EVENT PLANNING AT PEACE COLLEGE

1. EVENT PLANNING AT PEACE COLLEGE A guide to effective and memorable campus meetings & events

2. 2 EVENT PLANNING AT PEACE COLLEGE This guideline outlines the process for utilizing various campus resources to accomplish a memorable, successful and meaningful occasion. Table of Contents Process for planning an event������������������....3-9 Campus meeting facilities and configurations���������.�.10-16 Process for using the Master Calendar��������������17-18 Sample Calendar Submission form����������������....19 Sample Event Planning form�����������������..�.20-22 Sample Purchase Requisition�������������������...23 Sample room set up configurations�����������������24

3. 3 EVENT PLANNING AT PEACE COLLEGE HOW DO I PLAN MY EVENT OR MEETING ON CAMPUS? Plan your event or meeting, no matter how large or small, as far in advance as possible!!! Facilities are limited! Hint: Secure guest lecturers or performers and send invitations for an event only after you have booked the date on the College�s master calendar and checked the President�s office calendar first, especially if the event involves outside public attendance and the President�s attendance or involvement. Check the Master Calendar for an available date. Hint: Find the Master Calendar on the Intranet at pride.peace.edu. The calendar program we use is WebEvent. Submit your event or meeting to the Calendar by following the procedures listed (page 17). Note: Even if your event date is tentative, place on the calendar as a tentative reservation to insure that the date and facility is reserved. Once you�ve received an approval email message from Rebecca Leggett/Visitor Services for your requested date, time and facility�

4. 4 EVENT PLANNING AT PEACE COLLEGE If you are inviting a guest speaker, coordinate the approved date and time with that person. Fill out an event planning form (also found on the Intranet, peace.pride.edu) and submit to Visitor Services with following essential information: Date Start time of event or meeting Facility or facilities to be used (everybody forgets this, since there is no prompt for it on the form) Set-up requirements (Ex.: do you need a podium, microphone, skirted tables, chairs, reserved seating, a/v or technology equipment, flipchart(s), etc. etc., etc.?)

5. 5 EVENT PLANNING AT PEACE COLLEGE Publicity needed from the Office of Communications (internal, external or both?) and/or from the Student Development Office? Assistance needed from security staff (event parking signs, golf cart assistance for guests with mobility challenges, unlocking/locking of facilities, etc.?) Information that you would like those who work at the switchboard to relay to internal or external publics. Two weeks prior to your event, attend the Tuesday morning event planning meeting, 9:00 a.m. in Frazier 104 Conference Room to review logistics with the Event Support Team.

6. 6 EVENT PLANNING AT PEACE COLLEGE WHAT IF I NEED FOOD OR BEVERAGE AT MY EVENT? Consult the ARAMARK Catering Guide (also on the Intranet in the Master Calendar Instructions� link) and/or contact Melanie Bissinger, ARAMARK, ext. 2342, to determine a menu well in advance of your event, but at a minimum, two weeks prior to the event or meeting. Melanie Bissinger�s email address is: bissinger-melanie@aramark.com (she does not have a Peace email address). fill out a purchase requisition (�PR�) listing ARAMARK as the vendor (purchase requisitions are on-line�guess where! The Intranet, under �Business Office-� Faculty and Staff Forms). include the appropriate budget code to pay for the services, have your supervisor sign and approve, and

7. 7 EVENT PLANNING AT PEACE COLLEGE place the �PR� in Rebecca Leggett�s campus mailbox for approval and distribution. The purchase requisition must be submitted prior to the event in order for food/beverage to be provided. Remember these policies: Only Peace College Dining Services/ARAMARK may be used for catering campus events and meetings�.no outside caterers or food/beverage permitted for official campus functions (insurance and health department regulations). Please do not expect ARAMARK to provide dining services without sufficient advance notice. 

8. 8 EVENT PLANNING AT PEACE COLLEGE FREQUENTLY ASKED QUESTIONS: Who reserves classrooms and academic spaces during the academic year/academic �day� schedule (generally 8:00 a.m. � 3:45 p.m.)? The Registrar�s office, Leslie Martin (x2012) Who reserves facilities, both academic and non-academic, during non-class hours (evenings and weekends during the school year) and during the summer months (following commencement through the second week in August) Visitor Services, Rebecca Leggett (x2044) How do I change or cancel a meeting or event submitted to the master calendar, or make changes to an event planning form already sent? Send an email to Rebecca Leggett (rleggett@peace.edu) with changes or cancellation info. (Previously submitted events cannot be �retrieved� from the master calendar once sent).

9. 9 EVENT PLANNING AT PEACE COLLEGE FREQUENTLY ASKED QUESTIONS: What if I want to have an event on a date or time or in a facility already scheduled by someone else, especially if involving student participation or expecting student attendance? Talk with the person planning the first event, and see if you can work out a compromise or if you will need to change your date. If a compromise cannot be agreed upon, talk with your supervisor, or for student event planners, talk with the Director of Student Life. Every December and May, on Reading Day, the College meets to discuss and place the upcoming year�s events on the calendar. This is a great way to plan in advance and to ensure that your event dates are confirmed and that other College departments and employees are aware of your events.