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Before the start of a preparation phase ofan event, it must be defined precisely and approved by various authorities.
Here we go. Where to begin?
The "First Steps" Checklist (PDF, 167 KB) has four sections:
Further information can be found in the following sections.
Idea development includes the definition of the event, including the key information and an initial application for the date and possible location for the event.
A consultation with Event Management should be arranged to ensure that the event’s preparations, implementation, and follow-up are seamless. They can provide input on a wide variety of topics as well as an overview of the possible support services.
For some congresses an application must be submitted. For this purpose, an “application folder: congress venue Zurich” must be drawn up and potential viewings of sites must be arranged.
Once the approval to host the event has been granted, the basic framework has to be defined in a detailed concept. The various tasks are then carried out during the implementation phase. The following points should be defined in the detailed concept:
| Participants | |
|
Mobility |
Accessibility |
|
Special aspects |
Language, age category, culture, etc. |
|
Registration |
Voluntary/mandatory, various categories, discounts for certain participants, VIP registration, etc. |
| Supporting program/schedule | |
|
Welcome speech |
By a certain person, at a certain location (e.g. early request to the President to give the welcome speech) |
|
Main program |
Specialist topic, special topic, speakers/experts, inclusion of junior researchers, inclusion of sponsors |
|
Ancillary program |
Cultural program, e.g. focus on Swiss tradition |
|
Farewells |
By a certain person, at a certain location |
|
Special aspects |
Special program points |
| Facilities | |
|
Event rooms and external premises
|
Number of rooms, size, type, set-up (seminar room, lecture hall, foyer, etc.), chairs, accessibility (including for wheelchair users), equipment/facilities (technical, sanitary, etc.), service (toilets, disabled toilets, diaper changing room), safety (fire prevention, emergency exits/corridor for emergency vehicle access, evacuation chair) |
|
Extra rooms at UZH
|
Storage, conference office, back office, technology pool, exhibition gallery, cloakroom, etc. |
| Implementation and personnel planning | |
|
Internal resources |
Employees, students |
|
External resources |
External service providers |
|
Responsibilities |
Organizational chart, clear assignment of duties |
| Financing | |
|
Use of funds |
Budget rules, usage guidelines for third-party funds, sponsorship agreements, tied donations |
|
Cost planning |
Personnel, speakers, rooms/technology, documents, outreach, catering, support program, cultural program, transfers, taxes/duties, other |
|
Revenue planning |
Participants, donations, sponsorships, public subsidies, third-party funds, other |
|
Consideration packages |
Financing of items, free participation, company presentation, naming |
| Marketing/communications | |
|
Outreach |
What is required? Public tender, flyers, web page, app, social media, press releases |
|
Communication with participants |
Via e-mail, by letter, through the web page/internet |
| Catering | |
|
Number and type of meals to be provided |
Breakfast, snack, lunch, coffee, dinner, drinks (with snacks), dessert, welcome drink |
|
Catering options |
Gala dinner, passed food, buffet, finger foods/snacks, live cooking, food truck |
|
Special aspects |
Served/self-service |
| Materials and documents | |
|
Conference materials/documents |
Documents from experts/on the topic |
|
Informational material/documents |
Directions, Wi-Fi info, etc. |
|
Promotional materials/documents |
UZH items, promotional items from external organizers |
|
Organizational materials/documents |
Personnel planning, helper shirts, etc. |
|
Goodies |
Give-aways for participants, donation opportunity |
| Transport | |
|
Participant transport |
Train, bus, tram, etc. |
|
Delivery and pickup of goods |
Delivery schedule, parking spaces |
| Accommodation | |
|
Block of hotel rooms |
Key speakers, participants, helpers |
| Rights and obligations | |
|
Legal basis |
Copyright/property rights, data protection/personality rights, insurance, liability, GTCs |
