It is in the best interest of the University of Malta to maintain standards and be consistent in the planning and implementation process of events, while at the same time ensuring quality in a cost efficient way. The Coordinating Events Team assists with room reservations and provides University entities with information and assistance in coordinating events. The University of Malta has event space that can be rented by the public and therefore encourages outside entities to choose the University campus as a venue for their event.

Coordinating Events & Activities
Hosting events and activities is a good way to increase awareness of faculties, centres and institutes. Events and activities should be organised with the appropriate resources and, if possible, held on campus. Event organisers are encouraged to have events and activities not to conflict with similar events or activities that may split an audience.

Space on Campus
The University of Malta offers a number of venues for hosting an event. Scheduling for halls and lecture rooms is done through the Scheduling Office while outside venues may be booked through the Precincts Office. It is University policy that outside venues (open spaces) may only be reserved by a University entity or student organisation. For larger conferences and events organisers should contact the Conference Unit.

• For information about inside or outside venues (open spaces) send an email. 
• Visit the online campus map for directions and locations.
• To reserve/rent the room/area needed for the event as soon as the date is set submit the Events Form.
  

Inform about an Event
The Events Form allows the organiser to inform the Coordinating Events Team about event details (e.g., event name, expected attendance, event type, organiser/department, and requirements for audio-visual equipment, parking, tables, etc.) and to reserve/rent a venue on campus. The Coordinating Events Team needs to be informed about the upcoming event, whether this is held on or off campus. For information about specific roles of the members of the Coordinating Events Team who offer their support and assistance to event organisers, click here.

Submit an Event
As soon as the event date is set, contact the Communications & Alumni Relations Office to place the event on the Events Calendar of the University of Malta and to feature in News on Campus. 

• News on Campus Email Service: News on Campus, an email newsletter for internal group communication, features new items in News on Campus. It is sent to all staff and students every Friday. All those wishing to send an item to be included in this email newsletter are kindly requested to do so by Thursday 1200hrs. News on Campus is issued by the Communications & Alumni Relations Office in collaboration with IT Services.
• Special Groups Email Service: University entities can request a  special group email for internal group communication. The special groups email service is maintained by the Communications & Alumni Relations Office. A request may be sent by email.
• Adverts and Promotional Material: adverts and promotional material should be professional and communicate a specific message intended to evoke a response from the reader through the use of graphics for information to be eye-catching. The Communications & Alumni Relations Office offers support in this area.
• Electronic Noticeboard: two electronic noticeboards are available on campus to announce events. Text for these noticeboard needs to be concise. Event organisers can send text announcing the event on the electronic noticeboard by email to the Communications & Alumni Relations Office.
• Publishing Press Releases: a press release should be no more than one page in length. Only essential information should be conveyed. Press releases may be edited by the Communications & Alumni Relation Office before being published.
• Invitations: invitations to campus events should be professional. The Communications & Alumni Relations Office offers support in this area. Parking locations need to be specified.
  

Event Itineraries
Each event should have an itinerary to be given to each speaker and/or other appropriate people. The itinerary needs to include details necessary for the evening’s programme. When possible, the dignitary should be given this information prior to the event. If Rector is invited to attend, make sure he has an itinerary for the event and that he has proper information regarding the event.

Dignitaries
All reserved seating for dignitaries should have the name of the guest placed on the assigned seat. An usher or host should seat each person, removing the name sign before the guest is seated.