Are you organising a reception, farewell dinner or lecture? However small the occasion, there's still quite a bit of work involved. Here are a few tips to ensure you are well prepared.
What exactly do you want to achieve with your event? Think about the objective and budget. Once those are clear, you can determine how to proceed with organising the event, and come up with answers to questions such as:
It may seem obvious, but make sure your event starts on time. If you’re short of capacity, you can consider outsourcing some of the organisational work to the Communications Office (at an additional fee).
You can book a room in a UvA building through the secretariat in your own department. Also bear the following things in mind:
See the entry on
Rooms for more information.
If no UvA room is available, it is also possible to hire spaces outside the UvA. The UvA has set price deals with a number of hotel and conferencing chains in Amsterdam and the surrounding area. Look under Meeting spaces outside the UvA (in Dutch).
For organisers, it's useful if participants register in advance. With those figures to hand you can adjust the room capacity and catering requirements, and you can send a confirmation to the people coming. This reminds them that you are counting on them to turn up. It also gives you an idea of who hasn’t registered yet and might need a reminder.
You will always need additional facilities services when you organise an event. Just think of the following aspects:
Facility Services will organise all of this. Submit your request well in advance using the appropriate form to make sure your needs can be met.
The UvA works with a regular caterer: Eurest Campus Catering. Once you register an account on their website, you can place an online order. The banqueting brochure is also there, showing the packages available for meetings, receptions, dinners and buffets.
When placing your catering order, bear the following things in mind:
For information on catering orders, look under Catering (in Dutch).
You may wish to offer giveaways to participants at an event, or give a gift to speakers. The UvA shop has a collection of writing materials, bags, sweaters and other gifts, all branded as the University of Amsterdam. These UvA items can be bought from the UvA online shop.
The UvA has reached price agreements with several hotel chains for hotel accommodation in Amsterdam and environs. This means staff can book rooms for their guests at a special rate. Look under Hotel accommodation in the A-Z list for an overview of the participating hotels (in Dutch).
UvA staff organising events can give participants access to the UvA’s wireless network. For more information, see Wireless network (WiFi) in the A-Z list. Visitors can also make use of the open WiFi network in UvA Buildings, which does not require registration or a password.
If there is a lot to do on the day itself, draw up a plan of action setting out the time, place, activities and responsibilities. Include a list of names and contact details for everyone involved: external suppliers (caterer, florist, photographer), speakers, emergency response coordinator, etc. And add an overview of all the materials required: participant lists, name badges, signage, presents, etc.