External Relations

If you are planning an internal event, consider using University venues and rooms. This helps highlight what the University offers and can also help you stay within your budget.

If your event requires you to organise venues both on and off campus, contact the Conferences and Events (conferences@glasgow.ac.uk) for advice. 

When selecting a venue(s) for your event, consider the following: 

Capacity

• Can the venue comfortably accommodate your target number of guests? 
• Does the venue allow you to scale your event if your audience exceeds your target number of guests? 
• Similarly, if your event is more intimate, do not opt for a larger venue, which may make it look empty. 

Audio Visual  

• Are there built-in audiovisual facilities such as a PA system, data projection and screen 
• Can the venue, if not integrated, accommodate a portable PA system, such as a free-standing speaker,d a data projector and a free-standing screen 
• Is there a clear line of sight for all guests,s or do you require additional projection facilities? 

Access 

• Is the venue easily accessible to your guests and well signposted, or will additional signage be required? 
• Are there lifts and/or access for guests with disabilities 
• Can external suppliers easily access the venue 
• It is important to find out in advance what the arrangements are for egress and evacuation in an emergency. 

Plan your event 

• Are there any venue restrictions that may alter the format of your event, e.g. red wine is not permitted to be served in the Hunterian Museum and Art Gallery 
• Is there space within the venue for on-site catering and easy access to power, if required 
• Do you require additional nearby rooms for breakout rooms or a pre- or post-event reception? 
• Is there space for a registration desk as guests arrive? 
• Where will guests put their coats? 
• Are there bathroom facilities in proximity? 

Budget 

• Do you have a budget allocated for venue hire? Shouldd there be a fee associated with the venue?  

How do I book a University room/venue? 

Space Management and Timetabling controls the availability of approximately 170 teaching rooms, the University’s Main Halls and Committee Rooms. 

To enquire about availability, please log on to MyGlasgow for staff.

The preferred way to make a booking is to complete the online booking form.  

To contact Space Management and Timetabling Team, email: timetabling@glasgow.ac.uk 

Charges may apply to bookings of teaching rooms, halls, and committee rooms for non-teaching purposes. These will take into consideration hire of accommodation, cleaning, heating, lighting and any janitorial costs. Please note that you will still have to make and confirm specific arrangements for whichever services you require to support your event. 

To book the Hunterian Museum or Art Gallery for an event, email hunterian-events@glasgow.ac.uk 

Please note that Time Tabling does not oversee all buildings and rooms within the University; many buildings have their own dedicated team managing the space. If you are seeking room bookings within the ARC, for example, you will need to contact them directly. Further information is available on the building's webpage. 

If your event is at the University, Catering and Events will be your point of contact.  If, for any reason, Catering and Events are unable to deal with your event request, they will refer you to a recommended and approved external supplier. 

If you are using an external venue caterer, then you should ask for sample menus and testimonials to help you decide if they can deliver the appropriate standard of catering. 

There are several things that you should consider when organising the catering for your event: 

• What is your allocated budget for catering, typically calculated on a per-head basis? 
• What type of payment is required, and confirm with finance that this method is within University guidelines.
• Is it formal or casual catering, i.e., a sit-down dinner or a stand-up buffet?  
• Is hot or cold food required? 
• Beverage selection – hot, cold, alcoholic and non alcoholic 
• How will hot drinks be served – crockery or conference cups? 
• Can the event theme be carried through into catering? 
• Special dietary requirements  
• Is the caterer required to provide menus, place cards, linen, and table numbers? 
• Is power required for the caterer? 

For events within the University, contact: 

Tel: 0141 330 6177 
Email:catering@glasgow.ac.uk / hospitality@glasgow.ac.uk 
Web:https://www.gla.ac.uk/myglasgow/hospitality/ 

Cleaning Facilities

While the venue may have been booked, it cannot be assumed that the venue will have been cleaned before your event. In particular, if a lecture or another event is taking place immediately before your event, the venue will likely need to be cleaned. Charges will apply for the cleaning of a venue. 

It is important to remember that toilets serving the venue will also need to be cleaned and supplies replenished. 

Cleaning facilities can be booked via the Facilities Zone email for your venue location. 

Heating

During the autumn and winter months, many, if not most, of the rooms and venues will need to be heated for an event, both during the day and in the evening. 

Estates manages the heating requirements throughout the University.   

To request heating for a particular venue, you must complete an online form through the IT Helpdesk.

Facilities Services

The Facilities lead the janitorial services. The Facilities office manages all the teaching rooms, main halls, and committee rooms. It is essential to brief Bedellus of any special requirements within the venue for your event. This will include room layout, the removal or addition of tables and chairs, cloakroom requirements, and timings for the event to allow for setup and teardown, and the arrival of staff, hosts, speakers, suppliers, and guests on the day of your event. Ideally, you should provide a floor plan that the janitorial staff can refer to for setup. 

Venues will sit within different Facilities Zones. View this map to help identify which zone email address you should contact.

For events in the Bute Hall, contact Facilities Zone 2 and Graeme Kane:

Tel: 0141 330 6067

Email: graeme.kane@glasgow.ac.uk / estates-facilities-zone-2@glasgow.ac.uk

Security & Parking

For any event at the University, whether it is open to the public or invitation-only, you should advise Security and Parking. Security must be informed if the event has a high-profile, controversial speaker, a ministerial visit speaker or an overseas dignitary in attendance.  

They can advise on any security issues and assist with the on-site logistics of the event, including organising a suitable level of security on the day. 

Parking is often an important consideration for many guests attending an event. While parking is available on-site at the University after 5pm during the week and on weekends, parking is limited during the day. 

If required, parking for guests with disabilities and/or a guest speaker can, however, be arranged via Security and Parking. Parking can be booked via the (please note that charges may apply). It is recommended that parking be booked in advance to ensure arrangements run smoothly on the day of the event. 

To discuss and get advice on both parking and security needs, contact: 

Tel: 0141 330 4282 
Email: Security-main-campus@glasgow.ac.uk             

For all enquiries relating to parking, contact carparking@glasgow.ac.uk 

Audiovisual services can provide advice and technical support for your event. 

While many of the venues have built-in audiovisual equipment (i.e., data projector, screen, and PA system), you are required to contact audiovisual services to book this equipment and confirm whether on-site technical support is required.  

It is advisable for larger events and/or those that require microphones and data projection facilities to book a technician to be on site during the event. 

A minimum of 5 working days’ notice is required for audiovisual services to hire equipment and staff. 

To request audiovisual equipment, you must complete an online form located.

For further enquiries, contact:  

Tel: 0141 330 5678 
Email:avbook@gla.ac.uk  

If your event is closed (by invitation only), you should aim to issue invitations at least six weeks before the event. When planning the invitation process, you should undertake the following: 

• Generate the guest list, ensuring that all contact details are up to date and GDPR compliant  
• Seek input from the University host/Head of College/Head of School/Head of Department/organising committee  
• Determine the most suitable method of communication based on the target audience and timeframe, i.e. printed invitation card, letter by post, or via email 
• Determine the RSVP date 
• Determine the registration process, i.e. via email or online registration 

Prepare the text for the invitation, which should include: 

• Title of the event 
• Date 
• Venue 
• Time 
• Dress Code 
• Programme including speaker and/or host 
• Brief details on the background of the event subject 
• Directions to the location 
• Registration process 
• RSVP details 
• If the lecture will be filmed 
• If there is a bag drop in place 
• The latecomers’ policy (if in place) 
• Signed off by the Principal or the University host 

• A separate invitation should be sent to any VIPs, special guests, etc. 
• All invitations should have a Privacy Notice and an Email preferences link.
• Registration numbers should be reviewed on an ongoing basis to determine whether a follow-up reminder is required. 

If an event has several parts to it, any invitations being sent to a certain group, for example, a lunch at the Principal’s Lodging, should contain the full schedule for the day.   

For emails sent to ‘All staff and students’, a request should be sent to the Marketing Communications team. To do this, the request needs to be sent to communications@glasgow.ac.uk.  

Marketing

If your event is open to the public, you will need to develop marketing material to promote to both an internal and external audience. Once again, your budget will determine how much you have available to spend on marketing and promoting your event. 

When developing marketing materials, it is important that they reflect the University’s brand and visual identity. The brand identity has five components: 

• Marque 
• Typeface 
• Colour palette 
• Tone of voice  
• Photographic approach 

You can view the guidelines that detail the brand framework and how to use it.

You must also ensure that the marketing material includes the following information: 

• Event name 
• Speaker details 
• Presentation title 
• Date 
• Time 
• Venue 
• Paid or free 
• Call to action (i.e. how to register) 
• Contact details 

External Relations Marketing can provide support and assistance with developing marketing materials, including design and printing; sourcing and laying out photography; template design, etc. 

Branding

Display/banner stands 

Display/banner stands not only continue to promote brand awareness to your targeted audience but can also be very useful in helping to ‘dress’ your venue, should the space become too large or hide unsightly areas.  The External Relations Events Team has a stock of generic Welcome pop-up banner stands that you may be able to use. Please check in advance whether these are available for your event, and arrange to collect them and return them to the Events Office after use. 

Crested tablecloths   

The External Relations Events Team has a supply of crested tablecloths which may be available for hire.  

To make an enquiry, please contact externalrelations-events@glasgow.ac.uk 

Promotion

There are numerous ways to promote your event: 

• Advertising 
• Social media 
• Direct Mailings 
• Media Relations (press release/editorial) 
• Web-based publicity  

Photography

It can be useful for future marketing and promotional purposes to book a University photographer for your event, particularly if a high-profile speaker and/or a senior University representative is in attendance.  Photographers shouldn’t be booked just because you think it will be nice to have photos of the event; they need to be able to serve a purpose following the event. 

To comply with GDPR, it is important to display signage at an event that states that photos will be taken and how they will be used after the event. Anyone who prefers to opt out should be asked to inform the Event Organiser. More information on GDPR can be found at the Data Protection & Freedom of Information Office's webpage.  

The Photographic Unit within the University offers support for events. For advice and to book a photographer, contact: 

Stephen McCann: Head of Department/Senior Photographer 

Tel: 0141 330 8373/5433 
Email: photographicunit@gla.onmicrosoft.com / Stephen.McCann@glasgow.ac.uk

Filming

To film and/or audio record a lecture presentation during your event, contact the Media Production Unit within the University.  The Media Production Unit has the expertise and infrastructure to produce high-quality video and audio material for teaching, research or promotion.  

To allow the Media Production team to provide the best possible service, please provide as much notice as possible of your needs. Alternatively email leads-mpu@glasgow.ac.uk

To comply with GDPR, it is important to display signage at an event that states that filming is taking place, that they have the option not to appear in the film, and that the film will be used for after-event purposes. More information can be found on the webpage. 

If you have anyone presenting or appearing in an event that is being recorded, they will need to complete and return a media consent form.  

It is important, where possible, to secure University hosts and speakers as far in advance of the event as possible. 

University hosts 

This could be the Principal, Senior Vice-Principal, Vice-Principal, Head of College, or Head of School. When securing a University host, you should provide the following information: 

• Details of the proposed date, time and location of the event to seek availability 
• A brief on the event and proposed running order 
• Advice on their role and the duration of the commitment required 

To seek availability in the Principal’s diary, contact: 

Head of the Principal’s Office and Chief of Staff to the Principal, Fiona Quinn 

Telephone: 0141 330 5250 
Email: pa-principal@glasgow.ac.uk / Fiona.Quinn@glasgow.ac.uk 

Your guest speaker may be a University academic or an external candidate. 

Consider the following when booking a speaker: 

• Develop a well-researched list of target speakers and approach in priority order 
• Provide the speaker with a full brief on the event, a rough guide to their presentation topic/theme and generally what is required of them 
• Clarify if a formal invitation letter to present should come from the Principal, Head of College, or School 
• Always provisionally hold suitable dates in the diary of the speaker 
• Confirm whether there are any fees or expenses associated with the speaking commitment. You should also ascertain how the payment will be made, as you may be required to set them up as a New Supplier on Agresso 
• Obtain a biography and photograph (if necessary) of the speaker for any promotional material 
• Agree on any media-related activities with the speaker and in conjunction with Communications and Public Affairs 
• If the presentation is being filmed/recorded, ensure that the speaker signs and returns a Media Consent Form, to permit the recording to be used by the University of Glasgow 
• Issue a briefing document to the speaker at least one week prior to the event, outlining the running order, meet-and-greet details, access, VIP attendee details, protocol arrangements, etc.  

Remember to always follow up with a thank-you letter/email to the speaker, whether it is from you, the University host, or the committee. 

Due to the multifaceted nature of events it is advisable to have a number of people working at the event. 

If you require advice and guidance on the number of volunteers you may require for your event please contact the External Relations Events Team at externalrelations-events@glasgow.ac.uk