Exec Conference Training

1. Exec Conference Training

2. Roles and Responsibilities • You are responsible to organise the event, any questions…ASK! • Contracts – all signed by the SU otherwise you are personally liable • Logistics – exec/organisers responsibility • Think about what your aims are

3. Event planning packs Deadline of one Term before for planning packs: Event planning sheet, risk assessment and financial planner: https://www.warwicksu.com/societies/activities-and-planning/events/eventplanningpacks/ Event Planning form This form is where you provide information on what it is you are actually doing and it needs to contain a detailed overview of your event. Financial Planner • Expected attendance – be realistic, look at last years sales • Sponsorship – set this as a priority, your pack cannot be signed off without this all confirmed and signed contracts in place. Try and sort this over the Summer • Speaker costs – how many speakers? Budget and set limits for them – food, transport, accommodation etc. • Venue costs – what is included? • Always have a contingency *Events over 5k need to go to Finance & HR Committee (once a month). Nothing can be confirmed until your pack has been signed off at one of these meetings.

4. Event planning packs cont. Risk assessments This is an analysis of any associated risk to do with the event which could include Financial Risk, Accident/Injury or cancellation of the event. This needs to include all possible risks that may occur. • Do not confirm anything until your event planning pack has been approved, including speakers, transport and accommodation • NOTE: If you make any changes to venues, catering etc. you need to submit a revised financial planner, even if your pack has already been signed off.

5. Event planning packs cont. • Key points: • Do not book anything until the event planning pack has been signed off • Do not confirm any speakers until the event planning pack has been signed off • Have a backup plan for if speakers cancel or if the venue changes last minute • Work out your budget and obtain quotes early on – this will determine how realistic your financial planner is • Reimbursements cannot be made for things that are not included in your financial planner so make sure you consider all costs • Tickets cannot go on sale until your event planning pack has been approved and you should not market your event before this

6. Venues • Arts Centre – large capacity, will be a cost, needs a contract • Oculus – no charge, booked through central timetabling via the University. This re-opens in September for next year • The Slate – commercial rates, can hold up to 400 people • Ramphal • External Venues – contracts must be signed by the SU, look at costs and get quotes – find out what is included • Piazza – booked via the University

7. External Speakers • Three week minimum notice require for ALL speaker forms – no exceptions • If they are a high profile speaker as much notice as possible is required, speak to your Coordinator as early as possible about these, even if they are not confirmed • Think about costs involved with external speakers: accommodation, transport, food • If Security is needed for any reason there will be a charge for this

8. External Speakers Cont. Expenses The usual method for covering expenses is reimbursement, or booking travel and accommodation directly as a Society through your Society account. Have a strict budget which the speakers are aware of in writing. This all needs to be approved in your financial planner before any bookings can be made. Key things to consider: • Check if they are being accompanied or coming alone • How long will they be staying for? • Any additional costs such as car park charges • Do speakers have requirements on accommodation? • Transfers – to and from airports, taxi costs etc. what do they expect from you? Gifts Gifts cannot be given to speakers. Reasonable travel and subsistence costs can be covered, as long as this is agreed with your Societies Coordinator as part of your financial planner.

9. Security Security may be required for: • High profile speakers • Controversial speakers • Speakers requesting Security • Nature of the event (controversial topics etc.) • Security Costs – Society will be charged if Security is needed • Think about accommodation requirements for speakers and their entourages • Risk assessments - You may be required to complete an additional risk assessment if deemed necessary for some speakers. This is purely for us to gauge more information about the speaker and what they may be talking about

10. Transport and Flights • Costs will fluctuate • Limit each speaker to a specific (realistic) amount that you will either pay for or reimburse • No first class travel – Economy only • Have a contingency for this

11. Accommodation • On campus Accommodation • Off Campus Accommodation Nothing should be booked until the speaker form has been approved and the event planning pack has also been approved. Quotes should be provided along with the event planning pack and included in the financial planner. Speakers should be aware that any extra expenses will not be covered for reimbursement unless you have agreed this prior with them.

12. Catering • Warwick Refresh - https://www.warwicksu.com/refresh/menus/ • Warwick Food and Drink - https://warwick.ac.uk/services/foodanddrink/ • Warwick Conferences Dining - conferences@warwick.ac.uk • Food Markets • External Caterers • Alcohol – Society funds cannot be used to buy alcoholic drinks

13. Warwick Conferences Warwick Conferences are a conference, meeting and events business based at the University of Warwick, who oversee the following facilities and spaces: • Scarman • Radcliffe • Arden • The Slate • Conference Park They have a selection of meeting rooms, bedrooms and food and dining options.

14. Balls If you are planning to have a ball as an addition to your Conference you need to include all of this in your event planning pack still. Balls can be held on or off Campus. The following things should be considered: • How many people will be you be expecting? • Will your venue be big enough for the amount of people? • Can people buy a Conference only ticket? • Do you require transport and entertainment? If so make sure you budget for this. • Venue/food costs – are they per person or does the venue have a minimum number of guests required? • Drink costs – what is included in your package? • Decorations - costs

15. Balls Cont. Check what the minimum numbers are that a venue requires. This is the amount of people your Society is expected to pay for, regardless of how many tickets you sell. You will need to know how much things cost: • Meal costs – price per head • Venue costs – if applicable • Transport costs – coaches needed? • Security – this is mandatory approx. £32 per hour for 2 guards • Entertainments – can you afford extras? These can always be added in

16. Finance Forms • Money request forms – used for making payments, reimbursements and for using the credit card • Sales Invoice forms – Used to request a payment, mainly relate to sponsorship • Foreign payments – check you have all the required information to make the payment e.g. BIC number • UTR’s – make sure the people you are paying are registered as self-employed with HMRC and have a Unique Tax Reference number • Sponsorship – Sponsorship all needs to be confirmed for you to use it in your financial planner and your Contracts need to have been signed by the SU • Deadlines – need notice for use of credit cards • Transfers take 3-5 days from being processed

17. Finance Forms Members Registered Companies Non-Members Self-Employed Partnerships MRF CASH Up to £50 from Finance Office Counter Turnaround: 3 days* BACS Sort code & account number Turnaround: 5 days* Foreign BACS BIC & IBAN for EU & EEA BIC & account number outside of EU/EEA Turnaround: Min. 5 days* Credit Card Use the card in the Finance Office Cannot use PayPal Turnaround: 2 days*

18. Logistics • Registration – allow time • Breaks – extra rooms needed? • Parking – VIP parking needed? • Cleaning – is housekeeping needed or will execs be responsible?

19. Key Contacts • Hannah Hough – Societies Co-ordinator overseeing Conferences • John Pitman – Security Services Manger • Mark Kennel- Head of Security Services • Julie Taylor - Events and Operations Manager for Conference Park and Events • Peter Dunn – Director of Press and Media Relations • Georgina Wood – Oversees sponsorship

20. Any Questions?