• Set your Objective
• Consider your Audience
• Select a Date and Time
• Identify your Resources
• Follow the Timeline

Follow the Timeline

Event planning often requires coordination with one ore more campus departments.  Sometimes this coordination is obvious to the event planner and sometimes it is not.  There are so many things to consider, that it is often difficult for one event planner to know all aspects of the campus that might be affected by their event. 

For that reason, the campus events planning model was developed.  Management of this process is the responsibility of the Office of Conferences and Events, thus providing the campus with a managed event environment.  It is this office that manages the coordination between service providers on campus and, therefore, serves as the clearinghouse for information regarding events and calendaring.  The Office of Conferences and Events holds regular meetings with service providers to discuss information about upcoming events.

In order for this coordination to happen in a timely and efficient manner for all departments, the Master Calendar Oversight Committee has developed a standard timeline to be used when planning events.  This guide reflects deadlines that service providers have requested, so they can deliver a quality product to you and your event in an appropriate timeframe.  When these deadlines are not honored, workloads and other institutional priorities can become adversely effected.   

Minimum Time Prior to Event	Description	Service Department
2 months	Event Registration Form  processed and added to Event Calendar and space reserved for events promoted off campus	Conferences and Events
8 weeks	Information supplied for off campus promotion requiring print pieces	Public Relations
5 weeks	Information supplied for off campus promotion requiring press releases	Jodi Beyeler
4 weeks	Plan for service providers involved	Conferences and Events
3 weeks	Event Registration Form  processed and added to Event Calendar and space reserved for events intended for on-campus audiences only.  No public relations support will be provided.	Conferences and Events
2 weeks	Plan menu with food provider	Sodexho College Church Food Service
2 weeks	Performance Venue Event Information due to Production Manager (Umble, Sauder, Rieth )	Production Manager [link to contact information to Brian Mast]
2 weeks	Requests for any Physical Plant needs (setups, etc.)	Physical Plant
2 weeks	Request for audiovisual needs	ITSMedia
2 weeks	After this point, no unplanned services are generally available with special arrangements.  (This includes PR, Food, AV, Production, etc.)	Conferences and Events
10 days	Final counts for food providers due	Conferences and Events
7 days	At this point, audiovisual requests and changes are considered a late request and subject to denial or extra charges	ITSMedia

• Press release form
• Rieth needs form
• Sauder needs form
• Umble needs form
• Event Planning Guide