CRD Welcome Package

Corporate Relations Department

Procedures Manual

GUIDELINES FOR CO-HOSTING

EVENTS WITH EXTERNAL INSTITUTIONS

1) CRD should determine the date of the event with the external organisation. Confirm the date at least six (6) weeks before the event.

2) The date and time should be submitted to the Governor for approval. Request of Governor if his spouse is to be invited.

3) Initiate the formation of a coordinating committee. Invite the lead department to select a chairperson and an administrative professional for the coordinating committee. The administrative professional would be responsible for servicing committee meetings.

4) Invite the external institution to nominate representatives to the committee.

5) Request other relevant departments to nominate representatives to the committee and appoint a CRD representative to serve on the committee.

6) Provide the chairperson with the Master Checklist for Meetings/Events as a guide of the activities to be undertaken.

7) Maintain regular contact with the chairperson to ascertain the status of preparations for the function.

8) Meet at least one week before the function to go through the checklist and discuss arrangements for the servicing of the function.

46