Department of Media Relations

Relationship Marketing and Events Management 412-268-5052

The office of Relationship Marketing and Events Management manages numerous events of various types per year. Our primary focus is VIP relationship building and broad-based, major university-level events for a variety of audiences, although often we work with other campus colleagues to help develop and support college, departmental and other important programs.

The following items are general guidelines for planning a Carnegie Mellon event. Please note that all events are unique, and thus will have different needs. If you have any concerns, please contact the Events Management department at 8- 5052 and we will be happy to consult with you on your event details.

“EVENT PLANNING 101”: Thinking strategically: In order to make the most out of your event, try to brainstorm ideals that make up the foundation for a successful program.

. Goals – What is the reason behind having this event? What do you hope to get out of it? . Priority – Does this event fall into the strategic goals of your division, school, or college? Does it have higher importance than other programs that might be happening within your area? . Audience – Who are you trying to reach? What medium will you use to get their attention? . Decision makers – Who should be involved in the planning processes? Who should be involved with the final decisions? . Measuring success – What will it take for your event to be a success? How do you plan on achieving the goals set? . Event Logistics – (expanded on the following pages) Event Scheduling, Budget, Communications, Branding, Audio/Visual, Catering, Security/Parking, Timelines, Classifications, and other details that are usually overlooked when planning events. . Assistance - Conference services is available as an events resource: http://confserv.housing.cmu.edu/

Scheduling an event: Before setting a date for the event, be sure to check the date with the following to make sure your proposed date/time doesn’t have any conflicts. . Religious calendars . Call Events Management any additional insights you may need . University academic calendar (http://www.cmu.edu/hub/calendar.html) . University events calendar (http://calendar.web.cmu.edu/) . The calendars of all speakers or university administrators who need to participate/attend 2 . Pittsburgh events calendar (check for major city-wide events, such as the Pittsburgh Marathon which may draw attendance away from your event or cause access/traffic problems) . The availability of the space where you would like to hold your event. (https://acis.as.cmu.edu/moksha/servlet/r25webapp)

Budget: Be sure to know the budget available and ask for cost proposals before finalizing orders

Relationship Marketing and Events Management 412-268-5052

Communications about the event: Communications Design can design and produce printed pieces and web communications, including: . Invitations, . Posters and flyers . Banners . Programs . Tickets . Signage . Web sites

The CM News, 8 1/2 x 11 News and B-boards can communicate information to the university community. Contact Bruce Gerson or Ed Delaney at 8-2900 or bg02@andrew or ed47@andrew.

If appropriate, post your event on the official university events calendar on the Carnegie Mellon web site.

Internal communications might include departmental emails, posts on your web site, distribution to campus dormitories . . . whatever works best for your specific needs.

For communications to the external community and media, contact the appropriate media relations director by calling 8- 2900.

Utilizing the Carnegie Mellon brand: Be sure to think about how the look of your event could and should carry the Carnegie Mellon identity, consistent with the university’s identity strategy.

Check out: http://www.cmu.edu/identity/index.html

Contact the Communications Design Group (8-6963) or Events Management (8-5052) with questions about how to use and obtain the Carnegie Mellon identity. 3 Examples of placement of the Carnegie Mellon identity (check with Communications Design to make sure the word mark is used correctly): . the university seal on a lectern (as appropriate) . podium sign . banners . tartan plaid runners . giveaway items (e.g. lapel pins, car stickers, mugs, mouse pads, t-shirts, pens) . Carnegie Mellon folders . Catering items (see catering) – (e.g. plates, cups, napkins, bud vases) . University communication vehicles (CM News, Magazine, etc.)

Relationship Marketing and Events Management Audio/Visual Needs: Does your event have a speaking program? A presentation? Need background music? Any other special a/v requirements? . Instructional Technology (8-2430) can provide audio visual equipment, setup and operation, including: . Mult-box (for media) . Overhead projector . TV screens for simulcast or video projection . Microphones (standing, lectern, hand-held and clip-on) . Lectern . Flip charts or easels . Projector (computer and video) . Internet hookup . Laptop computers . Teleconference . Extension cords . Basic lighting . CD players . Videotaping 4 Catering: Carnegie Mellon Catering Services (8-2129 phone) or (8-6588 fax) can provide the following:

Informal Event Setting (utilizing the brand) - No Additional Charge – instead of the regular coffee cups and plastic cups, you can request materials with the logo and it will not cost you any extra.

Formal Event Setting - $1.50 Per Person for China (this includes all plates & silverware) - $6.00 Per Table for Carnegie Mellon Logo Bud Vases - $5.00 Per Table for Top Cloth Linens - $10.00 Per Table for Top Cloths & Overlays - $12.00 Per Table for Linen & Skirting

Miscellaneous Items - $18.00 Per Dozen for Tartan Plaid Decorated Sugar Cookies - $95.00 and Up for Full Sheet Cake with logo or Thistle Decoration - $6.00 Per Table for Glass Bubble Bowls with Floating Red Flowers - $5.00 Per Sleeve of Plastic Logo Cups (for your office use, 50 cups per sleeve) - $93.00 Per Case of Plastic Logo Cups (1000 cups per case) - $0.05 Each for Paper Beverage Napkins (red, ivory & white)

Staffing - $80 per attendant (4 hour time block) - $100 per on site Chef (per event) - $75 per cashier for a cash bar (per event) - $95 per bartender (per event)

Relationship Marketing and Events Management

Security/Parking: It’s usually a good idea to make security aware of your event.

Contact the parking office (8-2052) to arrange for parking as needed.

Alcohol: If served, a staff trained as a Social Host must complete and submit a Social Host Form to Student Affairs for approval. (Campus Security offers Social Host training – x8-2323) In addition, you may need to book a security officer to be present at the event when alcohol is served.

Other event logistics: Below are other items that your event may require: . United States, Carnegie Mellon, and the Pennsylvania state flags . Gifts for speakers/panelists/attendees . Schedules, scripts and other information for speakers and guests (as needed) . Guest accommodations including travel, hotel, restaurant and entertainment . Reserved seating for speakers, special guests, photographers, media, etc. . Flowers and/or greens for added décor 5 . Human Resources-disability web page- http://hr.web.cmu.edu/default.asp? n=§ionID=430&message=&lvl1=4&lvl2=11&lvl3=0&lvl4=0&lvl5=0&lvl6=0 . Event staff needed (e.g. greeters, staff to brief speakers, etc.) . Setup required - place setup orders with FMS or the University Center Scheduling Office (as appropriate). Reserve the space for enough time to allow for setup and breakdown of the event. . Thank you cards to be send to those who have contributed.