Planning your Event

Event Plan

It is advised to use an Event Plan to hold all up-to-date event information, including a running order and/or a detailed timeline in which you break down all tasks that need to be done, and assign responsibility and deadlines for each. You may find this Blank Event Plan Template helpful and can amend it as required for your event.  

You must ensure your plan includes appropriate actions from the risk assessment. 

Even though legal restrictions on gathering size and social distancing due to Covid-19 have been lifted, please continue to factor into your event plan how you will consider the comfort and safety of your guests, particularly those who may be vulnerable or feel cautious.     

Pre-Event Communication 

It is good practice to email all your attendees before the event to let them know what to expect. You can confirm the event details and inform them of any requirements expected of them. Similarly, please ensure you communicate clearly to all hosts, speakers, presenters, staff and suppliers, to ensure compliance with any measures put in place to mitigate risk. 

If you have any queries or concerns about planning your event safely please contact the College Events Team at eventsoffice@pmb.ox.ac.uk