The service hosting the event will manage and organise it, with support from HSE Communications and Public Affairs as required. The type of event will determine the kind of support needed, such as PR, guest list, venue, and type of reception.
Date, time and venue
Choose a date, time and place for the event as soon as you can. Send the details to the Regional Executive Officer (REO), Regional Director of Communications, Integrated Healthcare Area Manager, or Head of Service so they can attend or send someone in their place.
Confirm the details and add the date to calendars. The hosting service should manage the event and be the main contact for regional communications, if they are involved.
Site visit
Visit the site with the host service representative and regional communications lead (if applicable). If needed, walk through the venue before sending invitations.
Walking through the venue will help you check:
- capacity and layout
- equipment needed, such as presentation tools, PA system, stage, podium, backdrop, and signs
- parking availability
- entrance and exit routes
- access for people with disabilities
- if a private space is needed for meetings requested by attendees or advocacy groups
For bigger events, do a second walk-through with suppliers to make sure they can provide what's needed at the venue.
Event schedule
Make an event schedule showing the times and order of events.
This can include the following.
Guest arrival
- Suggested time guests should arrive on-site before the event begins
Dignitary arrival
- The REO, Integrated Healthcare Area Manager, or Head of Service arrives.
- They are greeted and accompanied by the host service representative.
Tour of the facility
- If time allows, the dignitary may tour the facility and nearby services.
- Make sure tours fit within the schedule and don’t disrupt appointments.
- Inform service users beforehand if a tour will happen during their appointment.
Speeches
- Follow the recommended sequence of speeches
Media
- Photography opportunities and media interviews during the event.
Refreshments
- Healthy options should be served, such as fruit juice, healthy sandwiches and wraps, and fresh fruit.
- No alcoholic drinks at official HSE events.
Departure
- When the guest of honour leaves, the host and other dignitaries should accompany them to their vehicle.
Guests
The host service should make a list of guests, including honorary guests and dignitaries. Before sending invitations, the REO, Integrated Healthcare Area Manager, or Head of Service should approve the list. The host service should adjust the list if the venue can’t hold everyone.
The guest list might include:
- dignitary - invite the guest of honour who will open the event 6-8 weeks in advance. This gives them enough time to plan. After they accept, you should invite the other guests. Make sure to save seats for the guests of honour
- HSE staff - includes the REO or someone from the Executive Management Team, Integrated Healthcare Area Managers, Head of Service, HSE Estates representatives (if applicable), and staff involved in launching the service launch
- service users or their representatives - contact in advance to let them know about the visit and to get their consent to take part
- local politicians - Regional Health Forum Chair and members, local Oireachtas members (TDs and Senators), Cathaoirleach or Mayor, County Council Chairperson, ward councillors, and MEPs
- project contributors - partners involved in the project such as:
- local GPs and pharmacists
- donors
- sponsors
- architects
- builders
- property owners
- management companies
- representatives from local council department
- interested groups - community groups connected to the service such as:
- local planning department
- voluntary organisations
- advocacy groups
- local religious representatives
- community groups
Guests of honour
You must tell the HSE CEO and REO in advance if you plan to invite any of the following as guests of honour:
- President
- Taoiseach
- Government Minister
- Minister of State (Junior Minister)
- Dáil Deputy
Invitations
After the guest list is finalised, the REO, Integrated Healthcare Area Manager, or Head of Service should send out the invitations. This should be done at least 2 to 4 weeks before the event.
What to include in the invitation:
- official greeting (such as ‘Dear…. You are cordially invited to…’)
- event title and purpose
- date and time
- location with the address and eircode
- parking and public transport options
- where and when to RSVP (reply to the host service)
- ask if they have special dietary needs or allergies
- let them know the event might be outdoors (if applicable)
- advise that invitations are limited and only invited people can attend (mention if a representative can come if the invitee can't)
- reminder to follow any public health guidance
- let them know there will be photography, filming and recording at the event (or place signs on the wall at the venue)
Media
The communications team will invite media to the event.
They will handle requests for:
- interviews
- quotes
- press briefings
- dignitary speeches
Media guests might need to register beforehand.
The communications team will work with the host service to create a press release. The host service should provide background information. A digital press pack can provide the media extra details about the event.
Corporate style
Use the HSE logo and branding to show it's a HSE event. The communications lead will make sure everything follows HSE branding rules and the Official Language Act.
Photography and filming
The communications team will organise a photographer or videographer for the event and invite press photographers. The host department pays for external photographers and must send a purchase order before the event.
If photography or filming is planned, guests should be told beforehand. Put up signs around the venue to let people know. Staff, service users, and guests should fill out consent forms. The host service is responsible for collecting and keeping these forms, with help from communications as needed.
Speeches
The communications team and the host service can help with speeches. We suggest giving 2 to 3 speeches at an event, and each speech should be no more than 3 to 5 minutes.
The event schedule should show the order of the speakers. It can change, but usually the senior HSE manager speaks first, then the dignitary.
The host service closes by thanking the dignitary, staff, and guests. Usually, the host service manager or senior HSE manager acts as the master of ceremonies.
Briefing notes
You may need background information about the event. The host service should give you this at least 2 weeks before the event, and always on time.
Government ministers and departments use a standard briefing form call an event template. The host service must return this to the relevant office, and the communications team can help review it.
Additional arrangements
- Seating plans for the speakers and guests including name signs for dignitaries.
- For indoor events, make sure that that current public health and government guidelines are followed. If you're unsure, ask the Regional Public Health department for advice.
- At the entrance, staff should welcome guests, give out name tags (if used), and have attendees sign in. Cross-check names against the invite list to make sure only invited people attend. This list can also be used to follow up with guest blogs and share slides.
- Decorate the launch area with banners, plants, or flowers (if appropriate).
- Podium, microphones and bottled water for the speakers.
- If you have a plaque, make sure it follows the Official Languages Act. Allow enough time to agree on the text, get it translated, and order the plaque. You can place the plaque somewhere temporary for easy photo-taking and to engage the audience.
- Curtain for unveiling the plaque.
- Check with your local communications lead if HSE stands and banners are available and pick them up well before the event.
- If you’re opening a building, bring a ribbon and scissors for the ribbon cutting.
- For events on building sites, hard hats and high visibility jackets might be needed. If it’s raining or might rain, make sure the builder has put down boards on muddy areas and that guests get umbrellas.
- For the photo shoot, bring the contract or a mock contract with you.
- Make sure everyone follows infection control rules. This means visitors should sanitise their hands, tuck in their ties, and roll up long sleeves. In some places, wearing PPE may be needed.
- Make a souvenir booklet to celebrate major events like a new hospital opening or a big anniversary.
- For conferences, share a hashtag with attendees and put up posters with the hashtag so people can join the online conversation.
- The host service should organise flowers or a gift presentation to the dignitary (if appropriate).
- The host service manager should take guests of honour and dignitaries to the refreshment area and introduce them to workers and other guests. No alcohol should be served, and healthy food options should be available.
- At the start of the event, tell attendees about fire and safety rules.
- Cloakroom facilities.
- Reserve parking spaces for dignitaries and senior HSE guests. If a minister is coming, the Department of Health needs a completed template with contact details for parking.
- Use signs to guide people to the event, especially if it’s in a large complex.
- If dignitaries such as the President, a minister, or a celebrity will be at the event, let An Garda Síochána know ahead of time.
- For disabled people, make sure there’s enough space for wheelchairs and seating. Provide similar space for older people, those with extra needs, and pregnant women.
After the event
- Send thank-you letters or emails to the people who attended (if appropriate)
- If anyone had questions or concerns during the event, follow up with them afterwards.
- Review how the event went and write a one-page summary of what worked well and what could be improved. This will help with planning future events.
Event management checklist
4-6 weeks before the event
- Decide on the date, location, and provisional event schedule. Share these details with key people. Make sure the venue is booked.
- Make a guest list and suggest a dignitary to attend. Check with the REO, Integrated Healthcare Area Manager or Head of Service, and the Regional Director of Communications for their input.
- Invite the dignitary (through the REO or Integrated Healthcare Area Manager) and discuss any special arrangements they might need.
- Book third-party supplies you'll need for the event. This could include:
- engraved plaque
- ribbon and scissors
- PA system and presentation equipment
- podium, staging and backdrops
- flowers or gifts
- catering and serving supplies
- photographer
2-4 weeks before the event
- Draft an invitation letter or email to guests from the REO, Integrated Healthcare Area Manager or Head of Service at least 2 weeks before the event.
- Let staff and service users know about the event ahead of time.
- If photos or videos will be taken, make sure to collect signed consent forms.
- Finalise the event schedule.
- Make a list of who will be greeting guests and dignitaries on the day.
- Assign roles to team members for tasks both before and during the event.
1-2 weeks before the event
- The communications lead should get the background information they need to prepare:
- briefing notes for the events
- speeches
- photography instructions
- seating arrangements
- press release
- Communications lead should send out media invitations
- Final event details should be confirmed with:
- Regional Executive Officer (REO)
- Integrated Healthcare Area Manager or Head of Service,
- Office of any dignitaries attending