Porto Business School Events and Facilities Regulations
- Purpose
This regulation establishes guidelines for hosting events at Porto Business School facilities, ensuring strategic alignment, quality execution, and compliance with protocol and institutional requirements.
- Event Planning and Alignment
2.1. Session Agenda Submission
All events held at Porto Business School must include the prior submission of a complete agenda containing:
- Topics to be addressed.
- List of speakers and their respective topics.
2.2. Guest Speakers
The advance disclosure of invited speakers, especially VIP personalities, is essential for proper organization. As a reference entity, Porto Business School is committed to institutional protocol, and the presence of prominent figures requires:
- Prior notification of the names of VIP guests.
- Compliance with the School’s established protocol standards, supported by appropriate logistical assistance.
- Conflict of Interest Management
3.1. Potentially Conflicting Topics
To safeguard the integrity of Porto Business School’s activities, any event involving topics related to the School’s areas of expertise must adhere to the following principles:
- External Speakers: If inviting an external speaker from a competing institution, particularly when the topic overlaps with the School’s focus areas, prior notification with the speaker’s name must be submitted.
- Board Approval: Event confirmation is subject to approval by the Porto Business School Board. This ensures strategic coherence and prevents conflicts of interest.
- General Rules for Facility Usage
4.1. Usage Areas
The use of Porto Business School facilities requires prior authorization, and all internal rules regarding the use of rooms, equipment, and common areas must be observed.
4.2. Decorum and Conduct
Event participants must maintain appropriate behavior, respecting the academic and professional environment of the School.
4.3. Equipment Responsibility
Event organizers are responsible for the integrity of the equipment used and must immediately report any damage or malfunction to the relevant department.
- Communication Protocol
5.1. Official Channel
All communication related to event organization and planning must be conducted through Porto Business School’s official channels to ensure proper documentation and oversight.
This regulation ensures institutional alignment, protects the interests of Porto Business School, and upholds the standard of excellence in event execution.
Here is a framework outlining the appropriate actions for high-level (High Level) and low-level (Small Level) events, with or without VIP attendees.
| Criteria | High Level with VIP | High Level without VIP | Small Level with VIP | Small Level without VIP |
| Advance | Minimum 8 weeks | Minimum 8 weeks | Minimum 6 weeks | Minimum 4 weeks before the event |
| Disclosure of Alignment
| Detailed program and speakers to the board | Detailed program to the board | Simplified sending of program to the board | Simplified sending to the event manager |
| VIP Protocol
| Personalized support, special logistics | Not applicable | Personalized accompaniment, minor logistical support | Not applicable |
Board approval | Mandatory | Mandatory | Required for external speakers | Not compulsory |
| Public Disclosure
| Coordination with the communication team | Coordination with the communication team | Limited dissemination, according to guidelines | Discreet disclosure |
Conflict of Interest | Rigorous review of speakers and topics | Rigorous review of speakers and topics | Review required for external speakers | Not applicable |
| Staff presence
| Complete team: Protocol, security and AV technicians | Complete team: Protocol, security and AV technicians | Reduced team: Protocol and basic support | Minimum team size, as needed |
Equipment and Logistics | Full audiovisual setup, premium catering | Full audiovisual setup, appropriate catering | Simplified audiovisual setup, adjusted catering | Basic equipment, light catering |
| Guest Management
| Controlled guest list, with reception support | Controlled guest list | Simplified list, personalized reception | Simplified or informal list |
Post-Event Communication | Detailed report to the board and external communication | Internal report to the board | Simple internal report | Optional report |
Category Descriptions:
- High Level with VIPs: High-profile events featuring prominent individuals. These require meticulous attention to protocol and detail.
- High Level without VIPs: Important events that do not include VIP attendees. The focus is on logistics and flawless execution.
- Small Level with VIPs: Smaller-scale events that still involve VIPs. Protocol remains a priority, though logistical demands are lighter.
- Small Level without VIPs: Simple, internal, or informal events with minimal logistical complexity.
This framework allows for tailored actions based on the type of event and the presence of VIPs, ensuring efficiency and strict adherence to Porto Business School’s protocols.