Organization of events

The main function of Event Management Office is the coordination of all the services involved in the organization of the event. 

Another of its main functions is to advise department or service that organizes the event in everything you need, without forgetting that it is the service or department the manager of the event and the supervision of it.

Internal Events:

procedure for the organization of an event

1. fill in formPlease complete the corresponding form at Portal of management of Events and protocol at least 15 days prior to the event.

2. reserve the space: It is the organizer who must make the reservation of the space where the event will be held. Reservations can be made through the following link. It is important that the organizer knows the space: he/she must be familiar with the technical and audiovisual means as well as the layout of the furniture. It is also very important to free the space if it is not going to be used.

3. Once the event service receives form it will contact contact with the organizer to go over all the possible needs of the event. It will be the event service who will request quotes and will be the intermediary with the suppliers.

4. Catering: If the event contemplates a catering service, the Username must request it through the different forms located at Portal of management of Events and protocol. The spaces should also be reserve , if necessary. All the information related to subject of caterings, procedures, prices, spaces, etc... can be consulted in the purchasing website.

5. Audiovisuals: The event service together with IT Services will determine and advise the organizer on all the audiovisual technical aspects: 

   1. Hiring of a technician. Recommended in assembly halls

   2. Use of network Wifi

   3. Simultaneous translation

   4. Extra material

   5. other requirements

6. Event set-up: The events service will determine together with the works and maintenance service if the needs of the event can be carried out by the University or if they should be contracted to a business.  

7. Cleaning: The event service will determine whether it is necessary to hire extra interior or exterior cleaning for the event and will inform the organizer of the necessary arrangements. 

8. Security: The event service will determine if extra security is required for the event and will inform the organizer of the necessary arrangements. 

9. Parking: The parking spaces available for attendees in the organization of events are sports center and canteens, provided there is room. If it is necessary to reserve a place for speakers or visitors, the organizer should request it by sending an email to contactcenter@unav.es indicating the following data: name and surname of the visitor, brand, model and enrollment of the vehicle, reason for the visit or name of the person of the UN visited. In the case of Madrid, please write to recepcionmad@unav.es and in the case of San Sebastian to conibaeta@tecnun.es.

10. Oratories: when the event requires the use of a chapel, its reservation should be done through the chaplain of each building or service so that the ornaments and other elements necessary for the planned celebration can be prepared. 

11. Flowers or buses: In the case of needing these elements, the organizer must request them through Oracle, the purchase request manager.

12. Photographer: In the case of needing a photographer for the event, the event organizer should contact Manuel Castells at contact to request one by sending an e-mail to: fotos@unav.es.

13. Promotional material: For the diffusion of the event and the use of the brand in graphic materials, it is mandatory to have the approval of the communication person manager of the School or service, or otherwise contact Office of the Vice President of Communication (marca@unav.es / 805753). Once the material has been designed and prior to its production, the organizer must request it through Oracle, the purchase request manager . The University has established a series of spaces for the placement of both indoor and outdoor tarpaulins. 

14. Webinars: The Events service has two webinar licenses to be used by those services or Schools that need them. The licence of Webinar 1 allows to connect up to 1,000 people and the licence of webinar 2 up to 500. To reserve these licenses must be done through the following link. 

Events outside the University:

If you need to rent a space at the University for an event, please contact contact with the events service and we will advise you on the availability of spaces, costs and other needs to take into account.