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Events Manual
Events Manual
Invitations
Invitation templates for events
External design
Wording and dress code
Guest lists
RSVPs
Final guest list after RSVPs
Invitation styles vary according to event type and the type of guests you want to invite.
Invitation templates for events
Contact the Marketing Unit for templates of invitations that follow the University Visual Identity Guide.
External design
Should you want to have your invitations specially designed, ensure you obtain written quotes that include invitation artwork and printing costs. Refer to the University Visual Identity Guide and remember to also get quotes for envelopes and additional stationery if required (eg RSVP cards, seating cards, name tags etc). Remember that envelopes that are not standard size incur additional postage costs.
For advice related to external invitation production contact:
Marketing Unit
Email: events@mq.edu.au
Simone McKenna
Events Officer (Faculty)
Phone: 1883
Email: simone.mckenna@mq.edu.au
Philippa Borland
Events Officer (Recruitment)
Phone: 1881
Email: philippa.borland@mq.edu.au
Wording and dress code
Samples of invitation wording will be available shortly. In the interim, for advice related to how to word an invitation with VIP hosting arrangements, and assistance with appropriate dress codes, contact:
Losalini Kelei
Protocol Officer
Marketing Unit
Phone: 4112
Email: lo.kelei@vc.mq.edu.au
Guest lists
Ask all relevant people and departments to contribute to your event guest list. Circulate your proposed guest list to the stakeholders in your event to give relevant people the opportunity to contribute or comment.
Consider the ratio of external guests to University guests, and ensure checking processes for duplication, spelling and honorifics.
It may be necessary to have your guest list signed off before invitations are issued – for example if your event has the Vice-Chancellor, Chancellor or government officials involved. Ensure you allow time for this process if it is required.
The Marketing Unit can provide up to date lists of University executive, Deans, Heads of Department, Centre and Office, politicians (Federal, State and Local), Macquarie Research park tenants etc. For further information related to guest list sign off and obtaining relevant lists, contact:
Losalini Kelei
Senior Event Officer (Protocol)
Marketing Unit
Phone: 4112
Email: lo.kelei@vc.mq.edu.au
RSVPs
Ensure that the staff member you nominate to receive the RSVPs is well resourced. They should take note of those who accept as well as those who decline. An excel spreadsheet from the invitation list is easy to use for this purpose.
Final guest list after RSVPs
Keep all stakeholders informed by distributing a copy of the final list of expected guests to relevant people eg VIPs, speakers, Protocol Officer(s).
Produce a full list of acceptances to have on hand at the event – make multiple copies and distribute as necessary. If you are strictly monitoring arrivals, have a complete list of guests who were invited as some people may arrive without having sent an RSVP.