Event Planning 101

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Event Planning 101

• How to plan a successful event

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Athletics
Housekeeping
MRC
Police
Modlin
Events Office
Catering
Commons Setup
MediaServices
Dhall
LAW
Setups
HVAC
Registrar
JAC
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Before You Call

• Choose a date
• Choose a location
• Choose extras
• Food
• AV Equipment
• Setup

• Choose an alternate date
• Choose an alternate space
• Be Creative
• Food
• AV
• Setup

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Catering vs. Dhall

• Catering
• Served Meals
• Buffet Meals
• AM/PM Breaks
• Receptions
• Continental Breakfast

• DHall Dining Hall
• Box Lunches
• Box Dinners
• Carryout Items
• Drop Offs
• Linens
• Coke Products
• Back-up when Catering not available

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On-Line Calendarhttp//urevents.richmond.edu

• View available space
• Check before you place your request
• View competing events
• Are there other events for the same audience?
• Complete an Online Reservation Request
• Find the Approved Vendor List on the Events
  Website

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Who you gonna call?

• Events Office
• Carla x8160
• Michele x8172
• Liz McCann x8807
• Lynn Robertson x8538
• Jepson Alumni Center
• Rick x8544
• Modlin Center
• Dana x6601

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Who not to calljust yet

• Catering
• Food Services
• Media Services
• Facilities
• Police

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What happens next?
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Biggest Challenges this Year

• The Grove no longer exists
• Weinstein Recreation Center Oct 2005 Jan 2007
• Losing Auxiliary Gym , ROBC 248/250
• Limited availability in Milhiser Gym

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New Spaces

• University Forum
• Science Center
• Conference Room
• Atrium
• Auditorium
• Chapel
• New Access Road but Limited Use

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TIPS

• Pick a name for your event
• Be aware of important campus events
• Be aware of parking issues
• Be aware of Community Events
• NASCAR
• Jamestown 400th Anniversary
• Signage is always a good idea
• If all else fails call the Events Office

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More Tips

• Please remember that if you are not going to use
  a spaceCANCEL
• There is always someone waiting for an available
  space

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Even More Tips

• If you are hosting an outside group please let
  us know the following
• Will the outside group be paying the bill
• Contact and address information for group
• Outside groups are required to supply an 2M
  Insurance Certificate listing the University as
  an Additional Insured

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Important Campus Dates

• Freshmen Orientation Aug 23 - 27
• Family Weekend Sept 15 - 17
• Fall Break - Oct 13 - 17
• Homecoming - Oct 27 29
• Weinstein Recreation Wellness Center Jan
• Sorority Recruitment Jan 14 - 21
• Reunion Weekend April 14 - 16
• Admissions Preview/Open House Apr 2, 11, 13, 21
• Graduation - May 13

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Important Religious Holidays 2006

• Rosh Hashanah - Sept 22 - 24
• Yom Kippur Oct 1 - 2
• Good Friday April 6
• Easter April 8

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Other Important Dates

• Any Trustees Weekend
• Steam Plant Shutdown May 14 17
• Summer Camps/Conferences May-July
• Preparation for Returning Students August 1 20
  
• Remember to visit the Events Office Website
• for an up to date list of Important Upcoming
• University Weekends
• http//univservices.richmond.edu/events

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Whats Happening? Events Fall 2005 - 2006
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Popular Spaces Playing Hard to Get

• Tyler Haynes Commons
• Brown Alley
• Modlin Center
• Jepson Alumni Center
• Any Classroom
• Keller Hall Reception Room
• Robins Center Arena

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Classroom Policy

• First foremost classrooms are for academic use
• Registrar releases classrooms after ALL schedules
  are finished
• December for Spring Semester
• Late April for Summer
• August/Sept for Fall Semester
• Add/Drop Registrar cannot release classrooms
  for events during this time until 24 hours in
  advance

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Space Relationships

• Haynes Room - the Pier - Gameroom
• NCRR Perkinson Greek Theater
• WH Green NC Classrooms Camp Concert
• Chapel Forum Science Center
• These are usually never scheduled at the same
  time because of noise concerns.

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Things to Know

• Most rooms you will need to pick up a key from
  the Events Office
• There are only 6 men on the setups crew to handle
  all events, office moves and special projects
• Not all locations are approved for alcohol

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• If you use an Outside Caterer they MUST be on
  the approved vendor list
• New Food Service Waiver Form must be filled out
  for every event not handled by Catering/Dining
  Services
• Henrico County and the City of Richmond has a
  noise ordinance
• 1100pm on Weekdays Weekends
• If you cancel some aspect of your event please
  contact the Events Office
• Food
• AV

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EXTRAS

• Rental on certain spaces on campus
• Univ Club based on membership status
• Locations used for private functions (will be
  charged Sales Tax)
• Charges for Overtime
• Extra Setup
• AV Needs
• Facilities staff (Housekeeping, Electricians,
  Landscape)

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• Charges for Damages/Special Clean Up
• Modlin Center
• 200 Standard Fee for Theaters
• Additional Costs for Ushers, Technical Staff,
  Draped Tables, Box Office Services
• Police Coverage
• Parking Assistance
• Supervision of events with alcohol
• Video Taping Charges

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Campus Wide Calendar
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What type of info can be published?

• Any event on campus
• Any event OFF campus
• UR Community Service Day
• Ring Dance
• Any general information the public needs to know
• Dates for Family Weekend
• Dates of University Breaks

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Information you can include

• Description of the event
• Web sites related to the event
• Contact Information
• Rain location Info
• Where to buy tickets

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Other Features

• Locations
• Pictures available for most spaces
• List of features of the room
• Events Office link
• Local Accommodations link
• Events by Date
• Can download events to your Outlook calendar or
  PDA

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What is Not Published? On Campus

• Anything one has to be INVITED to
• Classes
• Meals
• President Advancement Office Events
• Honor/Judicial Council Hearings
• Overnight Guests

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What is Not Published?Off Campus

• Anything one has to be INVITED to
• Student Only Meetings
• Overnight Guests
• Campus Only Events
• Only events published to the world are events
  that any person off the street can attend