Introduction to Event Planning

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Introduction to Event Planning

• How to plan a successful event at Hofstra
  University

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Popular Spaces for EVERYONE

• Meeting Rooms- Student Center, Axinn Library
• Outdoor spaces- Quads on South Campus (limited
  use)
• Theater Facilities- John Cranford Adams
  Playhouse, Spiegel Theater, West End Theater,
  Dance Studios
• Classrooms- Buildings on North and South Campus
• Sports Facilities- Outdoor fields, athletics,
  concerts

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Locations

• Ideal and Alternate
• South Campus and North Campus
• Indoor and Outdoor
• Parking needs

4
Date

• Academic Calendar
• Best time for your audience
• Location availability
• Outdoor events- alternate date or location
• Day of the week

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Academic Calendar Dates for 2004-2005

• Fall Semester- Sept 7-Dec 10
• Fall Semester Finals - Dec 13-18
• January Session- Jan 3-24
• Spring Semester- Jan 26-May 13
• Spring Recess 3/23-4/3
• Spring Semester Finals - May 14-20

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2004-2005 University Holidays

• Thanksgiving 11/25-11/26
• Christmas/New Years 12/23-1/2
• Martin Luther King Birthday 1/17
• Presidents Day 2/21-2/22
• Good Friday 3/25
• Memorial Day 5/30

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Times

• Be flexible
• Day vs. Evening
• Length of time needed
• Other concurrent activities
• Class schedule
• Adequate parking for your event participants

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Food Services and Catering

• Contact the Catering Manager at x35395
• Order all items at least 7 days in advance
• Guarantee number of people 3 days in advance
• Add extra time for decoration and registration of
  guests and after the event for cleanup

9
Audio Visual Services

• Format- presentation, panel discussion, lecture,
  instruction or interactive group
• Consult with Event Management or the website
  about available facilities and services

10
Room Arrangements

• Use the Event Management website
• For Diagrams of set ups
• Theater- rows of chairs facing front
• Classroom- rows of chairs and tables
• Banquet- round tables with chairs
• Conference- chairs around table(s)
• Lecterns, easels, flags and banners, table skirts
  and cloths, dividers

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Find the Place and Schedule the Space

• Event Management Office- Complete Reservation
  Request form and/or New Contact form
• Pick up Room Assignment form
• Go to Student Activities Office in Room 260-
• Get signatures of Advisor and Student
  Activities
• Return signed form to Event Management Office to
  confirm your event

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Classroom Use

• Requests for classrooms
• In November for Spring Semester (Jan- May)
• In July for Fall Semester (Sept- Dec)
• Noise
• Rearranging rooms
• Be courteous
• Keep it neat

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Contact Information

• One point of contact for each event
• 2 contacts for each group
• Email address and cell phone number
• When sponsoring an event
• Hofstra sponsors
• Hofstra makes arrangements
• Hofstra budget number is needed

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Have a Plan

• Meet with the Office of Student Activities
• Promote your event
• Work with your advisor
• Contact Event Management with questions

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Find Events at Hofstra

• Daily event schedule
• Visit the Hospitality Center
• Contact Office of Student Activities

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Hope to See You Soon ?

• The Office of Event Management
• In the Student Center room 112
• 830am 11pm Monday thru Thursday
• 830am 9pm Friday
• 9am 5pm Saturday and Sunday
• Telephone x36925
• On the WEB www.hofstra.edu/oem