/ Office of the Vice-Chancellor
EVENT HOST/ATTENDEE BRIEF
To be submitted 20 working days prior to the event
EVENT INFORMATION
Event Title:
Event Day/Date:
Event Times: / Start time: / End Time:
VC Attending: (time) / From: / To:
Event Venue:
Event Coordinator:
Coordinator’s Email/ph:
University Events contact:
University Events ph:
EVENT CONTENT
Type of event:
(e.g. Breakfast, conference)
Event purpose:
Vice-Chancellor’s role:
Key Communication Messages:
ATTENDEES
Anticipated numbers:
Audience breakdown:
Proposed key guests/speakers:
Event MC (if applicable)
TECHNICAL INFORMATION
Please note what presentation or other operations equipment is available.
Provide a floor plan where appropriate
Technical: / ☐Lectern with microphone (preferable)
☐Microphone with music stand
☐Lapel Mic with music stand
☐Windows laptop and screen
☐Remote clicker
☐AV staff on duty
☐Other:
Other: / ☐Table and water
☐Stool/Chair
Floor/stage plan overview(include plan below if necessary): / e.g lectern with mic at front of room; guests standing
FURTHER INFORMATION
Is a gift provided for presentation? / Yes ☐ | No ☐ | N/A ☐
Is a photographer present? / Yes ☐ | No ☐
Any other information:
CHECKLIST
Have speech notes been provided to David. : / Yes ☐ | No ☐ | N/A ☐
Are you speakers in an appropriate order?
The protocol for order of speeches is (generally speaking):
  • Event Host/MC
  • Vice-Chancellor (or other RMIT event host prior to any MPs/VIPs
  • Minister (if speaking)
  • Other speakers
/ Yes ☐
Are your formalities of an appropriate length?
For standing events, the speaking section should be no more than 22minutes / Yes ☐
Do you have diversity amongst your key speakers? / Yes ☐
ATTACHMENTS or INCLUSIONS (insert into this document if possible)

**Delete any unnecessary text**

☐ 1. Running Sheet

☐ 2.RSVP list

☐ 3.Guest Biographies

☐ 4.Floor Plan

☐ 5. Any other relevant background information

Speech notes provided separately

1. Running Sheet

TIME / TASK/ACTION
12:00 / Enter the key in details here relating to the VCs involvement with your event.
Include who will meet the VC and where.
Be clear who the MC is – s/he should intro each speaker
12:10 / e.g. Guests commence arrival - catering served in foyer

2. RSVP list

3. Guest Biographies

Include photo with the Bio here (use wraparound text)

For Eg:

Martin Bean

Vice-Chancellor and President, RMIT University

Martin Bean CBE was appointed as Vice-Chancellor and President of RMIT in January 2015. He previously held the positions of Vice-Chancellor of The Open University, the UK’s largest academic institution and a global leader in the provision of flexible learning, General Manager of Microsoft’s Worldwide Education Products Group and various executive leadership roles at Novell and other companies integrating technology and learning systems.

In 2012 Martin launched FutureLearn, the UK’s first at-scale provider of Massive Open Online Courses, and in 2014 he was named one of the UK Prime Minister’s Business Ambassadors.

4. Floor Plan

Provide a floor plan if available/for any complicated events.

5. Any other relevant background information

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