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UNIVERSITY EVENTS TOOLKIT
UPDATED: SPRING 2017A PLANNING GUIDE FOR EVENTS AND
SYMPOSIA AT OLD DOMINION UNIVERSITY
DETERMINING EVENT GOALSOVERALL GOALS & OBJECTIVESThe first step in planning any event is to think through the reasons for having the event and the outcome you hope to achieve. These questions should help you gain the necessary focus.
Is an event the best and most appropriate way to achieve your goal? o For example, would a press release or targeted communication be as effective?
What are the key goals and objectives of the event? o Specifically, what is the desired outcome and what do you want your guests to take away from this
experience? What is the long-term value of the activity to the university? How elaborate will this event be? What message do you hope to convey through this format? Do you have funding available?
COMMUNICATIONS & MARKETING What is your event’s primary message and theme?
o If you have speakers, who would be the appropriate contact (legislator, administrator, faculty, student, etc.)?
o If you have multiple speakers, how will their messages be appropriately differentiated and integrated into your program? How will the program be organized?
What are the ways this event will be marketed? How can the University leverage outcomes of this event? o Have you considered soliciting assistance from Strategic Marketing & Communications to explore
further marketing opportunities? Consider how your message will be communicated or reinforced through the following communication
vehicles:o Invitations; Publications (InsideODU, Monarch Magazine, Community Connections Newsletter,
College/Department newsletters); Social Media (Facebook, Twitter, Instagram, etc.); Advertising (The Virginian-Pilot, Daily Press, Inside Business, flyers, banners, radio advertisements, web-based advertisements); Websites; Listservs; Local/national media outlets
Do the collateral materials (both design and copy) clearly reflect and identify the University?o Have you followed appropriate branding guidelines? (To include University Branding Standards and
Trademark Licensing Policy?)https://www.odu.edu/facultystaff/communication/toolkit
How many speakers will you have (if any), and in what order will they speak?o Have you followed appropriate campus protocol for speaking order?
Speaking Order: Emcee Someone to introduce the President President COO Provost
Vice President Dean Department Head Any of above can introduce the guest of honor Guest of Honor
EVENT PLANNING TIMELINE1 Year to 6 Months Before Event(1 Year for Annual Events, 6 Months for One-Time Events)
1. Define event purpose and goals2. Clear event on all relevant calendars
University Master Calendar, required for ALL events President or COO’s Calendars, if applicable Program participants’ calendar
3. Reserve space/venue Reserve alternate space for inclement weather, if applicable
4. Determine target audience5. Develop PR/marketing plan, consult University Strategic Communications & Marketing if necessary6. Create and mail speaker contract/agreement7. Reserve room block at hotel (if applicable)
12 Weeks Before Event1. Draft text for invitations and program
If using University Publications, start production process2. Draft script3. Book entertainment4. Create guest list and scrub for errors5. Make speaker travel arrangements once contract is signed
5 Weeks Before Event1. If producing invitations in-house, proof, finalize and print2. Send printed invitations3. Submit work orders and/or email university services
Parking Services (form on their website) Webb Media (form on their website) Academic Television Services (email) Moving and Special Events (work order) Housekeeping (work order) Grounds (work order) Photography (form on their website) Public Safety (email) Strategic Communication & Marketing (email)
4. Order gifts5. Determine look of event and order décor (stage plants, centerpieces, linens, etc.)
4 Weeks Before Event1. Send electronic invitations 2. Send setup memo (example provided)3. Submit order in Catertrax or contact Catering for custom menu4. Submit any payment paperwork required for hotel/travel payment
3 Weeks Before Event1. Send additional invitations, if applicable2. Follow up with Strategic Communication & Marketing
2 Weeks Before Event1. If producing programs in-house, proof, finalize and print2. Send President’s remarks to President’s Assistant3. Follow up with guests who haven’t responded/identify individuals from target audience for personal follow
up
1 Week Before Event/Week of Event1. Proof, finalize and print scripts2. Confirm all contracted services and university services
Send VIP parking list to Parking Services Send final numbers to Catering
3. Finalize and print guest list and seating chart4. Print nametags5. Print menu cards6. Print signage7. If the President is in attendance, send the final RSVP list to President’s Office (If seated dinner, include names of guests seated at table)
Day of Event1. Arrive early, confirm setup is correct – count chairs, rows, tables, etc.2. Receive deliveries3. Hang signs4. Set up registration area
Week after Event1. Return any borrowed items2. Submit all financial paperwork for travel, catering, etc.
EVENT LOGISTICS CHECKLIST What groups should comprise the audience? Who else might benefit from this event beyond the
primary attendees? If it’s appropriate and feasible within budgetary constraints, consider whether it makes sense to include alumni, donors, community members, legislators, media, students, faculty and staff. Coordinate with the appropriate colleagues who have the primary responsibility for those audiences.
What is the appropriate size of the guest list?
If you anticipate a role for the President or Executive Office Member, it is critical that their assistant be consulted as far in advance as possible. Be prepared to discuss what their role would be and any implications of including or not including them.
Are there opportunities to partner/collaborate across campus units or off-campus entities?
What is the best date and location for this event? Why?
Have you cleared your event date with all pertinent calendars? (Master University Calendar, Executive Office Calendar, Departmental Calendar, etc.)
Have you selected a fair weather and a rain site for your event, if necessary?
Where will your guests park?
Assigned seating or general admission?
How should the room be configured? (What is the seating capacity? How will you manage this?)
Is there a podium?
Can the room accommodate persons with disabilities?
What are your audio/visual and electrical needs and/or concerns?
Have you done a set up memo /diagrams?
What space is available for catering staging?
Have you considered the dietary issues/concerns of your guests? Have you notified catering in
Have you considered entertainment for your event (audio and visual)?
o Will you need to decorate the room with plants or flowers, stage backdrop, lighting, centerpieces, signs, etc.? Have you cleared the delivery date/time with the venue? Who will receive the items?
Have you considered gifts for your VIPs/Speakers?
Does your guest speaker need lodging and transportation arrangements?
Do you have any banners/signs for your event?
Have you notified Support Services about your event (via work management system; work orders; parking forms; Webb Media forms)?
Have you notified the University Photographer of your event? Does the event need to be videotaped? If so, have you contracted with Academic Technology Services (ATS)?
Have you communicated the attire to your guests?
If the President or COO is involved: have you turned in guest lists and pertinent information to the Executive Office (via Sherry Davis) 2 weeks prior to the event?
EVENT SERVICES CONTACT LISTAwards/Plaques:G&W Gifts and Awardshttp://www.onlineawardstore.com/applications/gwawardsweb_default/[email protected]
Catering Services *Must use Aramark for on-campus catering*AramarkConnie Pate, General Managerhttps://oducatering.catertrax.com/[email protected]
Centerpieces/Flower ArrangementsThe New LeafSarah Munford & Laurel Quarberghttp://[email protected]
Greenbrier Floristhttp://greenbrierflorist.com757-420-8000
Stage Plant RentalFoliage Design SystemsGarry Acree, Owner https://oducatering.catertrax.com/index.asp(757) [email protected]
Event Furniture (Tables, chairs, staging, pipe & drape, flags, etc.)Moving & Special Events Create an account and submit a work order here to arrange for delivery and pick up. http://ww2.odu.edu/af/facilities/submit.shtmlSusan [email protected]
HotelMarriott SpringHill Suites – Old Dominion Universityhttp://www.marriott.com/hotels/travel/orfod-springhill-suites-norfolk-old-dominion-university/ 4500 Hampton Blvd., Norfolk VA 23508Lindsey Janssen, General [email protected]
Linen & Tent Rental*Tents require a tent permit through Facilities Management*Distinctive Event Rentalshttp://distinctiveeventrentals.com Lisa [email protected]
Acclaimed Eventshttp://www.acclaimedevents.comChristina [email protected]
A/V and Media ServicesWebb Media Services*Fill out the media services request form at least 2 weeks in advance:http://ww2.odu.edu/forms_admin/viewform.php?formid=5877Tom Odom & Casey [email protected]
Parking ServicesParking & Transportation Services*Fill out the parking services request form at least 2 weeks in advance:http://www.odu.edu/life/parking-and-transportation/parking/events-parkingRob Grandon, Special Events [email protected]
PhotographyUniversity Photography*Fill out the photography request form at least 2 weeks in advance:https://www.odu.edu/photography Chuck Thomas, University Photography
Publication DesignUniversity Publications*Fill out the photography request form at least 12 weeks in advance:http://www.odu.edu/facultystaff/communications/publications Karen Smallets, Assistant [email protected]
Strategic Marketing & CommunicationsCaitlin Chandler, Executive [email protected]
Video Filming ServicesAcademic Television ServicesJerry Harrell, Video Production Manager, Video & Production [email protected]
SAMPLE SET UP MEMO
TO: Shannon Sauerwald, Webb Center
Janet McLaughlin, Aramark
Connie Pate, Aramark
Sandy Boone, Monarch Catering
Special Event Parking
Webb Media Services
FROM: Name, Department
DATE: April 11, 2016
RE: Board of Visitors Luncheon – April 21, 2016
On Thursday, April 21, President Broderick will be hosting a luncheon for the Board of Visitors in the President’s Dining Room at Webb Center from 12:30 p.m. – 1:15 p.m.
If your area will incur any expenses due to this event, please e-mail me with the specifics on the expected charges. As with all events, we need cost estimates prior to the function. Please use budget code TBD Budget Code.
Webb Center Housekeeping
Please be set by 11:00 a.m. Please provide (1) pop up table in front of the President’s Dining Room for registration Please set (7) 5’ rounds with (8) chairs at each table (final table/chair count TBD)
Monarch Catering Set by 11:30 a.m. (Lunch will begin at 11:45 a.m.) Please provide blue and white linen (No white napkins, please) Centerpieces will be provided by Greenbrier Florist Please provide a linen for the registration table outside of the room
Parking Services: I am sure you already have the requirements from Donna for the board. However, I do have few special guests
to be included in the parking list who will be attending from campus There are no off campus guests for this event
Please call or email me if you have questions at xXXXX or [email protected]. As always, thank you for all you do!!
