Planning Your Event - Logistics and Planning
City of Glasgow College has many support services to help with various aspects of your event. It is very important that you provide as much information as possible for us to enable you to achieve your objectives. If you have any questions about any of the sections below, please contact the Events Office.
- Timing
- Put regular/appropriate breaks into the programme.
- Provide adequate refreshments - especially if your event is over a mealtime.
- Allow enough time for guests to get to your event - if your event is in the evening, allow enough time for visitors to get from their workplace to the event venue.
- Ensure your timing fits with your audience.
- Booking space in the College
- Access (from car parks and building entrances)
- Size of room
- Furniture in room (janitors can make some adjustments)
- Audio Visual equipment in room
- Proximity to facilities (e.g. toilets)
- Whether or not you need a separate room or area for catering
- Whether you will need a separate room, area or foyer for a registration area
- Whether you will need to book any additional classrooms for storage for furniture or for a cloakroom.
- Available rooms at the City campus can be viewed in first instance on the Connected room booking system and our Events team will advise best options.
- Room booking details
- Number of attendees.
- Date and time that you would like the room (do allow time for set up and pack up).
- Event description.
- Accommodation
- External Speaker Policy
- Catering
- If you would like your food and drink to be served on china/glass, please specify this when placing your order (this will be at an additional cost).
- Inform catering of any dietary requirements that your guests may have.
- Please place your catering orders as early as you possibly can. Final numbers for catering must be confirmed 2 weeks prior to the event.
- If you cannot find exactly what you would like from the menu, please contact xx to discuss your requirements.
- Please note that external catering is not permitted at the College. All catering orders must be made through the College Catering Team to ensure that all health and safety and procurement rules are followed.
- Ensure that you provide water/refreshments for your speakers.
- Security
- Name of visitor
- Reason for visit
- Date and time of visit
- Car registration/car make and model
- Audio visual
- Which microphones to use and sound levels.
- Presentation run through (especially Video Technology).
- Where exactly the speaker will stand when speaking and will sit when not speaking (and movement between).
- Additional AV support
When putting together your event programme ensure you take into account the following timing considerations:
When looking at which venue is most suitable, do take the following into consideration:
It is vital to have confirmation of space availability before invitations are issued. Please note, if you are booking a room for or on behalf of a non-College individual/organisation, it is essential that you contact our Events team: events@cityofglasgowcollege.ac.uk or 0141 375 5273.
Do have the following information when requesting a room
If you book a room out of working hours, you will need to request that a security officer is booked to unlock/lock the room. Please note that the latest our twin-campus buildings can be open until is 21:00 weekdays, 12:00 Saturday and the college is closed on Sunday.
Not all rooms at City or Riverside can be booked through our Enquirer room bookings so if you cannot see the room/venue that you would like to use, or you have an idea of a venue off-campus, the Events team will be able to advise you.
If you are thinking of a marquee as a venue, all enquiries must be passed through the Events team who will advise as to the correct procedure. If you are planning an outdoor event, make sure you have an indoor alternative should the weather be bad.
It is paramount that room capacities are not exceeded, as you will be liable should there be an emergency. Please see the health and safety section for further information.
Do ensure that you allow enough time for set up before your event start time.
The College offers accommodation at Riverside campus
Email: XXX Telephone: XXX
For further information and to make a booking, visit
This is currently being written, however it should be made clear that if a member of staff is booking external speakers they are required to read, acknowledge and agree to follow the rules laid out in the approved External Speaker Policy Code of Conduct. 'External' speakers are identified as any person who is not a student or employee of the College.
Please note that this is a compulsory policy.
Internal Event - Full information on delivered catering (including menus) on our College campuses can be found on PECOS.
External Event - Our Events team can order catering as part of your external booking. Please consider
Think carefully about what food and or drink you would like to give to your guests. Do set expectations before the guests arrive, in the additional information that you send out, do let guests know if and when they will be given food or drink so that they can make arrangements to eat or not eat before they arrive etc. You can also advise them of the facilities available on campus if you are not going to be providing refreshments.
When running an event at City or Riverside campuses, our Security team should be made aware – security@cityofglasgowcollege.ac.uk particularly if you are expecting external visitors.
When sending out information to your event attendees, it is important to promote public transport as parking on-site is limited.
To request parking permits or car parking spaces, please email reception@cityofglasgowcollege.ac.uk or XXX with the following details:
Projectors and screens are available in most teaching rooms in both Riverside and City campuses. Instructions of how to use the projectors are given on information sheets available in those rooms. For any additional advice on Audio Visual contact IT Services on XXX.
We recommend that you have a rehearsal or briefing with your event speaker to work out the following:
To ensure consistency, speakers can use City of Glasgow College PowerPoint templates, which can be downloaded from our Design studio area on Connected.
Extra AV equipment and AV technician support is available to hire for your events. AV technicians are available at a charge of £XXX per hour.
To organise additional AV support please visit XXX or speak to our Events team.
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Entertainment
If you would like advice on any musical entertainment for your event, please contact our Events team
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Health and safety
Risk assessment Forms
The Management of Health and Safety at Work Regulations 1999, requires employers to make a suitable and sufficient assessment of the health and safety risks to employees and non-employees arising from their work activities, and this includes events.
Risk assessment is now a common requirement of all health and safety legislation; the emphasis is to prevent accidents, rather than just reacting to incidents and making improvements after the event. A full risk assessment must be completed as soon as definite decisions have been made about the format of the event and before the event is advertised.
For more information, templates and advice on health and safety visit the Health and Safety section of Connected. Our Events team will supply you with a form which must be completed before any event is confirmed.
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Insurance
City of Glasgow College is insured to meet employers and public liability, however, certain high risk activities may not be included and a special premium may be required. Providers of services or contractors should also be requested to confirm their insurance details to prove that they are adequately covered.
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Staffing
An Event Safety co-ordinator should be allocated for each event. They have specific responsibility to ensure that the following are adhered to:
- Exits are available and unlocked.
- Means of escape are clear and free from obstruction.
- Fire door self-closers operate properly and fire doors are not wedged open.
- Fire-fighting equipment is available and readily accessible.
- Signage is maintained and illuminated.
- Staff are adequately trained in fire prevention and evacuation procedures.
- The agreed numbers of people attending the event is adhered to.
Ensure that you have adequate staffing for your event. Generally, you should have two members of staff for 100 people. Event staff must:
- Must have a complete understanding of all of the fire/safety procedures and communications.
- Ensure no overcrowding occurs.
- Keep all gangways and exits clear.
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First aid
Adequate first aid provision must be provided. Ensure you have designated first aider(s) identified at your event. All accidents involving staff, students or the public, must be reported. You should make sure that an accident book is completed and the tear out sheet given to the event safety controller. Significant near misses should also be reported.
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Fire prevention
Every reasonable means must be taken to prevent a fire occurring, to provide warning, and to provide a safe means of escape should a fire occur. If there are going to be alterations to fire safety precautions e.g. the blocking of a fire exit or change to an evacuation route or room configuration, the Fire Safety Advisor must be advised in advance.
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Licences
To provide alcohol or regulated entertainment e.g. live music or a play, the venue must be covered by a premises licence (this includes outdoor spaces). Should you be providing that and not the College, please ensure the Events team has given approval.
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Noise
Excessive environmental noise may affect neighbouring premises, in particular residential, non-College premises. Please contact Health and Safety Services for further advice on monitoring noise and notifying residents if necessary. Contact XXX
It would be prudent to warn attendees in advance of an event, should loud noise feature in an event and it is not obvious that this would be the case.