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What are Logistics?

What are Logistics? Facilities Management Building and Landscape Services Public Safety Transportation Services Shuttle UM Environmental Safety Dining Services Visitor Services Residential Facilities For Event Planners, Taking Care of Logistics Means: Exceptional

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What are Logistics?

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  1. What are Logistics? • Facilities Management • Building and Landscape Services • Public Safety • Transportation Services • Shuttle UM • Environmental Safety • Dining Services • Visitor Services • Residential Facilities

  2. For Event Planners, Taking Care of Logistics Means: Exceptional Timing and Coordination (ETC)

  3. Choosing a date: • Adequate lead time is usually + 6 weeks for most logistical needs. • Try to avoid religious observances. • Check campus calendars : • Academic calendar • Campus events • Student events • Performances • Athletic events • Holidays

  4. Choosing a time: • Will the event interfere with classes? • Will invitees get caught in traffic? • Does it coincide with a meal time? (if so “light snacks” may become a meal) • Does it need daylight to occur and remain safe for attendees?

  5. Choosing a location: • Check with Campus Reservations: http://www.union.umd.edu/reservations/ • Don’t assume who “owns” the space! (Get your reservation in writing) • Is the size adequate for the #’s you expect?

  6. Is it a safe location for what you plan to do? Is it accessible: to delivery and service personnel? to people with disabilities? to people with mobility limitations? Ie: “Frail Folk” Choosing a location:

  7. What services will you need? • Tables…chairs… electrical power sound amplification…stage…busses… platforms… lighting…water…parking… deliveries…signs…housekeeping… grounds cleanup… tents…first aid food…building alterations…rest rooms …+?...+?...+?………..

  8. Preparing the Event Site: • Don’t assume existing furnishing/equipment will be there. • Don’t leave your valuables unattended. • Remember: unauthorized signs will disappear! Use the Sign Shop. • Temperature and lighting will change depending on time of day, day of week! • Do you need a rain plan?

  9. Requesting Help on Event Day: • Remember what time you requested the services to occur. • Remember what you said you would provide. • Keep your work requests and other paperwork handy. • Call Work Control: X52222 with questions. • Emergency: 911 (from campus phone) 301-405-3333 (from cell phone)

  10. At Conclusion of Event: • Take your “stuff” with you • Notify Work Control x52222 • Turn off equipment and lights • Lock doors or notify Public Safety: X53555

  11. Free Advice! Email: Event-logistics@listserv.umd.edu pperfett@umd.edu Phone: 301-314-7881

  12. Servicesfor Purchase Request for Facilities Management Services (RFMS): www.facilities.umd.edu/RFMS/campus.cfm - Download the Form - Send to Work Control: 1. 1300 Service Building (003) 2. workcontrol@fm.umd.edu 3. Fax: 301-405-1473

  13. RFMS Forms Must Have: • Dean, Director, Department Head Approval • Valid FRS Number • Your contact information

  14. Remember the “ETC” andHave a Great Event!

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