It may seem like a daunting task but the following guide will provide the essential information you need to help make your event a success; whether it’s a small social event, a photo opportunity designed to gain media attention, a public event aiming to get lots of people involved, or a conference or seminar where participants meet to share ideas.

The 5 Ws checklist

The key to making sure you have a good planning framework for your event is to first think through the following questions – Why? Who? What? Where? When? These questions may seem obvious but keeping them at the centre of your efforts will help keep your planning on course.

• Why do you want to host the event? What’s aspect of the University’s Past, Present or Future do you want to celebrate?

• Who do you want to invite to your event? Who are your potential partners? Who will have lead responsibility for organising the event?

• What kind of event do you want to run? Outdoor? Indoor? Exhibition? Concert? Conference?

• Where do you want to do it? Which venue is most suitable?

• When do you want to do it? Is it time critical? Is it weather dependent? Does it need to be during term-time? Remember to check the University Calendar to ensure that there are no conflicting events at the same time as yours. You may also wish to check what is on in the local area in case there are any competing events. You want to get as many people as possible along to your event.

Logistics

• Form a small event team who can work with you on your event.

• Budget – what’s it going to cost? Where is the money going to come from?

• Allow time to fully prepare and plan your event before you set the date.

• Check the venue required is available and book through the required channels.

• Once you have set the date, you should make a timetable and work backwards from the date of your event to ensure you have enough time to do everything required. You should also add your event to the University events calendar as soon as you have the date set. This will help advertise your event and also ensure that others can plan around your event.

• Once you have a date and are clear about the type of event you are organising, inform the 600th Communications Manager so that your event can be added into the events programme and included in publicity planning.

• As organiser of an event, you are responsible for keeping everyone involved in your event as safe as possible at all times, including third parties. To make sure you are aware of your responsibilities see the Health and Safety Executive website. Please also ensure that you conduct a risk assessment and obtain any necessary permissions and licences. Licences can take a number of weeks so please bear this in mind. The Health and Safety Executive’s Five Steps to Risk assessment (PDF, 113 KB) leaflet.

• If you are planning a big event involving lots of people it is always worth notifying Security Manager Stewart Davidson. The Security Manager should also be notified if you intend to invite any high profile guests who may have security requirements.

• Arrange regular progress reviews with your team so that any problems can be picked up and sorted early.

• Issue your invitations in good time ahead of your event. Whether these are formal invitations, posters, leaflets, e-invites or social media event invitations – please notify the 600th Communications Manager for advice about branding and targeting. Also be clear whether there is any dress code for your event, and whether it is suitable for children and families.

• Always do a Recce ahead of the event itself to check set-up, sightlines, familiarise yourself with the lay-out and facilities, and check branding and backgrounds for any potential photographs. You should also check whether the venue requires A/V equipment, a PA system, powerpoint access or screens and notify Media services of any requirements.

• On the day set up your venue as early as you can. You don’t want your guests arriving as you are still preparing. Ensure you have all the required mobile numbers with you in case, for example, your guest speaker does not show up.

• Ensure that you have enough help running your event. It is useful to remember that one of your team members may have to leave to deal with something unexpected and you don’t want to be left short-handed. It is also helpful for any clear up effort at the end.

• Write thank you letters to any speakers, partners, helpers etc.

• Finally congratulate yourself on making a lasting contribution to your 600th Anniversary!

Tell us how it went

Remember to give us an update following your event, including any videos or photos. These will be the records that give your event its place in the history of the celebrations.

We’d love to share your experiences with others – what were the successes, the things that didn't quite go to plan, what was the best bit, and how you would rate it?

Please email your details to proffice@st-andrews.ac.uk we will aim to include your update on the anniversary website, and will inform you when!