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Event Planning 101

Event Planning 101 How to plan a successful event Do Your Homework Choose a date Choose a location Choose extras Food AV Equipment Setup Choose an alternate date Choose an alternate space Be Creative Food AV Setup Catering Served Meals Buffet Meals AM/PM Breaks Receptions

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Event Planning 101

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  1. Event Planning 101 How to plan a successful event

  2. Do Your Homework • Choose a date • Choose a location • Choose extras • Food • AV Equipment • Setup • Choose an alternate date • Choose an alternate space • Be Creative • Food • AV • Setup

  3. Catering Served Meals Buffet Meals AM/PM Breaks Receptions Continental Breakfast DHall – Dining Hall Box Lunches Box Dinners Carryout Items Drop Offs Linens Coke Products Back-up when Catering not available Catering vs. Dhall

  4. On-Line Calendarhttp://urevents.richmond.edu • Find events • View available space • Check before you place your request • View competing events • Are there other events for the same audience? • Complete an Online Reservation Form • Find the Approved Vendor List on the Events Website

  5. First Step • Fill out an Online Request Reservation Form or • Call or Email • Liz McCann x8807 • Michele Whiteside x8172 • Carla Shriner x8160 • Spreadsheets Always Welcome

  6. What information is needed? • Name of event • Name of organization • Name of contact • Date/s • Time • Space/s • Equipment – tables, chairs, AV • Food – will do own or need Catering • Publish to calendar • Account #’s

  7. Next Steps • One of the Event Office Staff will contact you that the request has been received and will notify you whether or not the space is available • Will only hold space tentatively for 2 weeks • Food and AV request will be submitted at this time • Once everything is approved you will receive a Confirmation Notice via email PDF

  8. Biggest Challenges this Year • The Grove – no longer exists – no grills • RC Hanging Lounge – no longer available • Weinstein Recreation Center Oct 2005 – Jan 2007 • Losing Auxiliary Gym , ROBC 248/250 • Limited availability in Milhiser Gym

  9. Changes To Remember • New Food Waiver • New Events Contact - Liz McCann • New Events Website • New Spaces • University Forum • Science Center • Atrium • Auditorium

  10. What’s Happening? Events Fall 2005 - 2006

  11. Things to Know • EVERY SPACE IS RESERVABLE • Most rooms you will need to pick up a key from the Events Office • There are only 6 men on the setups crew to handle all events, office moves and special projects • Commons Hallway - tables available 3 days per week per organization

  12. Certain spaces MUST have an advisor present (Brown Alley, Business School) • Henrico County and the City of Richmond has a noise ordinance for outdoor areas • 11:00pm on Weekdays & Weekends • Noise guidelines for certain spaces • KHRR, and NCRR • 11:00pm weekdays • 12midnight weekends

  13. Keep spaces as you found them • Classrooms • If notice is put up about setup • Can lose ability to reserve space • Violation of noise guidelines • Damage to room • Improper use of room • Misrepresentation of event • If you cancel your event or space you are “tentatively” holding PLEASE call the Events Office

  14. Food Waiver Request • Must be filled out if any of the following applies: • Brown Bag – everyone brings own • Potluck – bring to share • Pickup or Carryout from restaurant/grocery • Outside Caterer/Vendor • Fundraiser – selling of food items • Donations – any donated food • Give-a-ways – includes candy at tables

  15. Outside Vendors • If prepared foods are delivered onto campus and paid for by University funds • Ok to pick up food and get reimbursed • Ok to eat at restaurant & get reimbursed • Obtain list from Events Office • Changes every month

  16. TIPS • Pick a name for your event • Be aware of important campus events • Be aware of heavy use times • Anything after 7pm • Tues Nights • Be aware of Community Events • READ YOUR CONFIRMATIONS • If all else fails – call the Events Office

  17. Important Campus Dates • Family Weekend – Sept 15 - 17 • Fall Break - Oct 13 - 17 • Homecoming - Oct 27 – 29 • Weinstein Recreation & Wellness Opening -Jan • Sorority Recruitment – Jan 14 - 21 • Reunion Weekend – April 14 - 16 • Graduation - May 13

  18. Important Religious Holidays 2006 - 2007 Cannot schedule “events” on these dates – only organization-specific meetings • Rosh Hashanah - Sept 22 - 24 • Yom Kippur – Oct 1 - 2 ******************************** • Good Friday – April 6 • Easter – April 8

  19. Other Important Dates • Study Days • Students can only meet for 1 hour on a study day unless permission is granted by VP-Student Development • Exam Days • No student organization meetings/events can happen during exam days unless permission is granted by VP-Student Affairs

  20. Popular Spaces Playing Hard to Get • Tyler Haynes Commons • Milhiser Gym • Any Classroom • Keller Hall Reception Room • Robins Center Arena • Athletic Fields • IM Fields

  21. Classroom Policy • First and foremost classrooms are for academic use • Registrar releases classrooms after ALL schedules are finished • Late November for Spring Semester • Late April for Summer • Late August - Sept for Fall Semester

  22. Space Relationships • Haynes Room and the Pier • NCRR – Perkinson – Greek Theater • WH Green(After 4pm) – NC Classrooms – Camp Concert Hall • Chapel – Forum – Science Center These are usually never scheduled at the same time because of noise concerns.

  23. EXTRAS • Charges for Damages • Charges for Overtime • Extra Setup • AV Needs • Facilities staff (Housekeeping, Electricians, Landscape) • Police Coverage • Supervision of events with alcohol

  24. Publicity • Campus Wide Calendar • Banners in the Commons • Schedule with Student Activities Desk • Channel 16 • SpiderBytes • Flyers

  25. Campus Wide Calendar • On Campus Calendar • Person must log into the University’s network • Determined via IP address • Off Campus Calendar • Public Access to the Web • AOL or other internet service provider

  26. What type of info can be published? • Any event on campus • Any event OFF campus • UR Community Service Day • Ring Dance • Any general information the public needs to know • Dates for Family Weekend • Dates of University Breaks

  27. Information you can include • Description of the event • Web sites related to the event • Contact Information • Rain location Info • Where to buy tickets

  28. Other Features • Locations • Pictures available for most spaces • List of features of the room • Events Office link • Local Accommodations link • Events by Date • Can download events to your Outlook calendar or PDA

  29. What is Not Published? On Campus • Anything one has to be INVITED to • Classes • Meals • President & Advancement Office Events • Honor/Judicial Council Hearings • Overnight Guests

  30. What is Not Published?Off Campus • Anything one has to be INVITED to • Student Only Meetings • Overnight Guests • Campus Only Events **Only events published to the world are events that any person off the street can attend

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