Aerial view of a gala ball

Academic Events Service

Academic Events provide the perfect environment for you to swap ideas, forge relationships and drive innovation – a chance for professionals to drive better businesses, for thinkers to develop stronger ideas and colleagues to discover better ways of working.

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The Academic Events Service, makes all of the above easy to organise, bringing academics and professionals to Lancaster University, where we can showcase the best of the best and encourage Engagement on a regional, national and international level.

How can we help you?


Advice and expertise

  • Dedicated Event Manager to understand your needs and deliver a brilliant event
  • Tailored costed proposals and support on planning budgets
  • Help with the preparation of bid submissions
  • Campus show rounds with operational experts, exploring various options to meet client needs based on the event purpose, audience and overall requirements
  • Advice on setting minimum numbers to reduce financial risk
  • Providing case studies and testimonials for inspiration
  • Organising networking opportunities with other academics who have hosted previous conferences, enabling the sharing of best practice
  • Guidance on health and safety compliance
  • Attending steering committee meetings to advise on operational matters
  • Guidance on using social media for pre-event promotions and engaging delegates throughout the event
  • Assistance with compiling P&L and help with cost sourcing
  • Marketing campaign to promote event

Facility and process

  • Advice and booking of meeting space, catering & accommodation according to conference brief
  • Liaison with other Facilities teams to ensure all spaces are ready for the conference – we’ll ensure the rooms are clean, safe and secure
  • Managing delegate accessibility needs
  • Booking of local hotel accommodation including our own onsite guest rooms and Lancaster House Hotel
  • Organising bespoke menu options and catering to dietary & allergen requirements
  • Coordinating university AV & IT support
  • Liaising with print specialists for delegate badges, programmes & promotional material
  • Booking off campus excursions, dinners and other activities
  • Sourcing and securing quotes from third party suppliers and services e.g. poster boards, coaches, photography, event agents where required due to funding criteria
  • Source sustainable merchandise such as badges and giveaways

Adding value

  • Dedicated Lancaster Conference App to enhance delegate experience and reduce paper
  • Bespoke digital and physical signage and collateral e.g. campus maps, welcome banners
  • Support on dinner theming and styling
  • Managing exhibitor deliveries and logistics
  • Introducing to potential sponsors
  • Delegate registration service
  • Abstract management service
  • VIP travel coordination with University travel office
  • Conference website design and management

*Additional charges may apply

During the event

Organiser peace of mind

  • One point of contact throughout the event
  • Meeting room set-up to the required specification
  • Liaising with catering to deliver delicious food and refreshing beverages
  • Pop up reception areas to greet delegates in locations to suit your conference programme
  • Solving individual delegate requests
  • Managing last-minute changes
  • Post-event feedback survey and call to share highlights

Enhancing Delegate experience

  • Printing & photocopying of e.g. flight tickets, abstract papers
  • Booking taxis
  • Human signage and wayfinding
  • Creating a digital community with the Conference App and other social media

Delegate registration package

  • Bespoke Delegate Registration Package
  • A telephone helpline for delegates, email support & query handling
  • Weekly update reports
  • Additional services

Hybrid Events

Thinking about hosting a hybrid or virtual event? Please contact us so we can understand your individual requirements and suggest the best solution for you.

Looking for something else? We’d love to hear from you so we can help find you a solution. Contact us today.

We understand that events can seem daunting and we know that every detail matters. But whatever your needs, we’re here to help. Take a look at the information below and if you need anything simply get in touch.

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