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Holding an event? Come see our Conferences and Venues team

04 Dec 2014

Support for Staff organising events at the University

Whitworth Hall in party mood

The University offers support to both PSS and academic staff wishing to organise conferences or events through its Conferences and Venues team, which is part of Hospitality and Events in the Directorate of Estates and Facilities.

The Conference and Venues team of 16 people is split into Sales, and the Event Management Team which includes ConferCare.

The team support colleagues across the University in the delivery of events and hospitality within the many venues on campus – including teaching buildings, dedicated venues (such as Manchester Meeting Place and Chancellors Hotel) and halls of residence.

When booking events at the University the first question staff need to consider is what type of event it is. If the event is for research or teaching purposes, with the prime audience being staff or students of the University, then event should be booked directly with Central Teaching Spaces Team (CTS) who can book out classrooms and lecture theatres in the teaching buildings. These rooms can be used at no charge however staff will be required to liaise with individual departments to make their own arrangements including liaising with Taste Manchester for any catering hospitality.

If however the event is a conference or commercial event, where there is a budget available to deliver the event, or people are going to pay to attend, these events should be booked through our Conferences and Venues Sales Team who will explore venue options, check availability and advise on the most suitable venue for the event. For the larger association conferences that academic staff might be involved in, often working in conjunction Visit Manchester, the Sales Team can pull together detailed quotes or bid documents. The Sales Team will arrange site visits and, once everything is agreed, hand over to one of the Events Team who will take care of venue arrangements, ensuring the event runs smoothly.

Some events can take up a considerable amount of time so the University’s ConferCare Team can help too.

Confercare can help with pre-event administration such as designing registration documents, developing and hosting a website, assisting with printed information, issuing joining instructions and collating information for conference packs. One of their main services is to offer online registration and abstract submissions, maintain financial records, issue receipts and invoices. They can negotiate rates with local hotels and can make accommodation bookings on campus or in nearby hotels. The team’s registration service includes the production of delegate lists and name badges, having a staffed registration desk and answering delegate enquiries. They can put together social programmes for delegates and spouses and also arrange transport to off-site events. Finally as part of their Post event evaluation service they can evaluate questionnaires and provide feedback.