AW-21 — Event Logistics and Vendor Management

1. Purpose and scope

Purpose. To deliver IoL events safely, on budget and through the institution's approved routes for space, purchasing, payment, branding and personal data, and to leave behind a named attendance record captured on the day. The consequential point is the last one: an event that ran well but whose attendance was estimated afterwards is worth nothing to WF-23 and cannot be defended to the Ministry.

Scope statement. This procedure manages the logistics of an IoL event from the confirmed brief to post-event settlement and the handover of attendance and feedback.

Applies to. Conferences, symposia, workshops, public lectures, community and volunteering events, CPD events, ceremonies and internal events with external vendors, on campus, at a Dubai Health site, at an external venue or online.

Does not apply to. The decision whether an event qualifies for OBEF, its classification and its register row, which are WF-23; the academic or CPD content and speaker selection, which belong to the organising workflow (WF-21, WF-23); routine teaching sessions booked through AW-14 with no vendor.

2. Trigger, boundary and interfaces

3. Roles and accountability

Process owner. IoL Events Coordinator or equivalent [IoL to confirm].

[CONTROL] Segregation. The Events Coordinator does not approve vendor spend or receive registration income; approval follows AW-05 and money follows AW-12. The attendance record is captured by a named person at the event and is not altered after the day; any correction is a separate dated note.

4. Procedure

1. Confirm the brief. The Event Organiser supplies date, format, audience, expected attendance, accessibility needs (AW-19 requests received at registration), budget line and, where the event is intended to count, the WF-23 qualification outcome with type and minimum attendance. [CONTROL] No vendor is engaged before the Budget Holder confirms the budget.

2. Book space through AW-14. Room, capacity, layout, AV baseline and access hours. External venue terms beyond a standard booking go through AW-23.

3. Procure through AW-10. AV, catering, printing, transport and other services are requisitioned in the procurement system at the AW-05 level for the value. [CONTROL] Verbal orders to vendors are not IoL orders. Sponsored or in-kind provision is recorded at receipt with its valuation basis for WF-24, as AW-10 requires.

4. Open registration. The registration platform [IoL to confirm] collects the minimum data needed: name, affiliation, email, learner status where the event must be open to students, and accessibility requirements. The form carries a privacy notice approved under AW-16 stating that attendance will be recorded and may be reported to the Ministry by name. [CONTROL] No registration list is held outside the platform or exported to personal devices.

5. Arrange speakers. Travel, accommodation and honoraria follow AW-11, with the engagement letter on file before travel is booked; no other payment route exists.

6. Obtain approvals. Where the event is public, involves media, filming, external branding or a Dubai Health site, the Coordinator obtains and files the required MBRU or Dubai Health approvals [IoL to confirm which]; AW-22 handles the media and branding route. An AW-17 safety check is completed for any layout beyond the venue standard.

7. Signage and branding through AW-22. All visible material uses MBRU and Dubai Health branding as approved by AW-22; partner logos appear only where the agreement (AW-23) permits.

8. Issue the run sheet. Timings, roles, vendor contacts, AV cues, sign-in staffing, accessibility arrangements and the incident contact, issued to all event staff 2 working days before.

9. Capture attendance at the event. [CONTROL] Sign-in by registration scan, QR code, signed sheet or platform export, with names, captured at the event by the named person on the run sheet. The count is taken from the sign-in record, not from registrations or the room. Where names genuinely cannot be captured (an open public stand), the counting method, counter and count are recorded as WF-23's exception route requires. Attendee lists are personal data under AW-16.

10. Collect feedback. The feedback instrument agreed with the Organiser is issued at or within 2 working days of the event; the summary goes to WF-23 with the attendance record.

11. Hand over to WF-23. Within 10 working days: the attendance record, the counting method note where used, the promotional material, the approvals and the feedback summary. [CONTROL] The Coordinator confirms the handover in the event file; WF-23 closes its register row.

12. Settle and reconcile. Vendor invoices are matched under AW-10 and paid under AW-11; registration income and sponsorship are received and reconciled under AW-12 against the registration platform. The Coordinator closes the event file with the final cost against budget.

Exception routes. Cancellation or postponement: the Coordinator notifies vendors within the contract terms, registrants the same day, and WF-23 so the register row is flagged. On-the-day vendor failure: the Coordinator may authorise a replacement up to the AW-05 emergency limit [IoL to confirm] with the requisition raised within 2 working days. Incident at the event: AW-17 takes precedence.

5. Service standards

6. Records, retention and controls

Key controls. (1) No vendor engaged before budget confirmation. (2) All purchasing through AW-10 and all payment through AW-11; the Coordinator approves neither. (3) Registration collects the minimum data under an approved privacy notice. (4) Attendance is captured at the event by a named person and is not altered afterwards. (5) Handover to WF-23 within 10 working days, confirmed in the file. (6) Income only through AW-12.

OBEF touchpoint capture rule. The attendance record is created on the day, from sign-in, with names, by the person named on the run sheet, and handed to WF-23 within 10 working days. It is never reconstructed from registrations, photographs or memory; Appendix B lets the Ministry ask for names, and the record must be able to answer.

7. Performance measures

8. Change control