University Mental Health
Advisers Network (UMHAN)
Event brief
To organise and event management the following conference on behalf of UMHAN
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What: One day conference on the theme of Equality and Mental Health. Possibly to include
seminars and workshops
When: Wednesday June 20th or Wednesday June 27th 2012 (tbc) times tbc
Where: Midlands – the Birmingham City University has been suggested as a possible venue
Attendees: Approximately 100 delegates
Why: To raise the awareness of student mental health as a national issue within
universities and the wider community.
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To establish/share good practice, through co-operation, learning, networking and sharing.
To publicise UMHAN’s national profile
To establish stronger links with external agencies
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Outline Event Responsibilities
Venue Sourcing & Booking – to include:
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Main venue, accommodation for
speakers
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Pre-conference Dinner
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Catering, refreshments, dietary
requirements
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IT/AV Equipment
Bespoke Website – to include:
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Background on Umhan
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Conference details
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Online registration and payment
facility
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Exhibitor details
Finance Management – including
managing delegate payments, bespoke
bank account
Document Design, printing &
distribution – to include:
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Brochure
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Mailing list
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Joining Instructions
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Questionnaire
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Delegate Pack
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Badges
Onsite Event Management, including
setup day before
Onsite Registration
Adhoc Items
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Event Insurance
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Event mobile
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Photographer
Speaker Liaison
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Inspired Events
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We have extensive experience with corporates and charities alike in providing event
management, venue and hotel sourcing and booking and delegate management. In addition we
provide badging, registration, brochure and pack production services.
Working closely with a variety of businesses we help them to deliver best-in-class,
strategically-led, innovative events that are closely aligned to pre-set objectives and
supported by cost-effective, efficiently-executed organisation and logistics.
Most of our business comes from personal recommendation and our client retention level is
above industry norms. We are flexible and resourceful, equally happy to project manage an
entire event or provide individual support for specific elements such as catering or venue
search.
We strive to become a member of each clients team and pride ourselves on being on hand at
all times and flexible in our approach to all situations.
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Clients include……
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Current clients – relevant to this proposal
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Adapt Training & Development Ltd - ongoing hotel sourcing & booking and delegate
management
Brixton Splash Ltd
- event management for a not for profit organisation
who produce an annual community led street Festival
in south London
Dyslexia Research Trust
- event management support for their annual
fund-raising dinner
EDF Trading Ltd
- ongoing meeting space sourcing and delegate
management
NHS
- hotel sourcing, payment and invoicing for
annual training programme, now in second year
Previous clients – relevant to this proposal
 Ofgem
- this company now has in-house events staff
 Raytheon UK
- one off office move celebration
 Santander
- two large training programmes
 Tube Lines Plc
- this company is now back within the remit of TFL
Inspired Events – August 2011
Case Study
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Tube Lines Plc – Leading Change Management Training Programme
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Programme size – Over 1,000 staff attended this training programme over the course of 3 years,
delegates attended in groups of 120 per event and each delegate experienced the following:
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A one-hour in-house launch
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Module One - 2 day residential programme
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Module Two - 2 day non-residential programme
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360 feedback sessions
We provided the following delegate management support for this programme, per event:
 Setup database of invitees, logging invitations, replies, non-replies, attendance and non-attendance.
Allocating delegates to 6 cohorts of 15-20, ensuring good mix of internal departments
 Inviting delegates – usually via email to Launch event, Mod1 and Mod2
 Monitoring of replies, chasing where necessary, switching dates, groups if required
 Issuing Joining instructions to attendees, speakers & facilitators i.e. location details, map, agendas
 Sending reminders and/or telephoning individuals to confirm attendance
 Updating database post event and post event feedback
We provided the following Event Management and Admin support for this programme, per event
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Venue setup afternoon/evening before, includes room] setup, [i.e. theatre style, cabaret etc] setting
out delegate packs, badges, pads, pens etc
Delegate registration each morning
Onsite supervision from the day prior to end of day 2
Printing and compilation of delegate badges
Compilation of delegate packs, including printing of documents
Agreeing lunch/dinner menu’s
Notes & Costs
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This proposal is written as a broad outline to showcase how we can provide the Event support to your event,
ensuring it’s success on the day. This is not the definitive article and shouldn’t be considered as such, as we
would anticipate some in-depth work with yourselves going forward. In our view events continue to evolve
right up to a few weeks before and hence we like to keep everything flexible.
We would be delighted to join you on 12th September should our proposal be successful.
We are aware that you have not specified a budget and we are also aware that a large number of costs will
be based on final location, numbers etc. However based on anticipated numbers of 100 attendees we would
expect our fees to be £3,500 + vat.
This cost also includes all meetings with yourselves and venue visits, everything outlined on page 2 and
onsite event management with two staff to ensure the smooth running of the entire event and all its
composite parts.
This cost does not include the following, all of which we can source and negotiate on your behalf. We can
finance these costs and invoice yourselves or you can be invoiced directly:
 Venue hire, catering & refreshment costs, IT and AV costs
 Brochure design, printing and distribution [i.e. postage] costs
 Pack, questionnaire, design and printing costs
 Badges
 Bespoke website design
 Event insurance
 Photographer
 Accommodation for Umhan representatives, speakers and event staff
 Pre-conference dinner
 Overheads: travel to/from the event, bespoke mobile,
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