Information for Delegates & Speakers

Make a list of all of the information that your delegates and speakers are likely to need. Divide this into information they will need in advance of the event and what they will need at the event. 

Anything that is not required before the event should be given out on the day.

The contents of your information and delegates packs, along with the deadlines for submission of the contents will be specified on your event agreement (following discussion between yourself and a member of the Events Team), but typical contents might include:

Pre-event Information

  • event programme and additional information on event contents
  • map of venue and notes on how to get there
  • information on/biographies of confirmed speakers (delegates only)
  • contact information
  • information on accommodation and travel arrangements, including arrangements for payment (speakers only)
  • information on agreed expenses and copies of relevant forms (speakers only)

Event Pack Information

  • event programme and additional information on event contents
  • list of delegates (with prior agreement of each delegate)
  • information on local area including where to eat, entertainment facilities, local transport etc.
  • information on arrangements for any event dinners, field trips or other extra events
  • speakers’ slides/notes or other handouts
  • event evaluation form
  • order form for event outputs (where appropriate)
  • institute membership form

Make sure your information meets accessibility criteria.