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Organise an in-person event

If you are organising an event, consider your target audience, aims and budget. These will help you define the format, nature and venue for your event.

You should also consider whether your event is potentially sensitive or controversial.

Format

If your event is a lecture, tell your speaker how long you would like their talk to last and check if they are happy to participate in a question and answer session. We recommend a maximum of a 40-minute talk, with a 20-minute Q&A.

Arrange for someone to welcome the audience, introduce your speaker, chair the Q&A and thank the speaker.

If your speaker has books that you would like to have sold at your event, you can contact events@york.ac.uk to check if book sales are possible.

Parking on campus is free after 6pm and at weekends. If you wish to attract a general audience, we recommend that your event starts no earlier than 6.15pm on a weekday.

Venue

When choosing a venue, think about:

  • the size of the audience you are expecting and book a room with the correct capacity
  • the activity that will be taking place, eg lecture, hands-on activity, exhibition
  • which venue might be best placed to suit your audience: either on campus or a private venue in the city

For University rooms booked centrally, an events management form (login required) must be completed well in advance of the event. This form is submitted to the University's Health and Safety team, who review all submissions.

You cannot book services through this form. Requests for services such as AV, security and catering need to be made separately via Planon.

Make sure you book your venue for at least 30 minutes before your event is due to start to allow time for AV set up, check the room is tidy, and allow time for your audience to be seated.

If your event is more complex than a standard lecture, eg hands-on activity or exhibition, allow extra set-up time. You should also book the space to allow time after the event for the audience to leave.

Some University buildings and/or rooms lock automatically at the end of the working day; please ask Reception Services about arrangements for the building/room to be unlocked for the duration of your event.

Room set up and extra equipment

If you need any extra tables, chairs or display boards for the room you have booked, or need any furniture removing, contact roombookings@york.ac.uk at least two weeks before the event.

If you require extra electricity points for an event (for example, if you are organising a hands-on activity or an outdoor event) contact the University electricians through Planon.

Audio visual support

Most teaching rooms on campus have integrated AV facilities. Check room facilities.

If you require additional facilities, contact the Audio Visual team. If you would like an AV team member available throughout the event, you will need to fund this yourself.

Please ensure that you contact the AV team in good time so they can give you the best support.

If you are organising a lecture which will include a Q&A session, you will need two microphone runners. This is essential to make use of the hearing loop in venues.

Catering

If you require catering for your event, book this directly through Campus Kitchen. They can provide drinks receptions, canapés, buffets or full dinners as required.

Health and safety

If members of the public are attending your event, you will need a first aider on hand. 

Please familiarise yourself with the fire evacuation procedures and assembly point for the building you are using. In the event of a fire alarm, the Responsible Person for the event will need to make an announcement indicating the fire exits and the assembly point.

You will need to complete a risk assessment for your event (or elements of your event if you have a number of contributors providing hands-on activities). A sample risk assessment for a basic lecture is available on request - contact events@york.ac.uk.

If you have any helpers at your event, make sure they are fully briefed in fire evacuation procedures, and check your risk assessment has been put into effect.

On the day

  • Ensure you (and your helpers) arrive in good time to check and tidy the room and set up AV.
  • Provide water and glasses for your speaker. 
  • Fully brief your team of helpers about what you require of them, including checking tickets (if the event is ticketed), health and safety requirements, microphone running for Q&A sessions, etc.
  • Create signage for your event to display at the entrance(s) to the building and on the door of the venue.