Are you hosting a public event in RCSI and not sure where to start?
We have prepared the below information to assist you with your planning, which will help you to attract delegates and promote your event and learn what channels are available to you in RCSI
Venues
We recommend booking venues as soon as you have dates in mind. Full information about venues available in RCSI can be found on the staff portal, if you have any queries please email bookings@rcsi.ie
Please note the spaces during the academic year are prioritised for teaching and student related activity and are in high demand.
Event Guidelines
Our colleagues in IPO, have developed an RCSI Event Guidelines to help guide you through some of the logistical points of hosting high impact events – a must read for anyone embarking on event organising of any size. Download the Event Guidelines here.
Hosting a Virtual Event
For virtual events Microsoft MS Teams and MS Live events are available for RCSI staff to use for events, and externals can attend via MS Teams also. MS teams is managed by our internal Media Services Department.
Zoom webinars are also a popular platform to use, however, this platform is not supported by the RCSI IT / Media Services team. If you are collaborating with another company or organization and they have access to a Zoom webinar license and you wanted to use that platform, they would need to set up the webinar for you.
To register delegates to attend, for free events, we recommend using MS Forms, in RCSI we all have access to this and it’s really quick and easy to use.
RCSI branded slides & backgrounds are located here, any RCSI staff presenting, should use these slides: https://staff.rcsi.ie/administration-and-support/design/branding-and-templates
Microsoft Teams might not be suitable for all virtual events, so below are some other external companies that colleagues in other departments have previously employed to support the hosting of their virtual events:
- Abbey Conference and Events https://www.abbeyconference.ie
- Creative Technology https://www.ct-group.com/ie/
Narrowcast Media Group https://www.narrowcastmedia.co.uk - You can also find a list of recommended Professional Conference organisers via AIPCO, that may be available to deliver virtual and in person events. To ensure value and for financial best practice we advise that you obtain quotes from three suppliers to ensure your particular event needs will be delivered.
Design
Log a request with the Design team to arrange to have a flyer, email invitation, or social media graphic made that can be used to advertise the programme/event. Provide as much time as possible to Design as they provide services for all departments in RCSI.
All design jobs must be logged via the Design Printing and Request form available on the staff portal.
Branded Powerpoint Slides
For any event you are presenting at, RCSI branded templates should always be used during your powerpoint presentations.
Copies of the branded templates can be located here
Registration process for delegates
You can create a simple online registration page on MS Forms, which all staff have access to, or systems such as Survey Monkey or Eventbrite.
Remember the GDPR guidelines when creating your database and asking for information from delegates.
Target audience
Prepare a targeting guest list for your event, which should include a list of potential delegates/contacts that will be interested in the event topic.
Think about the networks you have access to – and see if there are any free channels that you can use to market your event to the public through bodies/professional networks that would be interested in the topic area.
Marketing your event to RCSI staff and on social media
Adding your Event to Workvivo and RCSI.com/Dublin
RCSI’s Conference & Events Department can help you advertise your event internally by adding the event to the workvivo calendar and externally by adding the event to RCSI.com/Dublin event page.
As the department runs a busy calendar and pre-plans for notifications being sent out, we kindly ask for as much advance notice as possible if you would like help with advertising your event. Ideally a minimum of 6 weeks to your event date.
Follow these steps to contact us:
- Complete this form
- Send a follow up email to events@rcsi.ie if you want to share a programme in pdf format or if you have a jpeg image we can use on workvivo as part of your event advertisement. It could be your flyer from Design.
- Please note we can only circulate material including RCSI logos that have been approved by Design.
Your event will be assessed for suitability and it may not always be possible to advertise via the full channels.
Please note the RCSI website is only for advertising RCSI events and cannot be used to advertise external events taking place
Workvivo
- Remember to share/post details of your event on Workvivo so that all staff can learn about your upcoming event. Workvivo is the main internal communications channel for RCSI staff and staff can post their own updates on the platform.
Collaborate Bulletin
- Once you have a flyer ready we recommend you also send it to collaborate@rcsi.ie for internal dissemination in the Bulletin.
Social Media
RCSI’s Communication’s Department can offer you advice on how to share your event and via your own social media channels.
To learn more about getting the maximum impact from social media, useful information and a social toolkit are located here
Some events may also be suitable for promotion on RCSI’s official social media channels.
For advice and recommendations on the best approach to social media for your event, email communications@rcsi.ie providing an image/ graphic for social media and a link to the event webpage/ registration page.