Staging/Venue Presentation

The presentation or ‘look’ of the venue is a very important component of any event.

While thinking of your audience and budget, you may want to consider the following:

1. Flowers (arrangements for a stage or foyer can be very effective and look best on pedestals). Flowers at a dinner are nearly always appropriate.

2. Plants (they can be rented from your local nursery. Ensure the delivery and pick up is included in the hire cost). These are often a more cost effective way of presenting a room than flowers.

3. Jug of water and glasses for the speaker/s Stage banners (CSU banners, pull up and cloth, are available from the Division of Marketing, Office of Corporate Affairs or individual Schools)

4. Signage (Laminate signs, such as those for parking, toilets and directions, for outdoors in case of rain.) A number of CSU pull up banners, a large double panelled veil and large outdoor canvas banners are available through the Division of Marketing.

5. A special clean of the venue is required before every event, especially if it is in the use of students/staff earlier in the day.

Additionally, surrounding toilets, gardens, paths and other surrounding areas should also be cleaned. Please contact your local Manager, Campus Services or Manager, Operations to organise this no later than one week prior to the event.

Table Plan

A sit down dinner will require a table plan. Seek advice and approval from the host and other relevant parties as to who should be seated at each table.

Provide the venue with a confirmed table plan and place cards at least 3 days prior to the event. It may also be appropriate to print a large format of the table plan, either listing guests names in alphabetical order or grouped in their tables, that can be displayed at the front of the venue for ease of guests finding their seats. Consult your venue manager for an appropriate display board for the seating plan.

Place cards are appropriate for most sit-down meals. A senior staff member should be delegated the task of meeting VIPs on arrival and introducing them to other guests as required. If there are a lot of guests anticipated to arrive at one time, more than one person should be allocated to greet guests. The CSU printery and design staff can produce place cards with the University logo on them. Blank name tags are also available. When printing name tags, also include the organisation to which the guest is representing.