Tips for running events at UoR

The University plays host to countless events, welcoming visitors to our campuses and engaging our staff and students.

To help colleagues who are tasked with running an event, but aren’t sure what to do, here is a reminder of the guidance from the University’s Events team on how to make it a success.

Use the handy events guide

The comprehensive Events guide is the starting point for all event planners at the University.

It contains detailed information about the processes to follow when organising events at the University, including mandatory requirements and useful templates.

It also signposts advice on who to engage with at the outset, or how to borrow branded equipment such as pull up banners.

Check if an event notification is required

The Event Notification Process is the University’s events approval system.

It helps ensure that, for example, key events don’t clash, our sites are appropriately staffed to manage an increase in visitors, or maintenance work that could be distracting isn’t scheduled for the same time.

Before planning your activity, please be sure to visit the Event Notification Process page to qualify whether your activity will require approval. Approvals should be requested through the online portal as early as possible, and certainly no later than 28 days before the proposed event date. Submitting a full and accurate notification increases the chances that an event will be approved quickly, so gather as much information as possible before applying. A User Guide has been created for your reference.

Please note: the event notification process now includes all requests to fly drones on campus or to book foyers.

If you’re unsure after reading the criteria as to whether your activity needs notification, email event.notification@reading.ac.uk.

Promoting your event

The promotion guide lists the various channels open to organisers to promote their events and ensure a good turnout.

Organisers should not promote their event until approval is confirmed – another reason to get the notification ticked off early.

Sign up for events training

The Events Team offers termly training to equip colleagues with the skills and knowledge to plan, promote and run excellent events.

Whether you are new to event organisation, or just need a refresher, sign up for the next session on Thursday 27 July, 11.00-12.30 on UoR Learn.

For further advice on planning University events, please get in touch with the Events Team on events@reading.ac.uk.