlock/lock certain buildings out of hours (08:30-17:00 Monday to Friday term time). Note the standard opening hours for the Palmer building and Edith Morley are 08:30-22:00 Monday to Friday term time.
  • Transportation of items across campus (and between campuses) 

To book the Portering service you must raise a WREN through estates@reading.ac.uk and copy porters@reading.ac.uk with your requirements. Including, day, time, jobs needed, project code and areas required.

More information about their services and hourly rates can be found on the Portering Services pages. 

If you are using a building out of hours, contact Heating Requests at heatingrequests@reading.ac.uk to ensure that there is adequate heating/air conditioning.

Email: porters@reading.ac.uk

Telephone: +44 (0) 118 378 7000

Procurement

Your event may require the use of goods and external services to enhance the event experience. In such cases, all procurement activity must be university compliant and conducted as per legal requirements, financial regulations, our procurement policy, and procedural guidance.

Room Booking

The University has a variety of spaces that can be booked – some of these can be booked via the Central Room Bookings and Timetabling team free of charge, while non-centrally bookable spaces are managed by the Venue Reading and Venue Henley teams which incur charges. You can view the 2022-2023 centrally bookable rooms on the Room Booking page.

If you are booking a room outside teaching hours, you must raise a WREN to ensure Porters are booked to unlock/lock the room/s. University buildings are not permitted to stay open any later than 22:00.

Email: rooms@reading.ac.uk or info@venuereading.com  

Security

If you are organising a campus event, you must inform Security Services. This is especially important if you are expecting external visitors and/or a large-scale event which creates increased footfall and vehicle traffic on site.

Provide Security with the event date(s), time(s), number of visitors, activity taking place, first-aid provision and the area/s being used. 

More security guidance for visitors can be found on the Security Services page, including Guidance For Visitors.

  • You can contact the Security service at:

    • Email: security@reading.ac.uk

    Telephone: +44 (0) 118 378 7799 or +44 (0) 118 378 6300 (emergency only)

Travel and Parking

When sending information to your event attendees, it is important to promote public transport - parking onsite is limited. Find out more on the 'Visiting the University' page.

  • For all events, guests should be advised to park in car park 1A. Before 17:00 on weekdays and at weekends, this is a pay-and-display car park, but for large events, inform Security (security@reading.ac.uk) at least a month in advance. Car parking is available on campus free of charge after 17:00 on weekdays and at weekends. 

  • For all events, you must provide accessible parking, particularly for those with mobility requirements. Organisers must identify the closest blue badge parking spaces to the venue and provide clear directions for attendees. 

    • Email: campusparking@reading.ac.uk

    Telephone: +44 (0) 118 378 7307

If you require a taxi for your event, see the recommended suppliers

Waste Management

As a sustainable University, organisers must minimise event waste. Excessive print materials, single-use items and conference/event giveaways are not advised. Think about digital or useful and functional alternatives.

The waste management system for your event must be suitable and accessible. Simple systems allow visitors to recycle easily and dispose of general waste properly.

Find out about waste management and best practices by viewing the Sustainable page.

Or contact the sustainability team using sustainability@reading.ac.uk or the Clean and Green team at waste@reading.ac.uk.

27 October 2022

Event Evaluation

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