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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

Event Planning 101

How to plan a successful event

do your homework
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 vs dhall
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
on line calendar http urevents richmond edu
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
first step
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
what information is needed
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
next steps
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
biggest challenges this year
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
changes to remember
Changes To Remember
  • New Food Waiver
  • New Events Contact - Liz McCann
  • New Events Website
  • New Spaces
    • University Forum
    • Science Center
      • Atrium
      • Auditorium
things to know
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
slide15
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
slide16
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
food waiver request
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
outside vendors
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
slide19
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
important campus dates
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
important religious holidays 2006 2007
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
other important dates
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
popular spaces playing hard to get
Popular Spaces Playing Hard to Get
  • Tyler Haynes Commons
  • Milhiser Gym
  • Any Classroom
  • Keller Hall Reception Room
  • Robins Center Arena
  • Athletic Fields
    • IM Fields
classroom policy
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
space relationships
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.

extras
EXTRAS
  • Charges for Damages
  • Charges for Overtime
    • Extra Setup
    • AV Needs
    • Facilities staff (Housekeeping, Electricians, Landscape)
  • Police Coverage
    • Supervision of events with alcohol
publicity
Publicity
  • Campus Wide Calendar
  • Banners in the Commons
    • Schedule with Student Activities Desk
  • Channel 16
  • SpiderBytes
  • Flyers
campus wide calendar
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
what type of info can be published
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
information you can include
Information you can include
  • Description of the event
  • Web sites related to the event
  • Contact Information
  • Rain location Info
  • Where to buy tickets
other features
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
what is not published on campus
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
what is not published off campus
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