Event planning and sending Iconnects

Venue hire

The venue costs are the total cost of hiring the training room as well as any AV or IT equipment and or other requirements supplied by the venue.

The hire of rooms and other facilities which are used just for training/education purposes should be VAT exempt, although you may find that some venues do charge VAT irrespective of the use. Some venues have special forms to certify that the facilities are to be used exclusively for training/education which you many need to fill in.

Other venue charges, including refreshments, will have VAT charged at the standard rate. Make sure you check if VAT is included in any of your quoted costs – if you are going to have to pay VAT then make sure you include it in the budget calculations.

Some venues offer special rates for registered charities, so it is always worth asking if there is a discount for a registered charity.

There are some venues which will not charge separate room hire and refreshment costs but instead will have a per person rate incorporating these elements. This means you will not have venue fixed costs but instead a higher per person rate in your variable costs section.

If your venue is charging on this basis, you should also include the cost of a delegate fee for speakers/session leaders and training officer.

Online event platforms

All groups have access to Icon's shared Zoom Account. This supports 'meetings' of up to 100 participants, and up to 500 delegates as a 'webinar'. If you are planning on using any alternative platform you must include these costs.

Catering

A full day event will normally require you to provide refreshments and lunch. Sometimes it is quoted as an inclusive cost for all venue facilities (in which case there will be no venue cost included in the fixed costs section of the budget). Please note all catering must be vegitarian by default. 

Equipment and materials

Occasionally you may have to hire a piece of equipment or material which the venue cannot supply or is required for an online training session. Try and get a reliable quote for these costs early on although sometimes you can make an informed estimate after researching potential suppliers. Make sure that VAT is included in any quote or estimate.

Speaker fees

It is expected that you will invite them to propose a fee.

Icon would expect any speaker delivering a workshop or formal training session to be paid at least £150 for thier services. However there is no limit to what can be charged, provided it can be accounted for in the event budget. 

Speaker fees should be included as a fixed cost plus any travel and subsistence required. If they wish to attend the full event, you can include this as a benefit to help you negotiate the fee.

Some speakers will happily offer their services on a pro bono basis and should not be charged to attend the full event.

Event organiser costs

It would be expected that organisers attend the event at no cost. However this will of course depend on the event - for example it would be inappropriate for a free place to be offered for an in-depth workshop which has a significant fee associated with it. 

Insurance

Training events held at venues need to be insured to cover any possible liabilities. Small events are covered by Icon’s normal insurance policy but if you are planning a conference with over 100 delegates, please contact [email protected] for advice.

Contingency and card fees

The contingency is an additional 10% which is added to the actual cost per participant to help cover any unforeseen expenditure or overspend.

The additional 4% will cover this administrative cost to Icon for card payments.

To make sure that the event breaks even or makes a slight surplus, the break even event fee needs to be calculated to produce the Icon member rate.

If 'Student' rates are offered, they would normally pay around 80% of the standard price. Students who are not members must pay the non-member rate.

The fee for non-members should be 20% higher or £10 whichever is the greater, rounded up to the nearest £5.

If the event is free to members, then non-members should be charged at least £10. An exception to this principle would be when an external funder makes free or reduced cost participation a condition of their grant.

Early bird reductions can be offered, particularly for large conferences where there are significant upfront costs for venues, catering etc. The purposes of early bird discounts are:

• To assist with cash flow management
• To get early commitment to attend
• To help organisers judge whether the event will be a success and if necessary, decide to cancel or reconfigure the event
• To provide additional marketing ‘talking points’

Payment is taken when an event is booked.

Attendance can be cancelled any time up to 1 working day before the event. Refunds will be made based on:

Cancelled 4 weeks or more before event – full refund
Cancelled less than 4 weeks before event – 50% refund
Cancelled less than 2 weeks before event – no refund

Attendees can transfer their booking to another person any time up to 1 working day before the event.

When a booking is transferred to another person who would normally pay more than the original delegate, then the balance will be payable at the time of arranging the transfer. Refunds will not be paid if the transfer is to a person who would normally pay less than the original attender.

All refunds and transfers will be handled by Icon staff.

Only paid delegates will be eligible to receive the recording of an event.

No group may approach any sponsor or enter into a formal arrangement with a sponsor without the express permission of the Head of Skills. 

Some companies are willing to sponsor an Icon event to associate their name with the conservation profession. This sponsorship can be a financial contribution or in kind. Sponsorship can have a significant effect on the overall delegate fee for your event.

In return for sponsorship most companies will want a return- this may be having their logo on the programme, a leaflet in the delegate pack or maybe exhibition space at the venue.

Sponsorship is a business contract and is subject to VAT. Once terms have been agreed with the sponsor, your Treasurer should ask [email protected] to issue a VAT invoice. Overseas sponsors may be zero rated for VAT.

• If possible choose a date which does not fall within key religious, national or school holidays
• If feasible, choose a time that will allow people with caring responsibilities to attend
• Consider that an annual event which takes place on the same dates every year risks excluding the same people every year
• Think about how networking can be built into the schedule of the event. If left until the end of the day this can exclude participants, for example those with caring responsibilities, or conditions which cause fatigue
• Ensure regular breaks are built into the event, and consider the impact of an overrunning schedule on breaks
• If moving between rooms and venues, as well as ensuring this is accessible, ensure transfer time is built into the programme
• Announce the date and time of the event early to allow for planning
• Consider the diversity of the speakers at the event

• Think about the accessibility of the price point of the event
• Consider providing provision in the budget or linking funding to the event, allowing participants with less financial means cheaper or free ticket options
• Unbundle the ticket price, for example can participants attend a morning session rather than the whole event or can they opt out of lunch rather than automatically including food as part of the ticket price 

• Communicate information about the accessibility of your event as standard. Don’t depend on your participants to ask for specific accommodations when they don’t know what is already in place. Ensuring a basic level of accessibility will benefit many of your attendees and will also reduce the need for individual adjustments 
• Ensure you communicate the details of your event in plain English. If your event is online, consider that participants might be accessing it from different timezones. Be as clear with your details as possible
• Include information about the format of the event, details of breaks and a rough schedule if possible. Include the number of places available. This will help potential participants assess whether the event might be too overwhelming or uncomfortable for them
• Consider if your advertising materials are accessible in and of themselves. If you are using a video to advertise, make sure there are captions. Ensure you have added alt text to any images. Avoid putting event details into an image as these aren’t visible to screen readers 

• By giving details up front about the accessibility of your event, you are communicating to a wider audience that diversity & inclusion are values you care strongly about 

• Include an email address or other contact details so participants can ask questions about the event

• When you are designing your Booking Form, ensure that you are only collecting information you actually need (ie. avoid asking for a title or requiring participants to specify their gender unless it is absolutely necessary. If necessary ensure gender neutral options are available or allow participants to self describe)
• If food and/or refreshments are being provided, ask about dietary requirements 
• Ask specifically if you will need to provide any accommodations additional to what you have already arranged. It can be difficult for participants to initiate a conversation about their requirements. By asking directly, organisers can indicate that they're supportive and willing to help 
• Include in your Booking Form an option to book a place for a carer, free of charge 

• Location - Consider the location of your event. Would hosting or repeating the event in another geographical region enable a wider group of participants to attend
• Accessibility of the space – Ensure all rooms are easily accessible for all attendees, that there is easy access between rooms used (think about stairs, lifts, ramps, manoeuvrability in the space), consider whether the stage area needs to be accessible
• Don’t rely on the access information provided to you by the venues. Build in a site visit. Take extra photos, check acoustics & take video of the access routes 
• Transportation to the event – Ensure transportation to the event is accessible. Consider whether parking is available and whether public transport is available. Are available public transport methods accessible to those with additional needs
• Sound – Ensure microphones and hearing loops are available. Think about whether sound quality in the space is good and free from distractions
• Budget for the provision of live captioning and a lipspeaker/signer as standard. Providing live captions should be the norm as they improve accessibility not only for deaf people but also neurodiverse participants, those for whom English is not a first language, and anyone who may lose track of what has been said 
• Bathrooms - Ensure there are accessible bathrooms within an easy distance of the function rooms used. Consider whether there is a gender neutral bathroom available
• Additional rooms – Consider protected characteristics when deciding whether additional rooms are needed. Will you need a prayer room and/or a room for nursing? Is there quiet space where participants can retreat if they have sensory overload?
• Childcare - Consider whether providing childcare will increase accessibility of the event, does the venue allow children on site
• Streaming – Can the event be made available online to increase participation. Following the event, can a recording be made available 
• Atmosphere – Think about the atmosphere of a space and whether the location may alienate some participants 
• Safety – Especially for events ending later or overnight events, consider safety for those travelling home, for example is public transport within quick access of the venue and along a well lit route
• Networking – Ensure any space used for networking in the event is accessible and consider how the area facilitates this. For example, providing seating for all ensures those who are unable to stand for long periods are accommodated without being excluded from conversation 
• WiFi – Consider whether WiFi is easily accessible

• If providing food, collect information prior to the event about dietary requirements and preferences. If a buffet is provided ensure options are clearly labelled with dietary information
• If there is alcohol provided, ensure there are adequate alcohol-free alternatives offered 

• Provide participants with a schedule of the day. Providing a list of attendees can give participants an indication of the scale of the events as well as facilitate networking
• Remind speakers before the event to speak slowly and to ensure that any presentation slides are clear
• Consider whether transcripts, slides or preprints can be shared prior to the event. If this is not possible, will speakers consent to sharing them after?
• For in person events send maps and layout of the area and venue ahead of time, including information on transport to the event

• Ensure adequate signage is available and obvious
• Ensure any signage and printed material is consistent with recommended best practice from sight-loss and dyslexia charities. If you are using the services of a designer, ensure the brief you give specifies your access requirements 
• If disseminating written material digitally, ensure you provide it in multiple formats so that participants can alter the font, size & colour. Have a hard-copy available for people who cannot use the digital one 
• Ensure that any sustainability commitments you have made do not further limit access for disabled people 
• Nominate a contact for people to report incidents, or ask for assistance. For example those with mobility needs may require additional support at breaks, in carrying food or drinks, or may need assistance in the event of an emergency. Ensure this contact is clearly visible
• Ensure points of contact are well briefed on accessibility, for example are aware of accessible routes through the venue and the location of accessible toilets when giving directions. It is important to not assume ability when giving directions 
• Using name labels is a useful tool to facilitate networking. Consider using a name label template which allows participants to choose how they identify themselves 
• Consider how to promote greater inclusivity in Q&A sessions, for example providing an anonymous way to ask questions. Ensure any questions asked are clearly repeated
• If a photographer is available at the event or pictures are being taken to share online, ensure participants have given permission and are able to opt out if they don’t want their images to be used 

• Online events are generally more accessible than those held in person. It is worth considering that if you are holding an in-person training event, whether some part of it can be adapted to be online (ie. if your training consists of a lecture and a workshop, could the lecture also be streamed for a different audience?)

• Consider if you can record the event and make it available to participants. This will help not only people who could not attend on the day, but enable participants to concentrate fully on the content of the event, rather than worry about taking notes and potentially missing something. 

• Ensure that any resources you provide to participants both before, during and after the event are in accessible formats, where participants can change the font, size & colour to meet their needs. Tell participants what resources they should receive and when they can expect to get them 

• Icon already has a Zoom membership. In a survey, Fable found that Zoom was preferred by disabled people, and considered the most accessible platform for meetings. It is fairly easy to operate, allows users to join via browser and apps, it enables users to spotlight and pin, and has added functionality for third-party apps.

• Be aware that technology may fail you or your audience at some point. Have a tech host on standby to support any issues. Plan for rehearsals and tests 
• At the start of your event, take time to set out the ground rules (eg. using mute, using cameras, how people can contribute)

• If possible, do not require participants to turn on their cameras. It is useful to remind participants they can alter their display name to include preferred name and pronouns 
• Ensure people have different ways of communicating (eg. raising hands/waving/using the chat box)

• Consider scheduling breaks more often than you would in an in-person event. Online events can be particularly exhausting. The onus should not be on participants to request a break. By building it into the schedule, it will give everyone the opportunity to not only move away from the screen but also reflect on content 
• Maximise the sound and video quality. Ensure the host and speakers are well-lit, and that the speaker’s mouth is visible. If possible consider using headsets 

• Provide some form of captioning. Captioning services provided by a real human are preferable as they are more accurate, but auto-generated captioning is better than nothing
• Encourage speakers to create clear slides but also describe the content of them within the presentation. Relying on visuals for information can reduce accessibility, particularly to those with dyslexia, dyscalculia and literacy difficulties. Screen share is not accessible to screen readers, and complex graphs can often be difficult to make sense of on the spot
• Encourage speakers to use plain English, using concise and clear language and avoid the use of metaphors/idioms where possible. This will benefit participants who are neurodivergent and those for whom English is not their first language 

• If someone has access needs you do not understand, politely ask them to explain how best to support them. Disabled people are experts in their own needs. Listen to them!

Collect feedback on the event, including information on accessibility and inclusivity. Use this feedback to continue to improve your events