Stress Free Program Planning

1
Stress Free Program Planning

• Office of Conferences
• and Special Events

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AGENDA

• Planning your event
• Reserving space on campus
• Engaging Support Services (Catering, Facilities,
  Housekeeping, Security, A/V)
• Promoting your event

3
PLANNING YOUR EVENT

• Event planning strategic questions
• Setting a budget
• Developing a timeline
• Event checklist
• Evaluating your event

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Event Planning Strategic Questions

• What are your overall goals and objectives?
• How do you plan your communication and market
  your event?
• What is your process for planning and production?

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Setting a Budget

• Food and Beverage
• Meeting space including standard Audio/ Visual is
  free for GCU sponsored events
• Equipment rentals (those not currently in our
  inventory)
• Decorations
• Printing and Mailing
• Advertising
• Supplies
• Miscellaneous (Raffles, Liquor Permits)

6
Developing a Timeline
1 year 6 mos.
One Week
2 mos. 4 wks
4 wks 2 wks
Event Day
6 mos. 4 mos.
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Event Checklist

• Venue
• Food service
• Equipment/ set up
• Printed materials
• Decorations
• Audio Visual
• Accessibility
• Facilities
• Publicity
• Supplies
• Miscellaneous

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Evaluating your Event

• Dont forget the importance of evaluating your
  event!
• Contact The Office of Conferences and Special
  Events for assistance at x. 2263
• Visit www.surveymonkey.com

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RESERVING SPACE ON CAMPUS

• Request space for your program through SP2.
• Open Internet Explorer and go to
  http//192.168.5.40
• REMEMBER Your event is not confirmed until you
  receive e-mail confirmation from the Office of
  Conferences and Special Events

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Work Order

• N\Work Order Form.doc

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ENGAGING SUPPORT SERVICES

• Catering
• Facilities
• Housekeeping
• Audio Visual
• Security

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Catering

• Chartwells is our sole source provider
• All requests for Catering MUST come through the
  Office of Conferences and Special Events via and
  official Work Order. Though you may always
  consult the catering professionals for
  assistance, suggestions, or to customize your
  menu, catering will not accept work orders
• Catering options include
• Just the Basics - self pick up for groups under
  15
• Full service catering go to our home page and
  click on Dining Services under Departments, for
  pricing and selections

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Facilities

• All requests for Facilities MUST come through the
  Office of Conferences and Special Events on an
  official Work Order
• In the event you have a maintenance need, i.e. do
  you need a desk moved, a light bulb replaced,
  etc. that can be made by contacting the Office of
  Facilities at ernstm_at_georgian.edu. Facilities
  will not accept event work orders

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Housekeeping

• Expecting a large group? Perhaps you need to
  have a housekeeper on duty during your event.
  Request on your work order through CSE.

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Audio Visual

• All non-classroom requests for Audio Visual MUST
  come through the Office of Conferences and
  Special Events on an official Work Order
• Audio Visual requests must be made 14 days in
  advance to ensure availability of equipment
• For troubleshooting contact ext. 2222

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Security/ Fire Watch

• Strict requirements on capacities.

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Fire Watch cont.

• If number exceeds capacity you must fill out the
  Fire Permit Application and send to CSE at least
  30 days prior to your event
• The individual responsible for the event will be
  required to provide a cell phone number AND be
  present during the inspection and at the event
• Fire Watch includes 2 people at 22 per hour,
  arrival and departure 15 minutes before and after
  event (Security will secure the Fire Watch)
• The Ocean County Fire Marshal will provide permit
  day of event. You must be on-site at least 1
  hour prior to event start to accept permit and to
  give to Fire Watch upon arrival

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Some things the Office of Conferences Special
Events can do for you

• MOSAIC promote your event to 25,000 homes
• Take reservations, accept/process admission fees
  by cash, check, and credit cards
• Help you compile work orders and reviews your
  work orders and makes suggestions
• Consult on the planning of any of your events

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continued

• What the Office of Public Information
  University Communications (PIUC) can do for you.
• Promoting your event through the media
• Promoting your event on the GCU website
• Promoting your event through paid advertising
• Promoting your event through print collateral and
  direct mail
• Important documents Publicity Request Form and
  Production Schedule Request Form

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Contact Us the GCU event planning professionals
are your greatest resource!

• Erin Myers, Conference Services Coordinator, ext.
  2236
• Alexis Jankowski, Special Events Coordinator,
  ext. 2281
• Julia Wade, the Boss, ext. 2285
• Michele McVay, Associate Director, ext. 2201
• Mary Cranwell, Director, ext. 2285