Events

The Events team are based within Marketing and Advancement and are responsible for organising a number of student recruitment, corporate and alumni events that take place across the University.

The team consists of experienced event professionals, who can advise and support you with getting the most out of your events.

The team are able to support with numerous events that directly contribute to the University strategy. However, the team is small and therefore cannot support all events across the institution. With this in mind, you will find lots of guidance with the planning, delivery and evalsuation on your own event over this section of the website.

When should I contact the events team?

As a starting point, you should make initial contact with the team to discuss your plans and what you want to achieve. 

This is to ensure that:

  • We can help with any telephones enquiries received
  • We can check that dates don’t clash with other major events on campus
  • Security, switchboard and other relevant areas are informed of the details
  • We can advise of any links with other events on campus or in the pipeline that might support your event

What can the team do to help?

The level of support we can offer for your event will vary. As a starting point make initial contact with the team to discuss your plans and what you want to achieve.

Support can include

  • suggesting a suitable structure for your event
  • advice on suitable guest lists/target audiences
  • producing invitations and liaising with Creative and Print Services
  • managing replies
  • arranging promotion, press and social media via the relevant teams
  • venue sourcing, catering, AV, room dressing, lighting, sound and risk assessments
  • arranging communication with attendees and follow-up activity
  • creating an operational plan for the event
  • full delivery of event logistics, planning and administration
  • on the day management
  • post-event evalsuation report
  • providing advice and guidance on event planning
  • supporting with looking over contracts for venues and budget planning
  • advising on creating invitations and managing responses
  • providing templates and guidance documents
  • advising on accommodation and travel booking

Assisting with on the day management for larger events with prior agreement

The Events team are also the first point of contact for anyone wishing to host outdoor events on campus. You will need to complete the request form and a risk assessment for your request to be processed. Outdoor events have to be signed off by relevant people across the institution. You must get your requests in early and the supporting paperwork completed in good time to avoid disappointment.

Outdoor events approval

Find out more

two people talking at an event

Getting started with event planning

An event can be an extremely powerful tool for engagement and communicating your message, but it can also be costly to execute and difficult to measure results.
a man highlighting text in a printed brochure

Print, design and other collateral

When organising an event there will always be some form of design requirements.
a close up of the back of a camera

Photography and video

To include your event photographs in University publications, you must use our in house photographer, Phil Wilson. For videographers, provide your specifications to Creative and Print Services.
a formal dinner, people sitting around tables

Catering

When choosing suitable catering for your event, think about what would complement the event format.
a lecturer pointing at his lecture slides

Equipment and furniture

You may need to borrow or hire equipment.

a group wearing protective clothing take a workshop tour

Health and Safety and insurance

All events should be risk assessed and event leads must ensure that all safety measures have been put into place and followed.
A room decorated for an event with set tables, decorations and lights

Branding and sustainable venue dressing

How to add the 'wow' factor to the look and feel of your event, whilst also operating sustainably.
two Team Loughborough student helps with a crowd of visitors at an open day

Staff and student helpers

In the planning stages, you will have already contacted those who you need to be present for talks and within the operational team, but you might also need additional help for the event.
a group of women sitting at a desk filling in feedback forms

evalsuation and surveys

As part of your event plan you should have already planned out what you are going to do to follow up with those who attended your event and begin to evalsuate its success.

Who to contact

The team consists of experienced event professionals, who can advise and support you with getting the most out of your events.