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STOCKHOLM SCHOOL
OF ECONOMICS

Communicating and documenting your event

Communication and documentation for an event is about how you invite and manage attendees, and how to communicate the event to others and to attendees on site.

Plan your communication 

In the beginning of the planning phase, start thinking about how you want to communicate with your potentail guests (eg. email, postal or wider via social media), and what your key message is. 

For example, you might want to send out: 

  • Save-the-date
  • Inivitation 
  • Social media posts in SSE's channels (if it's an open event for the public)
  • Reminder to those that haven't responded yet
  • Welcome-letter with updated info 
  • Thank you-letter/email to all attendees, speakers, moderators, suppliers and others that have been involved in the event. You may also want to include the presentation, a summary of the event, relevant links, and a survey to obtain their impression of the event.  
  • Follow-up on your guests with relevant content, and invitations to similar events that may be of interest to them. 

Internal communication 

Internal communication at SSE is of great importance when planning an event at the school. Always inform the Info Center and add it to the Event calendar on the Portal. In some cases, paper signs may be of use to notify students and staff about, for example, restricted access. 

Tools to invite and manage attendees

With our event tool, you can create a webpage inline SSE's visual identity with information, registration and participant management around an event. A short training is required before you are given access to this particular tool. Contact Linn.Hansson@hhs.se for more info. 

When collecting information about your participants, please make sure that it is in line with the GDPR regulations. 

If you are charging the particiapants for the event, please get in touch with the Office of Finance and Accounting, to ensure you have the correct VAT-rate etc. 

Graphic material, logos and profile products

All graphic material at SSE should be in line with our graphic profile. 
Please find guidelines, logos and templates on the Portal under External Relations. 

Units that might be applicable to an event: 

  • Digital header with the event title to be used on all communication 
  • Printed invitation and envelope 
  • Signage at the school for info and directions - both digital and in paper format
  • Name badges 
  • Program leaflet 
  • PowerPoint-presentations 

If you require help with the design, please get in touch with one of the suggested suppliers. 

Profile products and give-aways, such as notebooks and umbrellas, can be ordered through the Web to Print-shop here. 

Media relations - press routines 

If you have thoughts and ideas about communicating information about the event externally, for instance to the media, set up a meeting to discuss the issues and the best way of reaching the right target group with maximum impact. Find more info and contact details here on the Portal. 

Wi-fi for guests and suppliers

Contact IT-services via email on servicedesk@hhs.se to obtain log-in credentials. 

Documentation of the event 

In some cases you may want to photograph, record or livestream the event.

To find a suitable photographer, please see the supplier list on the Portal. 

At SSE Executive Education, you'll find a number of studios that are both suitable for self-recording, and webinars of any form.