AGS Event Booking Form - Allerton Grange School

Event bookings need to be made with a minimum of 1 week (5 working days) notice to allow for planning/staffing/ set up/IT support requirements.

An Event is classed as anything outside the teaching timetable. For example: NHS vaccines; visiting speakers; workshops with students.

Corporate Events and Performances need to be made with a minimum of 6 weeks (30 working days) notice to allow for planning/staffing/set up/IT support requirements.

Corporate Events and Performances include Open Evening; Sixth Form Open Evening; Awards Evening; Careers Fair; School Musical; Concerts; Drama Performances

Name

Department

Event name

Date of event

How many people attending

Event start time

Event finish time

Your set up time (Before event)

Your clear up time (After event)

It is your responsibility as event organiser to set up and clear up your event materials

Portering

Request to move equipment/stands/displays to and from event space.
Please provide as much information as possible by typing into the boxes below.

Reminder that you will also need to book in returning items after the event, as well as moving things for set up.

If you are unsure about what you need moving or setting up, please contact Steve Fidler.

Items to be moved

When (Date and preferred time)

From where (Location)

To where (Location)

Return items from where (Location)

To where (Location)

When (Date and preferred time)

Registration

If you need student helpers to run your registration stand, you will need to organise student volunteers yourself – permission letters will be needed for events outside school hours.

Refreshments

Refreshments for events can only be set up in the Dining Room. No food or drink should be taken into the Hall.

If you need student helpers to run your refreshments stand, you will need to organise student volunteers yourself – permission letters will be needed for events outside school hours.

Additional notes

Technical and AV

Options

Main Hall Screen

Stage

Lighting

Sound

Big Screen (Corporate Events only)

Presentation (needed at least one week before event)

Filming/Videoing/Streaming

AV not required

Other AV

Photography

Photographer

At event

Dress rehearsal

During set up

Other

No photography needed

Time needed

Brief

Admin and Finance support

The Event Organiser must speak to the Main Office as early as possible in the planning process.

Support options

Letter Home

Tickets for sale on Parent Pay

Bookings - Online booking form requested

Bookings - Management of bookings and email confirmations?

Registration List

Admin/Finance not needed

Marketing

The Event Organiser must speak to the Marketing and Events Manager about marketing support as early as possible in the planning process.

Marketing Options

Budget Code (if applicable, please discuss with Marketing ASAP)

External visitors/speakers/guests

If the event involves external visitors, please complete this section and provide as much information as possible. For example: Who will meet the visitor and at what time? Have you completed the refreshments section? Do they need to provide us with a risk assessment?Please include contact details for the visitor.

Name(s) of External visitors

Organisation/Company

DBS check requested? (This is needed 1 week before the event. Please state below if DBS requested but not needed because, for example, it is Leeds Authority.)

When external visitors are on-site, it is the staff booking the event's responsibility to be with them at all times/ferrying them to their spot in the building and then guiding them out afterwards. If multiple visitors, going into various rooms then the

Names of AGS Staff assigned to supervise external visitors during visit

Arrival time

Requirements

Do you need help with your booking?

If you need help with confirming your requirements or completing the Event Booking Form, please contact:

Kate Moore, ext 311 katemoore@allertongrange.com
Ian Thomson, ext 313/401 ianthomson@allertongrange.com
Viki McIver. ext 328 vikimciver@allertongrange.com

Discussed and confirmed with line manager?

Yes

No

Name of line manager

Confirmed with SLT link?

Yes

No

Name of SLT Link