CCBC Community Book Connection

CCBC Community Book Connection Event Funding Proposal

Prepared by:

Date: (of submission)

EVENT: (type of event)

TITLE: (what you want to call the event)

Proposed DATE and Time: (of event)

Proposed Campus/Location:

DESCRIPTION: Write a detailed statement about your event, including a rationale, what the event will consist of; who will be involved; and how many students you estimate will participate. How does this event tie into themes from the selected text?

Estimated Expenses:

Here please include an itemized list of expenses for the event. Be as detailed and specific as possible.

At the end of your list, please include a line for

Total Expense:

Return this form to Kim Jensen ([email protected]) or Essex AHUM Building, Office 326 A Checklist for Planning Events:

Your campus CBC Coordinator will help you every step of the way. (Catonsville—Jennifer Pemberton; Essex--Carr Kizzier; Dundalk— Anne Chamberlain)

 Each campus has a facilities coordinator/reservation specialist. That is the person you contact to inquire about room/hall/theater availability for your event. This is the first step--and do not commit to a date until you have communicated with the facilities coordinator. o Essex Coordinator: Donna Brown Green at [email protected] o Catonsville Coordinator: Kathy Arnold at [email protected] o Dundalk Coordinator: Tiffany Javier at [email protected]

 There is an event planning form on Sharepoint under “Forms” (at the top), “Campus Deans” and “Event Reservation Request Form.” Make sure to fill that out and submit it after a venue has been selected! There are also more checklists and information about event planning in that same area.

 Many events will include some sort of reception with light hors d’oeuvres. Contact the Sodexo representative, Maria Flanagan at [email protected], to set this up. The Sharepoint form will allow you to request tables for the food.

 Contact your campus IT department to discuss any special technical needs you might have. Some examples include a wireless microphone, several microphones for a panel and host, and/or any particular audio/visual aspects of the event. You can call the HELP DESK to arrange this.

 If you wish and your speaker(s) are agreeable, an event can be videotaped for future use. Contact JoAnn Rasmussen at [email protected] to set this up.

 Parking can be reserved for a speaker or for you if you are transporting your speaker. Contact public safety on your campus to let them know in which parking lot and when you need a space(s) reserved.

 Your campus coordinator will assist you with all aspects of planning your event, so if you have any questions or concerns, he/she is your best resource.

 Your campus coordinator will work with you and the Publicity Department to create flyers that you can distribute in any manner you see fit. He/she can also help you post your event to Sharepoint and the Student Portal, request a press release if you want the community to be aware of your event, and post your event on the campus entrance sign(s) if it is a large event. Kim Jensen will publicize your event on the main CBC calendar, to certain media outlets, to a FB page, to the CBC Website, and by weekly email blasts.  If your speaker is receiving an honorarium, there is a simple form s/he must fill out and sign. This is often best handled on the day of the event. Simply make sure you obtain the form from your coordinator beforehand.

 The very best way to assure attendance at your event is to ask your colleagues to bring their classes. It is always a good idea to select a time when a good number of your colleagues are teaching. If you can get a few professors to pledge to bring their classes, your event will be well attended!