Event management training. Fall 2014. Shared responsibility. General event information. Planning Your Event Reserving Space Registration & Evaluation Event Supplies Co-Sponsoring. Planning your event. Identify purpose and objective of the event – let us know how we can help!
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Event management training Fall 2014
General event information Planning Your Event Reserving Space Registration & Evaluation Event Supplies Co-Sponsoring
Planning your event • Identify purpose and objective of the event – let us know how we can help! • Identify target audience • Request space and determine set up • Determine event content and talent (band, DJ, comedian, etc.) • Develop a budget Funding opportunities – Student Activity Fee (SAF) and Diversity & Collaboration Fund (DCF) • Create and distribute promotional material • Register event • Host event • Evaluate the success of the event Throughout the event, consider risk associated with your event and how your group will manage this
Reserving space • Deacon Space: https://rooms.wfu.edu • Examples of Spaces • The Barn • Benson Meeting Rooms • Davis Field • Wait Chapel • Reynolds Gym • Recreation Fields • Mag Room • Residence Life & Housing space is reserved through their website
Registration & evaluation • Event Registration • Register your on campus event at events.campuslife.wfu.edu • Deadlines according to chart • Allows you to plan and us to gather resources for your group • Event Evaluations • Evaluate your on campus event at events.campuslife.wfu.edu • Deadline is 10am the day after your event • Allows you to reflect and us to develop a better system
Event supplies • Red Binder includes: • Sign In Logs • Wristbands • Mandatory for all events with alcohol • Available for events without alcohol to assist with crowd management • 21+ Signs • Must be hung in accordance with North Carolina state law • BYOB Supplies • Indicate on your registration what supplies you would like • Pick up by 5pm the day of your event. Return by noon the business day after you event.
Co-sponsoring events • Each group is individually responsible for the event. Each group must: • Fill out separate event registration forms • Have an adequate number of certified event hosts • Communicate with one another while planning • Assume responsibility for activities during the event
Key policies Event Guidelines Events with Alcohol BYOB Guidelines Entertainment Tax Security
General Event Guidelines • Events must take place on campus or at a third party vendor • Lounge Event Times • Weeknight events (Sun-Thurs) – must conclude by midnight • Weekend events (Fri-Sat) – must conclude by 2am • The Barn Event Times • Events must conclude by 1am • Alcohol-free weekend events (Fri-Sat) can stay open until 2am • Other Guidelines • If guests leave the event, there is no re-admittance • Once capacity is reached, there is no further admission for the duration of the event (NO 1-in-1-out policy) • At the conclusion of events, lights on, music off, alcohol distribution (if applicable) ends • Initial cleaning for 1 hour, final cleaning expected by the following morning at noon • Events with food and/or beverages must utilize ARAMARK (unless BYOB) • Event themes should NOT be disrespectful or degrading to any person or population • Some space have specific needs. Check with these spaces while planning your event.
Events with Alcohol • Cannot last longer that 4 hours • Must be either BYOB or served by ARAMARK • Only guests 21+ may bring and/or consume alcohol • Only beer and unfortified wine are permitted • Plastic cups must be clear • Must provide non-salty snacks and alcohol-free beverages • The following are NOT permitted: • Hard alcohol, punch, fortified wine • Alcohol purchases using SAF, DCF, Chapter Funds and “pass the hat” • Common sources (kegs, punch, accessible refrigerator, etc.) • Glass containers • Beer slides, drinking contests or drinking contest paraphernalia • Open containers brought into the venue or taken out. Can only be sealed, primary containers. • Storing alcohol in lounges at the conclusion of the event
BYOB Guidelines • An individual guest/group member who is 21+ brings the alcohol that he/she can consume themselves • Amount of alcohol should be no more than what that individual can consume on his/her own • Organizations can set a limit to the amount of alcohol each guest brings • When registering your event, you’ll need to tell us what BYOB system you’ll use • Types of BYOB Systems • Ticket System – guest receives a ticket for each drink he/she brought, trades tickets at the bar • Punch Card System – guest receives a punch card with the number of drinks he/she brought, card is punched or marked for each drink received from the bar • Bartender List System – bartender keeps a list of the alcohol each guest brings, checks off each drink when handed back to the guest • Available Resources
Entertainment tax • Effective January 1, 2014 by the NC General Assembly • The NC Department of Revenue has ruled that the owners of venues (i.e. any place where an entertainment event is taking place) are ultimately responsible for the collecting and remitting of sales tax for hosted events; thus, WFU must assume responsibility for the collecting and remitting of sales tax for all ticketed events on campus. • If your event will have ticket sales or if you are selling any merchandise, you must notify our office so we can assess your event to determine its eligibility.
security • Required for any event with 200+ guests • A minimum 1 officer per 100 guests is required (so 5 officers for an event with attendance of 500) • Cost ranges from $25-30/hour per officer, minimum 4 hour requirement • Currently events with more than 200 guests at The Barn must have 9 security guards/officers and 7 event staff. • Our goal is to reduce the number of required security officers. At this time, the Office of the Dean of Students is assisting with the cost until we can reduce this number. • Additionally, events at The Barn can receive $400 toward security needs • Must be reserved at least 10 days prior to your event
Event hosts Eligibility Event Monitors Front Door Hosts Bartenders (if applicable)
eligibility • Must… • Be at least 18 years old (21 if serving as a bartender) • Be at least 3-5 event hosts per event • Have at least one junior/senior event host per event • Be certified each semester using the online training • Cannot… • Be new members of fraternities/sororities • Consume alcohol before or during the event • Be the same people assigned host duties at each event
Event monitors • At least 1 event host is dedicated to this role • Make rounds during the event • Ensure all event guidelines are being followed • Ensure all event hosts are in contact with one another • Keep event coordinator and/or president abreast of all issues and concerns
Front door hosts • At least 2 event hosts are dedicated to this role • Check IDs • Must be college-aged students • Non-WFU students must be sponsored by a WFU student • Check name, birthdate, photo and expiration date to ensure accuracy • Monitor Guest Logs • Guest logs can release a group’s liability if used properly • Ensure they are completed accurately, have guest sign, indicate amount of alcohol (if applicable) • Distribute Wristbands • If alcohol is present, only guests who are 21+ receive a wristband. If alcohol is not present, all attendees get a wristband. • Tightly secure the wristband around guest’s wrist so it cannot be removed and given to someone else • Do not trust wristbands from other events. • Monitor entrance and exit for unauthorized access
Bartenders (if applicable) • At least 2 event hosts are dedicated to bartending if the event is BYOB • If ARAMARK is serving alcohol, these event hosts will become event monitors instead • Follow all BYOB policies • Be familiar with the BYOB system being used at the event • Collect and secure alcohol as guests bring it to the bar • Do not open alcohol when handing it back to the guest
Categories of risk • Physical– involve harm or injuries to the physical body. Examples might include injuries from physical activity, inclement weather, equipment or materials, food-related illnesses, alcohol consumption, dangerous travel conditions, medical emergencies, etc. • Reputation – apply to the reputation of the individual officers and members present, the reputation of the student organization and the reputation of the university as a whole. Examples might include poor conduct or behavior at an event, a negative representation of the group or hazing of members. • Emotional– pertain to the thoughts and feelings of the organization’s members, participants or attendees, and any other constituents of the event or activity. Examples might include hazing of members, lack of accessibility to the event, discrimination against constituents, controversy or disruption of the campus, averse reactions of participants, sensitive subject matter and the strain of planning the event. • Financial– involve both the budget for the specific event and the overall financial health of the student organization. Examples might include a lack of cost reduction where possible, poor budgeting, failing to meet fundraising goals, etc. • Facilities– include both the safety of the facilities used for your members/participants and the maintenance of the facilities used by your members/participants. Examples might include a lack of proper set-up or clean-up for the event, safety and security issues at your location, a lack of familiarity with the facilities and location or the disruption of university facilities.
Managing risk • Comprehensively assess all physical, reputational, emotional, financial and facilities risks associated with the event or activity. • Realistically assess all risks, considering the probability of occurrence and the severity of potential consequences • Comprehensively explore and examine actions that can be taken to mitigate each risk • Select the most appropriate mitigating action(s) for each risk • Develop thorough contingency and crisis response plans in case of emergencies • Consult with relevant “campus experts” and resources in the planning of the event • Effectively communicate risk management plans to other constituents of the organization and/or event • Implement the event according to the pre-established risk management plans • Document and evaluate the efficacy of the risk management plans for future reference
emergencies • For all emergencies, contact University Police • 336-758-5911 • As needed, contact your organization faculty/staff/alumni advisor
Other resources • Event Management Website: events.campuslife.wfu.edu • Student Engagement Staff Support • Event Help Request Form • Event Planning Checklist
Coming soon! New developments for Event Management
Coming soon! • BYOB Resources • Event Support Staff • Fall planning group with Dr. Adam Goldstein, Dean of Students • Student involvement • Event study