Event Planning Guide
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 time frame. When these deadlines are not honored, workloads and other institutional priorities can become adversely effected.
| Minimum Time Prior to Event
|8 weeks||Information supplied for off campus promotion requiring print pieces||Public Relations|
|5 weeks||Information supplied for off campus promotion requiring press releases||Public Relations|
|4 weeks||Plan for service providers involved||Conferences and Events|
|2 weeks||Confirm menu||Conferences and Events|
|2 weeks||Performance Venue Event Information due to Production Manager (Umble, Sauder, Rieth )||Production Manager|
|2 weeks||Requests for any Physical Plant needs (setups, etc.)||Conferences and Events|
|2 weeks||Confirm audiovisual needs||Conferences and Events|
|2 weeks||After this point, no unplanned services are generally available with special arrangements. (This includes PR, Food, AV, Production, etc.)||Conferences and Events|
|7 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||Conferences and Events|