Academic Events Checklist

Step 1

Event Date

• Confirm event date with the Vice President Internal & your MC member

• Contact the Secretary if your event has not been scheduled or if you need to change the event date.

Step 2

For Ashintosh Events, please see the Ashintosh page

Budgets 

1. > 2 months prior to the event look at the 2024 Calendar Year Budget to see the profit/loss target for your event and confirm your budget with your management committee member or the Treasurer 

2. Please see your budget and post-event budget due dates along with sponsorship requirements here

3. Look at the previous year's budget (this should be on your google drive).  If not, please contact the Treasurer.

4. Create a NEW budget using the template and do not copy the previous year's budget.

   • Be sure to also include items that did not attract any costs e.g. 'Venue Hire - $0.00'.

   • Include any items which are being used or borrowed from Animal House.

5. Budgets should be submitted to the Treasurer and Management Committee member responsible for the event:

   • > 4 weeks prior to the event for events with income or expenditure ≤$1,000

   • > 6 weeks prior to the event for events with income or expenditure >$1,000

6. Remember member tickets must have at least a 10% discount of non-member tickets (This is for tax purposes).

7. For all purchases, ensure that you have a Tax Invoice, and not a receipt. 

No payments can be made or ticket release details advertised until the budget has been approved. 

This includes ticket prices. Events sell out better with earlier tickets! 

Smaller Events:

If your event has expenditure <$500, and there is less than 10 budget items, please use the Budget (Small Event/Non-Event). If you prefer to use the Event format, please do so.

Step 3

Room Bookings 

3 Weeks Before Event (minimum) 

• Follow the instructions on our Room Booking page.

• For a list of previously used venues and vendors, please see the UQMS Vendor Database.

NOTE: 

• • Animal Tissue Guidelines can be found here.

  • Ensure you receive booking confirmation, and if your event is to be held on a weekend, that UQ Security are aware so your rooms will be unlocked (3365 1234).

Step 4

Risk Management

• Complete the Risk Management Framework for your event.

• This framework should be submitted to the Treasurer, VPI and your relevant Management Committee member with your budget:

  • > 4 weeks prior to the event for events with income or expenditure ≤$1,000

  • > 6 weeks prior to the event for events with income or expenditure >$1,000

Step 5

Social Media, Website & Notice Board

• See the Advertising tab for instructions on how to launch your Facebook Event Page. 

Step 6

Sponsorship Requirements

• Please see your sponsorship requirements here

• Check with Sponsorship Officer at least 4 weeks prior to the event regarding sponsorship requirements for your event

• Platinum logos must be on all UQMS promotional material - more information can be found in the Advertising tab. 

SteP 7

For Ashintosh Events, please see the Ashintosh page

Ticket Portal

• Cannot be set up until the budget is approved by Treasurer.

• Fill in the Ticket Portal form at least 2 weeks before the intended release date of tickets. The Treasurer will set up the portal on your behalf.

Step 8

For Ashintosh Events, please see the Ashintosh page

Invoices

• Fill out a Invoice Request form within 3 days of receiving the invoice.

• Please note that the Treasurer processes payments after the admin officer places them into Xero. Therefore, please submit the Payment Request form at least 1 week prior to the invoice deadline. 

• If there are any concerns, please contact the Treasurer.

• You can view the payment status of your invoice here.

Step 9

Run Sheet

• Develop a Run Sheet for the event. This should cover all aspects of the event including set up and pack up.

• Ensure all volunteers and corresponding members of the Management Committee are provided with this run sheet and are informed of their responsibilities.

• Please retain this Run Sheet for handover purposes.

Step 10

Recordings & Livestream

• Initially, please contact the Academic Events Coordinator!

• A recording of a lecture can be organised through help@its.uq.edu.au at UQ ITS.

• An echo360 livestream link can also be requested. They will require the following information: course code, building/room and date/time.

• Make sure to request that the recording isn’t automatically uploaded onto Blackboard.

Step 11

Photography

• The UQMS camera will be needed if no professional photography has been arranged.

• Complete the Camera Hire form. 

  • Arrange for someone to collect the camera (this person must either have a key to the UQMS office or be able to be let in by someone with a key).

  • Please note that the camera needs to be returned within 2 days of your event (or earlier if requested by the UQMS Admin Officer). Ensure you make a copy of your photos before then, as there is no guarantee that photos will be kept after the camera is returned).

• If required, professional photography should be discussed with your corresponding member on the Management Committee.

Step 12

Equipment

• If you have questions about other potential equipment to use from the UQMS Office, please contact the Admin Officer at least 1 week prior to the event.

  • Examples include speakers, piano, urn etc.

• If you need to access consumables, decorations, or other equipment from Animal House (the UQMS Storage Shed), please contact your corresponding Management Committee member.

• If you are looking for prizes for students (eg. for raffles) UQMS's sponsors donate a number of items each year, which you can find here.  If you would like to access these, please contact the sponsorship officer.

Step 13

Catering

• Follow the instructions on the Catering Page 

Step 14

Tutor Recognition

1. All tutors and examiners at academic events should receive a certificate of thanks. These can be organised by the UQMS Admin Officer.

2. Consider adding tutor gifts to the budget! It is important that our tutors and volunteers feel valued! 

Step 15

Post-event 

COMPLETE ALL ITEMS WITHIN 2 WEEKS AFTER THE EVENT 

1. Submit budget with actual figures to the Treasurer, including any items which were taken from Animal House and used.

2. Return any items which were borrowed from Animal House.

3. Submit any Invoices for payment using the Invoice request form.

4. Submit any tax invoices paid by you using the Reimbursement request form. Keep your tax invoices until you have received your reimbursement in case additional photos/scans are needed. Please allow a minimum of 2 weeks to receive your reimbursement.

5. Prepare or update your handover document (you can also use the UQMS Handover Template) and fill in the Event Summary form.

6. Update the Vendor Database with the details of any venues or vendors you used for your event.

7. Upload a copy of your Handover Document, Final Budget, Run Sheet, Room Booking form, and any other relevant handover documentation to your Google Drive in a new folder entitled "Year" (eg. 2022) and submit your Handover Document via this form.