http://www.anu.edu.au/mac/content Support and advice from Marketing & Communications Division categorised by Vip Events Visits And Protocol en Jessica.Angwin@anu.edu.au Copyright 2009 2009-02-11T23:08:57+10:00 http://www.anu.edu.au/mac/images/uploads/Event_briefing_sheet.doc http://www.anu.edu.au/mac/images/uploads/Event_briefing_sheet.doc#When:04:03:55Z {satopic_overview} Event Management, VIP Events, Visits and Protocol 2008-09-12T04:03:55+10:00 http://www.anu.edu.au/mac/content/support_advice/page/planning_an_anu_vip_visit/ http://www.anu.edu.au/mac/content/support_advice/page/planning_an_anu_vip_visit/#When:05:52:12Z {satopic_overview}  Introduction The Australian National University hosts numerous official VIP visitors each year from across Australia and around the world. VIP visits often originate from the Vice-Chancellor's office or from a senior officer in one of the Schools, Faculties or Centres - but in all cases, such visits should be advised to the VIP Visits and Protocol officer as soon as they are in prospect. The University has a full-time VIP Visits & Protocol Officer who coordinates the visits and liaises with the visitors and external agencies. Services provided by the VIP Visits Office The role of the VIP Visits & Protocol Officer is to manage VIP visits, especially those involving meetings with the University Executive and with Deans, Directors and Heads of other areas of the University, and to advise on Protocol issues relating to VIP events on campus. The VIP Visits & Protocol Officer is responsible for oversight of the details and arrangements so that each official VIP's visit to The Australian National University is a smooth and successful one. The arrangements can often be very involved, covering an extensive program of meetings on campus, meal arrangements, publicity, accommodation, transportation and official gifts. They may also involve liaison with external agencies such as the Office of Ceremonial and Hospitality in the Department of Prime Minister and Cabinet, the Department of Foreign Affairs and Trade or Australian Protective Services. The Officer acts as the point of contact on behalf of the University, managing correspondence with the VIP visitors and liaison with external agencies, including government departments and diplomatic missions, in order to ensure a consistently high-quality delivery of service to visitors. The VIP Visits & Protocol Officer can also assist in the organisation of a separate program for a spouse who may not be included in a VIP program. The VIP Visits & Protocol Officer will also advise and assist in the arrangements for a special function where VIP guests are to be present. Call the Officer for further help or information. You are welcomed and encouraged to utilise this valuable University service. Steps involved in organising a visit: 1.    Contact VIP Visits & Protocol Officer #55002 2.    Complete the Request for a Visit document (DOC 113KB) identifing the purpose of the visit etc 3.    Confirm date and time 4.    Identify key persons to meet the delegation 5.    Prepare program and book venue/s 6.    Create a running sheet for the visit 7.    Determine catering, photography and contact relevant people on campus 8.    Determine if others are required to be invite to attend 9.    Advise ANU Media of the pending visit 10.   Advise ANU Security Event Management, VIP Events, Visits and Protocol 2008-09-02T05:52:12+10:00 http://www.anu.edu.au/mac/content/support_advice/page/planning_an_anu_event/ http://www.anu.edu.au/mac/content/support_advice/page/planning_an_anu_event/#When:05:35:18Z {satopic_overview}Steps in planning an event If you are considering running an ANU Event the Marketing and Communications Division (MAC) is able to provide event management, assistance or advice. 1.    Set objectives for the event 2.    List target audience 3.    Confirm speaker, date and time 4.    Book venue - check AV equipment, laptop facilities, microphone and any video equipment you require 5.    Call MAC, x55002 6.    If you are inviting a VIP to your event such as a University Executive, politician/diplomat, contact the protocols office on x55002 7.    Determine catering, photography and contact relevant people on campus 8.    Invitation design and print, consult MAC x55002 9.    Determine invite list and send out invitations 10.   Optional:  Organise a publicity flyer (MAC will assist with this process contact x54170) 11.   Create a running sheet for the event - includes time of speaker arrival, MC talk time and length of lecture/Q&A etc 12.   If the event is open to all see below for promotion ideas Promoting the event - internal Mail-out: MAC will distribute printed copies of the flyer to be displayed on the majority of Campus-wide notice boards. MAC displays copies of the flyer at the front counter of MAC. You should also display copies in the area(s) involved in organising this lecture. Email: MAC will email (with text details of the event and web link to the promotional flyer) the University's internal Group Email lists - Deans and Directors (including Admin Divisions), Business Managers, School and Faculty Secretaries, Department and Divisional Administrators, Heads of Academic Departments and Heads of Admin Departments. You should send this same text and link to all staff members of the area(s) involved in organising the lecture. Academics should pass this on to students if the topic is relevant. You should also send an event email to all of your own internal email lists. Billboard: MAC can post details of your event on the Billboard at http://staff.anu.edu.au/billboard Promoting the event - external Mail-out: MAC can post printed copies of the flyer to: the Canberra public, ACT colleges & high schools, bookshops, national institutions and public libraries You should also post a copy of the flyer to area (and target market) specific mailing lists. Email: MAC can email (with details of the event and web link to the promotional flyer) the ANU Public lectures distribution list. The database contains people who have actively joined our mailing lists, representing a wide range of members of the general public, public service, private sector, representatives of government and other organisations, including ANU staff. Advertising: MAC can organise advertising in The Canberra Times. Media: The ANU Communications and External Relations Office reviews all events and will notify the media where appropriate. It is helpful if contact details for someone involved in the event on the day can be supplied.    Event Management, VIP Events, Visits and Protocol 2008-09-02T05:35:18+10:00 http://www.anu.edu.au/mac/images/uploads/Incoming_request_form_-_VIP_Visits.doc http://www.anu.edu.au/mac/images/uploads/Incoming_request_form_-_VIP_Visits.doc#When:05:31:20Z {satopic_overview} VIP Events, Visits and Protocol 2008-09-02T05:31:20+10:00 http://www.anu.edu.au/mac/content/support_advice/page/equipment_for_hire/ http://www.anu.edu.au/mac/content/support_advice/page/equipment_for_hire/#When:05:39:04Z {satopic_overview}Available Items The following are available for loan from Marketing and Communications Division.  ANU free standing banners x 4. These are the slim line, 2m high, 1m wide pull up banners. They are easily transportable. Large ANU PVC banners x 2 Large ANU exhibition stand that comprises of three 3m sections. Lighting is available. However please note that this structure is best suited for large events. ANU lectern ANU lectern sign How to Hire If you wish to use any of this equipment, you need to complete a MAC Equipment Hire Form (DOC, 78.5KB) and return it the contact listed below. Suggestions If you regularly require an item not listed above, please advise for consideration in purchasing by MAC. Branding and ANU Logo, Event Management, Public Lectures, VIP Events, Visits and Protocol 2008-08-27T05:39:04+10:00 http://www.anu.edu.au/mac/images/uploads/Equipment_Booking_form.doc http://www.anu.edu.au/mac/images/uploads/Equipment_Booking_form.doc#When:05:26:05Z {satopic_overview} Event Management, Public Lectures, VIP Events, Visits and Protocol 2008-08-27T05:26:05+10:00 http://www.anu.edu.au/mac/images/uploads/Licence_and_Release_form_audio_and_visual_July_2008.doc http://www.anu.edu.au/mac/images/uploads/Licence_and_Release_form_audio_and_visual_July_2008.doc#When:05:38:56Z {satopic_overview} Event Management, Public Lectures, VIP Events, Visits and Protocol 2008-08-12T05:38:56+10:00 http://www.anu.edu.au/mac/images/uploads/Licence_and_Release_form_audio_July_2008.doc http://www.anu.edu.au/mac/images/uploads/Licence_and_Release_form_audio_July_2008.doc#When:05:11:50Z {satopic_overview} Event Management, Public Lectures, VIP Events, Visits and Protocol 2008-08-12T05:11:50+10:00 http://www.anu.edu.au/mac/content/support_advice/topic/vip_events_visits_and_protocol/ http://www.anu.edu.au/mac/content/support_advice/topic/vip_events_visits_and_protocol/#When:03:16:10Z {satopic_overview} VIP Events, Visits and Protocol 2008-07-30T03:16:10+10:00