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Information for Organisers of
Conferences / Workshops / Events

If you are thinking of holding an event in Maths, you may want to consider the information below so that you do not miss anything.

As soon as your event is confirmed, please fill out the form below and return to Jessica Brennan. This is so we are aware of any events that are taking place in Maths, and whether any catering, accommodation, or other help is needed.

If you have any queries, please contact Jessica Brennan (j.m.brennan@leeds.ac.uk)

Booking form:


Information you might want to consider:

Space for lectures

Accommodation

  • Suggested hotel accommodation (to be paid via university account, or participants to pay themselves?):
    • Storm Jameson Court – on campus en suite accommodation
    • Hotel IBIS, Marlborough Street
    • Premier Inn Leeds Arena
    • Queens Hotel, City Square
    • Radisson Blu Hotel, The Light, The Headrow
  • Desk space in RVC for visitors

Refreshments

  • Tea/coffee/juice/biscuits at break times:
    • Arrange in Maths – need to buy supplies
    • Order from University Catering or outside caterers
    • Help required to set up and put away?
  • Lunch:
    • Ordered from University or outside caterers
    • Pre-paid vouchers for the Refectory
  • Conference dinner – University House (Meet in Leeds), or restaurant
  • Drinks reception

IT requirements

  • ISS guest accounts (for access to wireless network on a laptop, or for access to university windows computers) – have to order a minimum of 50 at £1 each, and notice required
  • Usernames (for unix/linux computers, for access to mathserv for printing) - can be created on request
  • Event webpage to be created – link to be added to maths homepage
  • Event details to be added to plasma screens (nearer to start date)

Facilities

  • For example, overhead projector, white board, flip chart, etc
  • Laptop required (computer already available in some Maths rooms including the MALL)

Miscellaneous

  • Packs to be created (to include event information, campus and Leeds maps, programme, list of participants, restaurants, notebook, etc) or just have handouts
  • Name badges
  • Direction signs
  • Registration service – someone to sit on desk and hand out any material, collect registration fees, etc
  • Promotional material - all promotional material should be ordered from University approved suppliers. If an outside contractor is used, ensure that purchase orders have been raised for all orders prior to the order being confirmed
  • Any other requirements

Risk Assessment

  • Required if any part of event takes place out of hours, or involves under 18s or unusual activities (out of hours in Maths is from 8pm to 8am and weekends)
  • For events with no additional hazards, organisers need to be aware of the usual Health and Safety issues (including toilets, location of nearest first aiders and first aid boxes, fire alarms, emergency exits, evacuation points, mobile phones, participants’ security, how to contact University Security, etc) and inform participants at start of event
  • Ask for advice if unsure

Forthcoming seminars