EVENT BRIEFING NOTE FOR THE
VICE-CHANCELLOR OR REPRESENTATIVE
Event name
Date and time
Location
Key contact(s)
Host(s)
Background
Purpose/Key messages
Event format
Attendees
Vice-Chancellor’s role in
the event
Dress code
Media
Attachments
Please include start and finish times j a speaking role).
Please include venue/room and address of the venue
Who will greet the Vice-Chancellor when he arrives at the
venue and be responsible for ensuring that he is briefed at
the event.
Contact telephone numbers including mobile phone.
Include concise summary of the background to the event.
Include how this benefits the University e.g. profile raising
For example:
 Drinks reception followed by awards ceremony and
speeches.
Please refer to Running Sheet at Attachment 1.
Please ensure that government representatives and other
VIPs attending are noted.
Please refer to full List of Attendees at Attachment 2 (where
appropriate).
Include concise explanation of what will be expected of the
Vice-Chancellor. For example:
 welcome speech
 presentation
 chairing a panel
 attending only
Please refer to Speech Notes at Attachment 3 (where
appropriate).
Business/Black tie/Casual
 Please note if the University’s media office has been
briefed and include contact details for who will be
supporting the VC for media at the event.
 Please note if there an external media office involved in
the event e.g. ARC communications team or Premier’s
communication’s team.
 Where media releases are prepared the final version
will be forwarded to the OVC.Secretariat email address
by the University media team.
Attachment 1: Running Sheet.
Attachment 2: List of Attendees
Attachment 3: Speech notes.
Additional information:
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VC Event Briefing Note 2015
Attachment 1 - Running Sheet
TIME
VC Event Briefing Note 2015
ACTION
SPEAKER
Attachment 2 - Speech notes
Please prepare a draft speech for the Vice-Chancellor. This should be
written so the Vice-Chancellor could read it out loud.
The average
speaker speaks at a rate of 130 words a minute, which means a 10 minute
speech requires approximately 1300 words.
Remember to write for the audience, include the appropriate audience
address and acknowledgements.
Note that acknowledgement of
traditional land owners and dignitaries should be included for all events,
preferably by the MC or equivalent (see http://www.utas.edu.au/eventsprotocol/events for further information).
Please do not copy tables or graphs or simply provide a list of information
(additional information can be provided in the section above).
The speech needs to be set out at 1.5 line spacing, with 14 point dot points.
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VC Event Briefing Note 2015
Guidance Notes – to be deleted before submission
Step
Responsible
1. If the Vice-Chancellor is available in principle, the Vice- Vice-Chancellor’s
Chancellor’s Executive Officer will advise the event organiser Executive Officer
of this.
2. Please forward the completed template saved as ‘VC Event Event
Brief - <event title> <event date>’ to the Divisional Office for Organiser/Divisional
clearing by appropriate SENEX member. The Division Office Office
will send the cleared version to the OVC Secretariat email
address.
3. The draft event briefing will be reviewed and the event
organiser/Divisional Office will be contacted if there are further
details required.
4. A final copy of the brief will be shared with the event
organiser/Divisional Office.
Vice-Chancellor’s
Executive Services
Team
Vice-Chancellor’s
Executive
Services
Team
Checklist
Have all the sections been completed including speech notes (if the Vice-Chancellor
is required to speak).
Is the MC providing the acknowledgement of country and of any VIPs?
Has a list of VIPs been included in the brief?
Is the appropriate Divisional Office/Officer aware of the event?
For events of an international nature has Global Engagement been informed?
Has the Events and Protocol team been informed and advice sought?
Has the media team been involved?
Additional information
The University’s Events and Protocol team has prepared a series of toolkits which are
designed to support events, including documents on ‘Welcome to Country’, ‘Order of
Precedence’ and ‘Forms of Address’. These can be found at http://www.utas.edu.au/eventsprotocol. Alternatively, contact the Events and Protocol team on UTAS.Events@utas.edu.au
or 6226 2521 or 6324 3521.
It is useful to keep the University’s media team informed of events whether internal or external.
They will be able to advise on media and communications. For further information,
http://www.media.utas.edu.au/media-office-information-for-staff
or
contact
media.office@utas.edu.au.
If you have any questions about process or completing the template (including speech notes)
please contact the Senior Executive Officer, Executive Services (Office of the Vice-Chancellor)
on extension 2076.
VC Event Briefing Note 2015