Planning an Event (staff)

The Event team is here to support schools and professional services with organising events throughout the year. From a standard partnership meeting, to a high level conference, we can offer support from the initial enquiry to the day of the event.

conference tables

Type One: Internally hosted events

Room booking to host a partnership activity, for example host a workshop/meeting, which your school/department will be attending outside of its core activities, and will be working in partnership/association with. These events can be booked directly with the events team, who can arrange the logistics for you (e.g. room, catering, media assistance).

This arrangement means that the University is sponsoring the event by contributing 100% complimentary room hire. If you require any additional expenditure (e.g catering, out of hours media technicians), these will need to be supported by your school/department (cost code then required) or by your partner organisation.  

Services provided

Room booking, directional signage, event pack for event lead, communication between all relevant internal services. Where appropriate we will promote your event on social media, add to local events listings and display on the screens around campus.

If you require additional internal or external communications support please contact news@yorksj.ac.uk.

 

Services provided if required

Catering order, external liaison, advertised on University event calendar pages, creation and management of event booking pages. 

 

Requesting an internally hosted event

Please contact the events team E: events@yorksj.ac.uk or T: 01904 876654 with the date and time of your event as well as the the approximate number of attendees and the details of any preferred rooms. The team will then check availability of space and respond. We ask that you do not confirm that the University is able to host the event until you have received confirmation from the Events team. 

 

Type Two: Larger events and conferences

A larger University event, such as an academic conference (charged to cover costs/complimentary if budget permits or with assistance of Catalyst, Public Engagement or QR funded activity) or a festival which requires an allocated budget requested through events department or your school/department.

This type of event would need to be submitted to the Events office for budget planning in order to establish whether sufficient funding is in place or whether budget can be allocated. 

Services provided

Full budget breakdown, event plan, event pack for event lead, room bookings, communication between services. Where appropriate we will promote your event on social media, add to local events listing and display on the screens around campus (if you require further internal or external communications support please contact news@yorksj.ac.uk). 

 

Services provided if required

Travel bookings, accommodation bookings, catering order, external liaison, put on website, put on event calendar page, create booking page, invitations, badges. 

 

Requesting an event and submitting your proposal

Please complete the University Event Request Form (DOC 334KB) and forward to the Events team at E: events@yorksj.ac.uk. The team will then check availability, calculate costs and respond.

Alternatively you can call on T: 01904 876654 and one of the team will happily discuss the next steps in the planning process.

We ask that you do not confirm/advertise the event until you have received confirmation from the Events team. 

 

Contact us

If you have any queries or unsure where your event sits please contact the events team on:

T: 01904 876654
E: events@yorksj.ac.uk 

Alternatively contact Paul Kelly, Events Project Manager on T: 01904 876565 or E: p.kelly1@yorksj.ac.uk and we will be happy to talk through your ideas and assist where we can. 

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