Planning: conference / event checklist
To help you plan and manage a successful event, the Events Office has created a general checklist.
The checklist covers all the main areas you will need to consider, such as finances, catering and publicity. It also suggests actions for before, during and after the event to ensure that everything goes as smoothly as possible.
Depending on the type and scale of the event you are organising you may need to complete a relevant risk assessment form.
The Health, Safety and Environment Team has produced a document with information on some risk considerations for events:
If you are organising a small event, such as a demonstration lecture, school party site tour or local exhibition of work, you should complete the generic Risk Assessment Pro Forma. Depending on the nature of the event, you may also need a more specific assessment, such as a CoSHH assessment.
If your event repeats - for example a monthly exhibition of work - you do not need to complete a new risk assessment for each event, unless there is a change such as a different location, or an accident / near miss.
If you are organising a larger event we recommend that you contact a member of the Health and Safety team. The Health and Safety team will be able to advise you on what planning process you need in order to assess the risks of your event.
If you are organising official photography for your event you must have express permission from any people you are photographing. The simplest way of ensuring consent is to ask the people you are photographing to sign a consent form before their photograph is taken.
There are three types of consent form available:
- Photography Consent Form: individual adults (.pdf)
- Photography Consent Form: individual adults (.docx)
- Photography Consent Form: children / vulnerable adults (.pdf)
- Photography Consent Form: children / vulnerable adults (.docx)
- Photography Consent Form: groups (.pdf)
- Photography Consent Form: groups (.doc)