Running an event
How to run a successful event at Imperial
This page contains guidance to help you run an event at Imperial College London. It includes templates, resources and answers to frequently asked questions. For guidance specific to running virtual events please visit our dedicated Virtual events page.
Please consult the College Events Calendar (Imperial log in required) to check for clashes on your preferred date prior to confirming any arrangements.
Successful event checklist
Booking venues, catering and technical support
Visit the Imperial Events and hospitality webpage or contact Campus Services - firstname.lastname@example.org to secure venue bookings, catering, AV support and to hire furniture for your event. Please note Campus Services charge a fee for their support.
Please visit the Imperial Venues website if you are looking to organise an event but are not a current Imperial College student of staff member.
Contact your speakers as soon as you have a preferred event date in mind. Please contact the IE team before inviting any high-profile individuals to speak at your event.
Please note it is not standard practice to pay speakers a fee or honorarium. You may wish to cover your speaker’s travel expenses, but this is at the discretion of your department. Please review the Imperial College Expenses Policy for more information.
Security and risk assessments
Risk assessments are required for all events held at Imperial College. Please complete the Risk Assessment and consult the ‘review & sign off’ section for information on who needs to review and sign off the risk assessment for your event. Please note: the IE team are not responsible for reviewing or signing off your risk assessments.
Please notify Terry Branch, the head of security services and the IE team if any high profile individuals will be attending your event.
We recommend that the following wording is included in the joining instructions for all in-person attendees at events:
We are adopting a public health approach that we believe will keep our students and staff safe, and ensure that we can continue teaching, undertaking research and running our events. The latest information on Imperial's response to COVID-19 can be found on the College webpages: COVID-19 – updates and guidance
Invitations - e-invite templates for in-person and virtual attendees.
Joining Instructions – joining instruction templates for in-person and virtual attendees.
Name badge template for events - This template works with Durable 54 x 90mm badge sheets which are available from Office Depot on ICIS. Name badges trays can also be purchased from Office Depot.
Slides – Imperial PowerPoint presentation template for PowerPoint presentations.
Filming your event
Please contact Campus Services if you would like your event to be recorded.
You can also contact the Conferences and AV team if you are interested in live streaming your event through the Imperial College YouTube account.
Ensure you have sought the speaker's permission to film and record their speech or lecture.
Marketing and communications
Visit the submit an event what’s on page if you would like your event added to the college what’s on page. This is open to any current Imperial students or staff members who are hosting a college wide event. Please note it will take up to five working days for your event to be added from the date that we receive all key event details.
Where appropriate your event may also be included in the monthly Events programme email. If you would like to request for your event to be featured in a future events programme email please get in touch at email@example.com
Other ways of promoting your event include contacting relevant organisations and asking them to advertise your event to their members, and through using the power of social media. We would suggest promoting your event on relevant Facebook groups and coming up with a hashtag for your event and tweeting about it.
You can also request for your event to be shared as a news story by contacting the relevant faculty media manager or officer.
Event registration platforms and data protection responsibilities
If you are organising a free event that requires attendee registration, you can create a registration form using Qualtrics and embed it within your events listing page on the College website. For more information on this process please refer to the attendee registration section on the Creating an event - things to consider page.
If you are organising an event that requires tickets to be purchased by attendees, you can set up a payments and registration page on the College's online store. For more information on this process please refer to the taking payments section on the Creating an event - things to consider page.
Eventbrite is an external event management and ticketing platform used widely across the university. For more information on this process please refer to the Using Eventbrite section on the Creating an event - things to consider page
Please refer to the Creating an event - things to consider page for information on your data protection responsibilities when hosting an event.
If you need to cancel or postpone your event
If you need to cancel or postpone your event, remember to change the event status to Cancelled, Postponed or Rescheduled in the event editor. You can find out how to change the Event status on the Using the new Events system for Authors page.
If you are using Eventbrite, please contact all registrants via email to let them know the event has been cancelled.
Event brief and joining instructions
Remember to send a full Event briefing to the speaker, chair and vote of thanks (if applicable) one week out from your event. This is to ensure everyone knows what they are doing so the event runs smoothly.
Send joining instructions a week out to everyone who has registered for your event. Different instructions need to be sent to your in-person and online registrants. Reminder joining instructions to all in-person registrants need to be sent 2 days before your event and to all online registrants the day before.
If you have requested AV support from campus services and need slides for your event, you will need to send these through to firstname.lastname@example.org at least 3 days before your event.
After your event
- Upload your event images to the Imperial asset library.
- Send a follow up email to all registrants thanking them and listing the event recording if they wish to watch it again or if they missed the event.
- Tweet about your event and check the Twitter coverage via the hashtag(s) for the event or associated tweets
- Complete an evaluation of your event using our Event evaluation template.