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Events and External Engagement activities

Workplace support Services & topics Events and External Engagement activities

The Events and Engagement team works to ensure that Flinders' research, achievements and brand is showcased at the highest calibre; and that the entire Flinders community which is made up of current and future students, researchers, partners, stakeholders and all other guests attending Flinders events enjoy experiences that enhance Flinders' FEARLESS reputation.

In partnership with Colleges and Portfolios, the Events and External Engagement team may be able to assist in making your event a success by providing:

  • Advice on venues both on and off campus
  • Advice on catering, appropriate decorations, and alcohol licensing
  • Guest list templates and recommendations (including alumni, donors, corporate partners, Government, Members of Parliament and VIPs)
  • Access to online event management systems to manage attendance, registration, and event promotion
  • Protocol guidance
  • RSVP and ticket sales management
  • Support in producing invitations, promotional materials, nametags, with appropriate Flinders     branding
  • Flinders branded banners, lectern posters and tablecloths
  • Corporate publications such as Encounter, Brave Minds

When should I contact the events team?

The Events Team prioritises events which:

  • Have a university-wide impact
  • Have touch points with industry and/or Government or Members of Parliament
  • Are recruitment or revenue focused
  • Drivers of brand/reputation awareness 

See the EVENT TIER CATEGORISATION document for further information about the levels of support and services available from the Events Team.

To assist you with running an event, we have put together a suite of tools, templates, and information. The EVENTS TOOLKIT is designed to help you manage your own event, but please feel free to contact events@flinders.edu.au with any additional questions.

Who to contact 

Event Support - If you need advice or assistance with your upcoming event, please contact events@flinders.edu.au

VIPs and Protocol - If you need advice or assistance with VIP engagement and protocol, please contact 

IT Support - If you need IT support for your conference or event – including conference wifi access, recording/live streaming and training on AV equipment, please  submit a Service One request

Venues - If you need help booking and modifying a venue contact PFD

Event Safety - If you need help with event safety, including the latest COVID-19 considerations, contact WHS

Useful links

     Event bookings and venues  Guidelines for conference and event management  Submit an event  Help with room setup  Liquor permit  Flyer templates and promotional stationery  Events website  WHS event safety and checklists  IT support for a conference or event  How to make your event social media friendly

Checklist

Event objective
  • What is the purpose of your event?
  • What do you hope to achieve by hosting the event?

Try to reduce this to one statement, e.g. ‘launch new centre and raise the profile of biotechnology research’.

Budget
  • How much has been allocated to the proposed event?
  • Which faculty, school, centre or department has allocated funds for the proposed event?

Some issues to consider when drafting a budget for the event include the costs of:

  • venue hire
  • catering
  • printing and merchandise
  • staffing and security
Venue

Consider whether the proposed venue is appropriate to the objectives of the event in terms of:

  • Capacity and flexibility - how well does the venue match with your proposed number of guests? Can the venue accommodate larger or smaller numbers of guests should the event numbers change?
  • Availability - is the venue available on your proposed date/s?
  • Accessibility - is the venue easy to reach by the usual means of transport of your guests? Are there any special accessibility needs and can the venue accommodate these?
  • Manageability – is the venue outdoors or indoors or both? What are the proposed arrangements for setting and packing up? Is there a contingency plan for wet or hot weather and the associated safety issues and equipment needs (e.g. non-slip mats for wet floors, shade etc).
  • Brand - is the venue consistent with Flinders standard of excellence?
Online events management system
  • Do you require the use of the online Events Management System?

The online Events Management System is both a promotional tool that is available for use for all Flinders events via the Flinders website and an automated system for managing RSVPs and guest lists.

OCME provides user support and oversees promotion of events promoted through this system.

Guests
  • Have you defined a guest list?
  • Do you have a database of names and contact details, including email addresses?
  • Will you be requiring name tags and place cards?
  • How do you propose to manage guest attendance registration?

OCME can help with contact details for alumni as well as guest list and name tag templates. Note that a guest list template is required for importing guest lists to the online Events Management System. 

Invitation and promotion

OCME can assist you to create invitations and promotional materials that adhere to Flinders brand and visual identity standards and are produced to a high professional standard.

We’ve also created some branded promotional materials including:

  • invitation covers, presentation folders and other promotional stationery (available on the Flinders Press website)
  • flyer templates for print and online use (also available on the Flinders Press website)
  • merchandise and gifts

Some advertising and/or media coverage may be warranted in the case of high profile events such as public lectures and these can be arranged through the OCME Office.

Refer to the social media page for details on making your event social media friendly

Presentation and brand
  • Which items of Flinders branded event support equipment are required?
Catering
  • Do you have a preferred caterer or do you require a recommendation? 
  • Does your venue have a preferred caterer?
AV support
  • Which specific audio visual equipment is required for the event?
  • Are recordings or live streaming indicated for the event?
  • Have you contacted AV Support for a booking?
  • Is the venue set up for use of the equipment?

Need help?

If you need further information or assistance, contact the Events Coordinator.

For enquiries regarding Graduation please contact Graduation Services.

For enquiries regarding Orientation Week or Open Day please contact the Student Recruitment.

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Last Updated: 12 Jul 2022
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