COAST and the IT&C Unit have developed an online form to assist you in the organisation of College events. This electronic format will help COAST to deliver a more coordinated, consistent and professional approach to activities hosted by the College and its Centres.
|
The Event Organising Form has been designed to do a number of things: |
||
| 1 | Provide an easy way for you to send event requirements to COAST (and provide you with prompts for things you may not have thought of) | |
| 2 | Provide COAST with most, if not all, of the event requirements at the time of request (so staff don’t need to pester you with endless requests for more information) | |
| 3 | Provide event information that may be uploaded automatically to the Calendar of Events on the front page of the College website (the relevant information will be ‘sucked’ straight from the electronic form to the Calendar [please see *below for more information about the Calendar]) | |
| 4 | In one document, provide all of the CoL units (COAST, IT, Services Office, Marketing) with tasks as relevant. | |
If you would like your events to be supported by COAST we will need to receive an online Event Organising Form. COAST people are happy to assist staff who may need help in completing the Form.
About
the EVENT ORGANISING FORM
| Where to find the Form | GROUPWISE menu—right hand top. |
| Filling out the Form | You will see a series of fields—a combination of check buttons and text boxes for adding information. Some check boxes will have further drop down features for adding extra information. |
| Fields | There
are 10 fields: 1. Basic Information 2. Flyer Required 3. Advertising/Publicity 4. Law IT Required 5. External IT at Venue 6. Catering Required 7. Accommodation/Travel Bookings Required 8. Conference Pack Required 9. Requests for Services Office 10. Any Other Details |
| Some fields are compulsory | You
may skip some fields as not all will be relevant to your event. However,
there are 6 compulsory areas contained in the first section. If you are unable to complete a compulsory field, please add ‘tba’ or another explanation as the form will not be accepted if left blank (this information will need to be provided as soon as possible). |
| Sending your Form | When you have completed the Form you just need to click on SEND (at the bottom of page) and the Form will be received by COAST (and also IT, Services Office & Marketing if required). |
| CoL Calendar of Events | *Some information from your Events Form may be automatically formatted for uploading to the CoL web page Calendar of Events (there will be a short delay in uploading to the calendar as the information undergoes an approval process before going live). |
| Avoid clashes with other CoL events | Even if your event is not yet ready to go up on the CoL web Calendar, but you know the event date, we advise that you send basic details to COAST so they will appear when others carry out a [COAST] "Busy" search through Groupwise appointments (if you don't know how to do a busy search check the IT&C Manual). |
| Making changes after submission | You may change and add to this form at a later time by opening it from your Groupwise Calendar. The changes will be sent to COAST and any other recipients involved. |
| Another checklist | A useful event organising checklist—including, items to consider when preparing an event budget—can be found at: http://law.anu.edu.au/COAST/Resources/EventOrganisingFormChecklist.htm |
| Help | If you are not sure about filling in any part of the form, please contact coast@law.anu.edu.au for assistance. |