Golden Rules to Running an Event at UEA

Golden rules to running an event at UEA

Have you assigned a budget to your event?
Is the finance coming from your Society/Clubs Sub account?
Do you know how to process invoices through the 365app?
Have will you manage finances (in person or through website) We always recommend the website, avoid cash handling in person.
Split your budget into sections (Venue, Décor, printing, advertisement, staff costs, PA and equipment, catering)
Can you look for deals with your venue? E.g. Catering included in venue hire?
Have you sourced sponsorship?
Do you have a contingency budget in case of over expenditure?
You can ask for finance advice here, mailto:

Are you looking on or off campus? See a list of possible venues here…UEA – The City
Is the location suitable for your type of event? E.g. a Ball in a Hall rather than a lecture room.
Is the cost suitable for your budget?
How is the accessibility and inclusivity of your chosen location?
What facilities are provided at the location? E.g. PA equipment, bars, staff?
Will weather be a risk?

Are you aware of any clashes with your proposed date?
Is it a suitable time of year for students? E.g. deadline dates, student loan instalment date.
Will people be more available in the morning, day or evening?
Weekend or a Weekday?
Will your entertainment programme fit into your event times?
Have you accounted for delays in your event?
Contingency plan for postponing the date?

What is the key message about your event?
Who are you trying to attract?
Who’s your target audience? E.g. members of your Society/Club, all students, the public, certain demographics e.g. Mature students, international etc.
What channels will you promote through?
Printed media, Social Media or both? E.g. Facebook, twitter, Instagram, Youtube, snapchat, newsletters(emails) – Posters, flyers, cards, tickets, wristbands.
Do you have design work? With enough notice UEA|SU can support you, email heremailto:
Have you set up an event on the Website and Facebook?
Will you allocate staff time to promote e.g. promotional runs?
Where will you target your promotional material? Online, Union House, The Square, lecture buildings, accommodation, in the city?
You can book some of the spaces like the Hive or a bookable room here
You can book The Square (with 4 -6 weeks’ notice) by filling out an Event permission form and a Risk assessment (All on the Risk assessment page of the website) then email to mailto:

Please complete a risk assessment for any event you run – If you are running the event, you are in turn liable and responsible for participant safety. Please find our example risk assessments here...
What risks are you looking for? E.g. trip hazards, electrical hazards, risk of fire, blockage of fire exits, capacity of the venue, vulnerable individuals e.g. under 18’s, certain demographics), over intoxication, travel to and from etc...
Who is at risk at your event? E.g. Organisers, participants, members of the public, staff.
Will the weather influence your risk management, do you have a contingency plan?
Rate your risks by likelihood of happening multiplied by the severity of the risk happening – You should show your workings on the risk assessment.
Think about the controls you can put in place to reduce the risk e.g. Keeping fire exits clear by having stewards briefed and run regular checks. The risk of Fire, inform stewards of the nearest fire assembly point, and in case of emergency direct participants here, keep the list of ticket holders (participants in the venue) and check this off.
Think of any controls already in place e.g. Fire – Fire extinguishers are in place, the venue will have a risk assessment and fire marshals, the venue has a fire assembly point which the stewards are now aware of.
Try to provide as much information as possible in your controls.
Try to consider as many risks as reasonably possible.