whiteside4eventplannstudents06

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Event Planning 101

How to plan a successful event


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Do Your Homework Choose a date

Choose a location

Choose extras

Food

AV Equipment

Setup

Choose analternate date

Choose analternate space

Be Creative

Food AV

Setup


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Catering vs. DhallCatering

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


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On-Line Calendar

http://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 EventsWebsite


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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


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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


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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 thistime

Once everything is approved you will receive aConfirmation Notice via email PDF


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Biggest Challenges this Year

The Grove no longer exists no grills

RC Hanging Lounge no longer available

Weinstein Recreation CenterOct 2005 Jan 2007

Losing Auxiliary Gym , ROBC 248/250

Limited availability in Milhiser Gym


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Changes To Remember New Food Waiver

New Events Contact - Liz McCann

New Events Website

New Spaces University Forum

Science CenterAtrium

Auditorium


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Whats Happening?

Events Fall 2005 - 2006

Comparison

0

5001000150020002500

July

Septe

mber

Novembe

r

Janu

ary

March

May

Month

#

ofEvents

2004-2005

2005-2006


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Things to Know EVERY SPACE IS RESERVABLE

Most rooms you will need to pick upa key from the Events Office

There are only 6 men on the setupscrew to handle all events, office

moves and special projects Commons Hallway - tables available

3 days per week per organization


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Certain spaces MUST have an advisorpresent(Brown Alley, Business School)

Henrico County and the City ofRichmond has a noise ordinance foroutdoor areas 11:00pm on Weekdays & Weekends

Noise guidelines for certain spaces

KHRR, and NCRR

11:00pm weekdays

12midnight weekends


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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 youare tentatively holding PLEASE call

the Events Office


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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


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Outside Vendors Ifprepared foods are delivered onto

campus and paid for by University funds

Ok to pick up food and get reimbursed

Ok to eat at restaurant & getreimbursed

Obtain list from Events Office

Changes every month


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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


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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


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Important Religious Holidays

2006 - 2007Cannot 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


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Other ImportantDates Study Days

Students can only meet for 1 hour on a study

day unless permission is granted byVP-StudentDevelopment

Exam Days

No student organization meetings/events can

happen during exam days unless permission isgranted by VP-Student Affairs


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Popular Spaces Playing Hard

to Get Tyler Haynes Commons

Milhiser GymAny Classroom

Keller Hall Reception Room

Robins Center ArenaAthletic Fields

IM Fields


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Classroom Policy First and foremost classrooms are for

academic use

Registrar releases classrooms after ALLschedules are finished

Late November for Spring Semester

Late April for Summer

Late August - Sept for Fall Semester


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Space Relationships

Haynes Room and the Pier

NCRR Perkinson Greek Theater WH Green(After 4pm) NC Classrooms

Camp Concert Hall

Chapel Forum Science CenterThese are usually never scheduled at the

same time because of noise concerns.


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EXTRAS Charges for Damages

Charges for Overtime Extra Setup

AV Needs

Facilities staff (Housekeeping, Electricians,

Landscape) Police Coverage

Supervision of events with alcohol


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Publicity Campus Wide Calendar

Banners in the Commons

Schedule with Student Activities Desk

Channel 16

SpiderBytes

Flyers


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Campus Wide Calendar On Campus Calendar

Person must log into the Universitysnetwork

Determined via IP address

Off Campus Calendar

Public Access to the WebAOL or other internet service provider


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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 toknow

Dates for Family Weekend

Dates of University Breaks


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Information you can include Description of the event

Web sites related to the event

Contact Information

Rain location Info

Where to buy tickets


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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


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What is Not Published?

On CampusAnything one has to be INVITED to

Classes

Meals

President & Advancement Office Events

Honor/Judicial Council Hearings

Overnight Guests


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What is Not Published?

Off CampusAnything 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 streetcan attend

Documents

whiteside4eventplannstudents06