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Event Planning Basics

Goshen College’s approach to events is one with centralized event coordination and decentralized event planning. We encourage the initiative of event planning to come from many areas on campus. Whether an event is a closed Goshen College event, one in which the campus is the primary audience or one in which the public is invited, the success of the event is dependent upon the sponsor following the guidelines set forth in this manual.

The Office of Conferences and Events (OCE) is the campus’ available resource for advice on event planning and programming and is charged with providing campus event coordination. The OCE holds workshops on event planning and event support which will aid sponsors of Goshen College events to make sure all policies and procedures for campus events are followed.

Below are the basics a sponsor is responsible for when planning an event on the Goshen College campus.

1. Advance Planning – The sponsor is responsible for all aspects of reserving and the scheduling of an event including, but not limited to sufficient funding, contract negotiations, date reservation, room reservation, auidiovisual/tech needs, catering, marketing, custodial services, security, audience services, backstage needs, maintenance and bookstore arrangements. The OCE can assist with the coordination of many of these responsibilities.
   
   
2. Marketing – The sponsor is responsible for the coordination of all publicity of an event including, but not limited to: newsletters, press releases, posters, programs, etc.
   
   
3. Set-Up and Strike – The sponsor is responsible for all aspects of an event from set-up to teardown (sometimes referred to as “strike” with event service providers). The sponsor must be present for all pre-sets, load-ins, rehearsals, and performances for an event and must be the last one to leave after strike. Sponsors are to make sure the space is left as it was found, all lights are turned off and doors are locked. The setup and strike guideline applies to signage, tables and chairs, food vendors, and event equipment as well. In some venues and for some events, production staff is hired to manage some of these responsibilities. The cost of this additional staff is the responsibility of the event sponsor. It is the responsibility of the sponsor to be clear who is covering all aspects of the event, from setup through strike.
   
   
4. House Needs – When the event is in a performance venue, the sponsor is responsible for all costs for front of the house needs including house manager, ushers, audience services, back stage manager, and back stage crew.
   
   
5. Emergency Procedures - The sponsor is responsible to for having the knowledge of emergency procedures relevant to their event. This may include, but is not limited to, weather emergencies, fire, injuries, etc. They are also responsible to report any incidents of injury or other noteworthy items at the event in order to minimize the liability to the college. Click here for a copy of the incident report. The completed form should be submitted to the Office of Conferences and Events for processing and reporting.