This article is a guide to your Event On-Site Experience. This will detail all aspects of going on-site to an event. If you have any questions, please get in touch with Rimsha or Elise.
Event Team - Selection 👥
Once you have been asked to work an event, you will receive a Staff Event message via teams which will include details of the event, travel, and any other information that you will need to know.
If you are travelling for an international event, you will be sent a form in the teams message; you will need to fill in this form by the deadline given.
Event staff are selected by the Head of each Department, depending on staff schedule and event requirement. If you’re unable to attend the event because of personal reasons, please inform the Event Manager immediately.
Event Roles & Responsibilities 👍
Event Manager – the event manager is responsible for the smooth running of the entire event. They are responsible for liaising with the venue to ensure all operations are carried out. The event manager is also there to lead all the staff on-site and is responsible for ensuring the team is aware of their roles and responsibilities on-site. They have the authority to make decisions regarding event budgets on-site and ask the team to help with ad-hoc tasks, if necessary.
Delivery Staff/Senior Producer/Producer – the delivery staff member/senior producer is responsible for room managing the main conference room, as well as ensuring all other room managers are carrying out their duties. They are responsible for ensuring all speakers for the session have registered during every break and if required troubleshooting. They also need to action/troubleshoot any agenda changes that may occur during the event and ensure that the event manager and room managers are aware. The delivery staff member/senior producer needs to keep regular checks with all room managers and provide support where necessary. If needed, they may need to step in to chair a room.
Room Manager – the room manager is responsible for ensuring all AV equipment/tech is up and running at set-up (checklist provided for support), as well as checking the room layout is as required (panels/roundtables). The room manager is responsible for ensuring the agenda runs to time and their chairperson is managed efficiently. The room manager needs to ensure that they are regularly checking-in with the event manager at the registration desk for updates and staying connected with the senior producer during the event.
Sponsorship Management – the sponsorship person is responsible for ensuring all sponsors have a smooth event, including set-up and breakdown. The sponsorship person is responsible for answering any questions the sponsors may have and troubleshooting when needed with support from the event manager. They are also responsible for ensuring the 1-2-1s run smoothly on-site, with the support of the event manager.
Technical Assistant – the technical assistant is responsible for managing AV in the conference room as well as room managing (in most cases this will be the smallest room). The technical assistant will need to ensure they are available in the conference room during the talks and breaks, to help assist speakers when needed. The technical assistant is not required to help with the 1-2-1meetings.
Registration Runner – the registration runner is responsible for ensuring that attendees join the correct queues (i.e., speaker/sponsor registration). They need to be actively crowd managing during peak registration time in the morning to ensure efficient registration.
Travel ✈️
UK Events
Getting to the event - If you’re working both days of the event, we will aim to travel to and from the venue by taxi with the event team and event materials. For all events, we will be travelling from the office to the venue at the time and date decided by the Event Manager. If for any reason you are unable to travel at the chosen date and time you will need to notify the Event Manager as soon as possible, alternative travel can be arranged.
Day Staff - If you have been asked to work for either day 1 or day 2 of the event, you will be asked to travel either by the Oxford Tube (coach, various stops within Oxford) or by train depending on location. Please note times/fares/locations to be decided by your Event Manager.
Driving is not an option for majority of events – you will not be requested to drive. This is due to safety of our staff and insurance purposes. However, please note on the rare occasion you may be asked.
International Events
Airport travel – If you’re working an international event, we will be travelling to the airport by taxi from the office and the date and time decided by your Event Manager. If for any reason you are unable to travel at the chosen date and time you will need to notify the Event Manager as soon as possible, alternative travel can be arranged.
Flights will be decided by your Event Manager, we will always aim to get to the airport at least 3 hours before the flight. We aim to book flights that allow plenty of time to rest before event set-up begins.
On-site travel
On-site travel should be managed and booked by the Event Manager, if you’re staying at the venue, additional travel will not be covered. If you’re not staying at the venue then your daily budget of £50 will also need to factor in taxis, public transport etc. – this will be managed by the Event Manager.
Luggage 💼
UK & European Events – Hand luggage only. If you are working on multiple events in a week that require you to stay out longer then you will be able to bring a larger bag.
US Events – you will be allowed 1 x checked in bag and hand luggage (the weights will be dependent on airline).
Please ensure you use suitcase locks and label luggage with your name and address – this is your responsibility. To avoid hurting your back – do not overfill suitcases and use luggage with wheels and trolleys where they’re available. Should you need a trolley at the airport let the Event Manager know.
For all events, please note you will be asked to carry event tech within your personal carry-on luggage. Everyone going to an event has equal responsibility to help with event materials.
Personal Leave 😎
Should you decide to book time-off after an event abroad, then you will need to take responsibility to research and book your own flights. The Event Manager will be able to advise you on how much you will be able to claim back as expenses and the date you should have your flights booked by. Please note flight prices do fluctuate and if you decide to book yours later than advised by the Event Manager, you may incur additional charges at your own expense.
Please be mindful that this is a work trip and excessive time cannot be spent booking for staff personal holiday. Also note that your holiday should be officially approved by your line manager and be added to the calendar before you start booking.
Once the event ends, and you are on your personal holiday, you are responsible for your own travel, accommodation, food, and anything else you may need. You cannot claim back any expenses.
Lieu days 😌
Lieu days are given to event staff to cover additional hours spent working outside of normal work hours – these are at the discretion of Lydia/Rimsha. You will automatically be allocated your lieu day which will be the next working day after the event – this cannot be moved/changed.
UK events – this will be given at the discretion of the Event Manager if the event takes place on a weekday. For events where staff are travelling and setting up on a weekend (i.e. for events on Mon & Tues), staff receive a full holiday day in lieu. If staff are not setting up but are taking time out to travel to an event on a weekend, you will receive half a day in lieu.
European events – you will be given 1 day in lieu.
US events – you will be given 2 days in lieu.
The Event Manager will request HR (Rosie) to update Breathe with your lieu days before the event.
Travel Documentation 🛂
Passport - It is your responsibility to check that you have a valid passport for travel to the country you are visiting. This includes expiration date and two spare pages for entry stamps.
Visa – For US travel, the Event Manager will help arrange ESTAs should you require one. If you require a visa for any other country, please notify the Event Manager as soon as possible.
Travel insurance – the Event Manager will arrange this for you – please ensure you provide accurate information when completing the travel form.
You are responsible to also check your journey and check-in times against the itinerary prepared by the Event Manager and reconfirm flight times a couple of days before departure.
Medical and Dental Checks 💊
You need to make sure that any urgent medical or dental treatment are completed before you travel. If you have any long term health problems, check with your doctor before travelling, and remember to take enough
medicine with you. Please also inform HR/Event Manager if you think your condition may be affected by travel.
Clothing 👔
Casual clothes for travel, smart-casual for set-up day and business attire for event days is required. Please speak to the Event Manager if you are unsure what to wear. Money
When travelling to event, avoid carrying a large amount of cash, but carry enough money to cover emergencies. Please note, avoid using debit cards, as they don’t have the same level of protection as credit cards.
Expenses (such as food, drink, and travel) on company time will be paid for by the Event Manager using the company credit card. If for any reason you need to use your own money for expenses, please be mindful of purchases made and keep within the daily limit. To claim back, you will need to keep all receipts and complete an expenses form upon return to the office that needs to be submitted to Accounts – please note that all expense claims are checked.
Keep spare money, valuables, and your passport in the hotel safe, and make sure you remember the security code.
Food 🌮
Breakfast – As a standard we will always try to ensure there is breakfast included with your stay. However, on the rare occasion that breakfast is not included, your Event Manager will organize breakfast which will be included in your daily allowance.
Lunch – lunch is included at every event; it is a buffet lunch with lots of choice. You will be told by your Event Manager when you can have lunch, but please note those who are managing rooms have priority. Lunch is not cleared away until Event manager says so.
Dinner – the Event Manager will be deciding a dinner location ahead of time, if you have certain dietary requirement, please communicate this to the Event Manager.
Everyone is expected to go to dinner together as a team (exceptions to be approved by the Event Manager). If you do eat separately to the group (not recommended) you cannot claim back expenses on dinner.
Please note that if you have any medical/dietary requirements that requires you to eat at a certain time or if you have an allergy, it is your responsibility to notify the Event Manager ahead of the event so they can take this into consideration.
Daily Allowance 💷
The daily allowance per person is £50 a day and this is to cover refreshments, dinner, and taxis. The approximate breakdown on what should be spent in each area is below:
Dinner - £20 - £25
Refreshments - £10
Taxis - £10 - £15
Communication 🗣️
Ahead of the event, note down the work and personal phone number of the Event Manager and other staff members if necessary.
In the case you are travelling separately from the team, keep in touch with the Event Manager.
Personal health 😓
If you are ill, it’s important to tell the Event Manager or another member of the event team, even if it doesn’t seem serious. Ensure that you take breaks throughout the event day and communicate this with the Event Manager, so they are aware of where you are.
Hotel Safety 👍
Always lock the door and use the safety chain and window locks if fitted. Find the nearest fire alarm and extinguishers, and make sure you know your emergency exit route. Keep important and valuable items (including computer files) in the hotel safe when you’re not in your room.
Taxis and Drivers 🚕
If possible, always book taxis through your hotel or a reliable local contact. Always travel in a licensed taxi with a meter, and make sure the driver uses it – if possible, note down the plate number and car registration if you are hailing a taxi.
Personal Security
If you are away from the Event Manager at any point (during travel, on-site, free time) ensure they are aware of where you are and your travel plans.
Avoid walking around alone if possible and be aware of who’s around you and be particularly alert for pickpockets on public transport and in crowded areas. Be alert with strangers and cautious in conversation. Don’t give away personal information.
If you’re robbed or have an accident, report it to the police – even if they can’t do anything, you’ll need the crime number to claim on the insurance.
On-Site
Event Set up 👥
For event set up you can be in casual wear (including jeans and trainers) but please keep professional as you will be engaging with event sponsors and attendees. You will need to put on your badge during set-up.
Before the rush of set-up begins, the Event Manager will ensure that a brief meeting is conducted before set-up to ensure everyone knows what their role is for set-up and know their way around the venue – please be patient while this happens.
Should you have finished your job/task, ask the Event Manager if you can help with anything else. If you are asked to help, in any capacity, by the Event Manager please do as you are told.
If we are unable to access the event space early and have to set-up late, the Event Manager will ensure dinner is eaten beforehand or during set-up (this may depend on situation). If you need to eat on-site to be available for set-up, everyone needs to take turns to check on the registration desk and to help sponsors if needed.
The Event Manager will make the last decision (especially on costs). The Event Manager is responsible for the company card and making payments when with the team. When needed this can be given to the second operation member or senior team member If required.
Communication is key, if you’re having to deal with something that stops you from doing your allocated job, please let the Event Manager know. The Event Manager will be kept in the loop for all situations, and you are asked to not get involved or questions anything you see that you may be unsure of, please check with the Event Manager if anything.
Registration Desk 🖥️
The registration desk is the main point of contact for all event attendees, therefore there needs to be someone available to help all day. You need to help support the Event Manager as from time-to-time they will need to go check on other aspects of the event. If you are managing a room, please ensure you are coming back to check-in with the Event Manager regularly.
The registration desk needs to be kept tidy throughout the event. Please do not leave food, cups at the registration desk or behind/under. Any personal items that are left at the registration desk need to be kept under the table. The Event Manager will always try to ensure that there is a separate place to eat lunch and store personal items, however if this is not the case, please be mindful of items being left in plain sight at the registration desk.
Event Laptops 💻
When managing a room, you need to ensure you are signing out the conference room laptop from the Event Manager. These need to be collected at the end of each day from your AV technician.
For the 1-2-1 meetings, you will be given tablets, and these will also be signed out to you by the Event Manager. During/after 1-2-1 meetings, ensure you always have your tablet with you – these should not be left unattended at any point during the day. If you need to leave, please tell the Event Manager.
At the end of each day, all event tech needs to be securely locked away or taken to your rooms for the night – nothing can be left at the registration desk or under.
You are responsible for any event tech that you are given until it has been signed back in and handed to the Event Manager.