Internal Conference Co-ordination Checklist
1. BOOK VENUE AND DATE
 Book venue (relates to all centrally controlled venues on all three campus that are in the teaching timetable) Contact Facilities Management Helpdesk on your Campus.
 Events held on Camus need to be approved by the Campus Registrar, this is done by completing an Event
Application form that is found on the Massey University website.
 With selecting your Date, make sure it does not clash with any other events.
2. ADVISE SECURITY (Contact Security on your Campus)
 Email details of booking – i.e. operating times such as pack in and pack out to Security. Facilities
Management Should send this information to security with all bookings they control – you may wish to just
check that Security are aware of access requirements for buildings such as Student Centre, Gallery Cafe, SSLB
Kiosk, Rec Centre/Event Centre. It is always a good idea when co-ordinating an event to ensure that Security
are aware of your access requirements as many of the buildings are secured on a maglock system.
 Swipe Cards – security to buildings and any access issues to buildings remains the responsibility of Security .
3. ADVISE RFM
 Parking Requirements: for all parking requirements on campus including getting barrier arms lifted / pin
access - contact the Security and Traffic Manager on your Campus). You can also get parking cards (if
required)from Security.
 At times delegates may be required to display a card in their windscreen outlining details of their visit ie what
Conference they are attending and when. These are used to show they have permission to park in the
allocated park displayed on the card. This avoids any chance of parking infringements being issued. They are
quite handy as they have a campus map on the reverse side to guide delegates to their allocated parking.
Contact Campus Facilities Management.
 Venue Issues - Venue Assistants and setup - Contact Campus Facilities Management.
 Advise Facilities Management of heating/ cooling requirements – if venue is booked over a weekend, often
the air-conditioning / heating is turned off as this is controlled centrally. You need to make sure that Facilities
Management knows there is a booking and that heating / cooling is required. Normally the aircon is set at
around 20 degrees – however you may wish to verify this.
4. CLEANING
 Contact Campus Facities Management in regards to the Venue Assistant. Standard cleaning charges are
included in your hire fee. However, extra cleaning charges may be applicable in certain circumstances.
5.
SIGNAGE (if required)
 Customised signage for your event can be displayed and direct your attendees to your location on campus,
however organisers are required to confirm signage with the FM Help Desk. Contact your Campus Design
Studio and Printery if you have specific signs you wish to display
6. AV SUPPORT
 All Massey venues are usually fully equipped – a technician is required to set up any additional requirements
and provide support throughout the event, using the machines. Contact ITS if you wish to have your own
Internet portal ( Username/Password ) or have any other general enquiries.
 External providers that we recommend at SiTech Systems , Bravo and Image Group.
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7. ACCOMMODATION
 Bulk of hostel accommodation on campus is available from end of Semester 2 until end of January the
following year (mid November to end January). Beds are available during the course of the year (in between
semesters i.e. Easter break, June break, September break) – subject to availability and Campus Living/ Massey
University agreements). Contact your Campus Accommodation provider.
 Accommodation off campus – Contact your local i-Site in regards to accommodation providers that would be
suitable for your Conference.
8. CATERING (try to keep it within the university)
 Contact Campus Events team to ask about the Catering options they have on each campus.
9. INFORMING CONTACT CENTRE (For Conferences held on Massey campuses)
 To assist the Contact Centre with any queries or lost delegates on the day of the Conference, please email
you campus Contact centre and ask them to forward your email to appropriate employees in their
departments.
10. OTHER
 Water Coolers – Just Water – Carole Simpson - 027 551 1017 – carols@justwater.co.nz (normally 1 x cooler is
$100 + GST per week). We normally supply paper/poly cups – see storeroom. We order these from Office
Max as cups from Just Water are very expensive.
 Site Beautification – Please contact Facilities Management on your Campus.
 Site Beautification – theming etc – use Image Group
 Campus Maps – These are found online, or alternatively you can contact Campus facilities Management.
 Buses are sometimes required to take delegates to and from the Conference Venue to Hotels/Field Trips.
Contact your local i-Site for the Bus companies.
 Airport Shuttles – Bookings can be made through Super Shuttle on 0800 Shuttle (0800 748885) from a land
line or 09 522 5100. Shuttles can be booked exclusively or delegates can share a shuttle with other
passengers. This option means they may not go directly to the Airport when they are picked up.
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