University Events Toolkit

UNIVERSITY EVENTS TOOLKIT

A PLANNING GUIDE FOR EVENTS AND SYMPOSIA AT UPDATED: SPRING 2017 OLD DOMINION UNIVERSITY DETERMINING EVENT GOALS

OVERALL GOALS & OBJECTIVES The first step in planning any event is to think through the reasons for having the event and the outcome you hope to achieve. These questions should help you gain the necessary focus.

 Is an event the best and most appropriate way to achieve your goal?

o For example, would a press release or targeted communication be as effective?

 What are the key goals and objectives of the event?

o Specifically, what is the desired outcome and what do you want your guests to take away from this experience?

 What is the long-term value of the activity to the university?

 How elaborate will this event be? What message do you hope to convey through this format?

 Do you have funding available?

COMMUNICATIONS & MARKETING  What is your event’s primary message and theme?

o If you have speakers, who would be the appropriate contact (legislator, administrator, faculty, student, etc.)?

o If you have multiple speakers, how will their messages be appropriately differentiated and integrated into your program? How will the program be organized?

 What are the ways this event will be marketed? How can the University leverage outcomes of this event?

o Have you considered soliciting assistance from Strategic Marketing & Communications to explore further marketing opportunities?

 Consider how your message will be communicated or reinforced through the following communication vehicles:

o Invitations; Publications (InsideODU, Monarch Magazine, Community Connections Newsletter, College/Department newsletters); Social Media (Facebook, Twitter, Instagram, etc.); Advertising (The Virginian-Pilot, Daily Press, Inside Business, flyers, banners, radio advertisements, web-based advertisements); Websites; Listservs; Local/national media outlets

 Do the collateral materials (both design and copy) clearly reflect and identify the University?

o Have you followed appropriate branding guidelines? (To include University Branding Standards and Trademark Licensing Policy?) https://www.odu.edu/facultystaff/communication/toolkit

 How many speakers will you have (if any), and in what order will they speak? o Have you followed appropriate campus protocol for speaking order? Speaking Order:

. Emcee

. Someone to introduce the President

. President

. Provost

. Vice President

. Dean

. Department Head

. Any of above can introduce the guest of honor

. Guest of Honor EVENT PLANNING TIMELINE

1 Year to 6 Months Before Event (1 Year for Annual Events, 6 Months for One-Time Events)

1. Define event purpose and goals 2. Clear event on all relevant calendars  University Master Calendar, required for ALL events  President or COO’s Calendars, if applicable  Program participants’ calendar 3. Reserve space/venue  Reserve alternate space for inclement weather, if applicable 4. Determine target audience 5. Develop PR/marketing plan, consult University Strategic Communications & Marketing if necessary 6. Create and mail speaker contract/agreement 7. Reserve room block at hotel (if applicable)

12 Weeks Before Event 1. Draft text for invitations and program  If using University Publications, start production process 2. Draft script 3. Book entertainment 4. Create guest list and scrub for errors 5. Make speaker travel arrangements once contract is signed

5 Weeks Before Event 1. If producing invitations in-house, proof, finalize and print 2. Send printed invitations 3. Submit work orders and/or email university services  Parking Services (form on their website)  Webb Media (form on their website)  Academic Television Services (email)  Moving and Special Events (work order)  Housekeeping (work order)  Grounds (work order)  Photography (form on their website)  Public Safety (email)  Strategic Communication & Marketing (email) 4. Order gifts 5. Determine look of event and order décor (stage plants, centerpieces, linens, etc.)

4 Weeks Before Event 1. Send electronic invitations 2. Send setup memo (example provided) 3. Submit order in Catertrax or contact Catering for custom menu 4. Submit any payment paperwork required for hotel/travel payment

3 Weeks Before Event 1. Send additional invitations, if applicable 2. Follow up with Strategic Communication & Marketing

2 Weeks Before Event 1. If producing programs in-house, proof, finalize and print 2. Send President’s remarks to President’s Assistant 3. Follow up with guests who haven’t responded/identify individuals from target audience for personal follow up

1 Week Before Event/Week of Event 1. Proof, finalize and print scripts 2. Confirm all contracted services and university services  Send VIP parking list to Parking Services  Send final numbers to Catering 3. Finalize and print guest list and seating chart 4. Print nametags 5. Print menu cards 6. Print signage 7. If the President is in attendance, send the final RSVP list to President’s Office (If seated dinner, include names of guests seated at table)

Day of Event 1. Arrive early, confirm setup is correct – count chairs, rows, tables, etc. 2. Receive deliveries 3. Hang signs 4. Set up registration area

Week after Event 1. Return any borrowed items 2. Submit all financial paperwork for travel, catering, etc.

EVENT LOGISTICS CHECKLIST

 What groups should comprise the audience? Who else might benefit from this event beyond the primary attendees? If it’s appropriate and feasible within budgetary constraints, consider whether it makes sense to include alumni, donors, community members, legislators, media, students, faculty and staff. Coordinate with the appropriate colleagues who have the primary responsibility for those audiences.

 What is the appropriate size of the guest list?

 If you anticipate a role for the President or Executive Office Member, it is critical that their assistant be consulted as far in advance as possible. Be prepared to discuss what their role would be and any implications of including or not including them.

 Are there opportunities to partner/collaborate across campus units or off-campus entities?

 What is the best date and location for this event? Why?

 Have you cleared your event date with all pertinent calendars? (Master University Calendar, Executive Office Calendar, Departmental Calendar, etc.)

 Have you selected a fair weather and a rain site for your event, if necessary?

 Where will your guests park?

 Assigned seating or general admission?

 How should the room be configured? (What is the seating capacity? How will you manage this?)

 Is there a podium?

 Can the room accommodate persons with disabilities?

 What are your audio/visual and electrical needs and/or concerns?

 Have you done a set up memo /diagrams?

 What space is available for catering staging?  Have you considered the dietary issues/concerns of your guests? Have you notified catering in

 Have you considered entertainment for your event (audio and visual)?

o Will you need to decorate the room with plants or flowers, stage backdrop, lighting, centerpieces, signs, etc.? Have you cleared the delivery date/time with the venue? Who will receive the items?

 Have you considered gifts for your VIPs/Speakers?

 Does your guest speaker need lodging and transportation arrangements?

 Do you have any banners/signs for your event?

 Have you notified Support Services about your event (via work management system; work orders; parking forms; Webb Media forms)?

 Have you notified the University Photographer of your event? Does the event need to be videotaped? If so, have you contracted with Academic Technology Services (ATS)?

 Have you communicated the attire to your guests?

 If the President or COO is involved: have you turned in guest lists and pertinent information to the Executive Office (via Sherry Davis) 2 weeks prior to the event? EVENT SERVICES CONTACT LIST

Awards/Plaques: G&W Gifts and Awards http://www.onlineawardstore.com/applications/gwawardsweb_default/store 757-461-7676 [email protected]

Catering Services *Must use Aramark for on-campus catering* Aramark Connie Pate, General Manager https://oducatering.catertrax.com/index.asp 757-683-6256 [email protected]

Centerpieces/Flower Arrangements The New Leaf Sarah Munford & Laurel Quarberg http://newleafghent.com 757-627-6028 [email protected]

Greenbrier Florist http://greenbrierflorist.com 757-420-8000

Stage Plant Rental Foliage Design Systems Garry Acree, Owner https://oducatering.catertrax.com/index.asp (757) 405-0078 [email protected]

Event Furniture (Tables, chairs, staging, pipe & drape, flags, etc.) Moving & Special Events Create an account and submit a work order here to arrange for delivery and pick up. http://ww2.odu.edu/af/facilities/submit.shtml Susan Walker 757-683-4626 [email protected]

Hotel Marriott SpringHill Suites – Old Dominion University http://www.marriott.com/hotels/travel/orfod-springhill-suites-norfolk-old-dominion-university/ 4500 Hampton Blvd., Norfolk VA 23508 Lindsey Janssen, General Manager 757-423-4100 [email protected]

Linen & Tent Rental *Tents require a tent permit through Facilities Management* Distinctive Event Rentals http://distinctiveeventrentals.com Lisa Albert 757-420-7000 [email protected]

Acclaimed Events http://www.acclaimedevents.com Christina Crew 757-623-6100 [email protected]

A/V and Media Services Webb Media Services *Fill out the media services request form at least 2 weeks in advance: http://ww2.odu.edu/forms_admin/viewform.php?formid=5877 Tom Odom & Casey Kohler 757-683-6228 [email protected]

Parking Services Parking & Transportation Services *Fill out the parking services request form at least 2 weeks in advance: http://www.odu.edu/life/parking-and-transportation/parking/events-parking Rob Grandon, Special Events Manager 757-683-5649 [email protected]

Photography University Photography *Fill out the photography request form at least 2 weeks in advance: https://www.odu.edu/photography Chuck Thomas, University Photography 757-683-3124 [email protected]

Publication Design University Publications *Fill out the photography request form at least 12 weeks in advance: http://www.odu.edu/facultystaff/communications/publications Karen Smallets, Assistant Director 757-683-3101 [email protected]

Strategic Marketing & Communications Caitlin Chandler, Executive Director 757-683-3114 [email protected]

Video Filming Services Academic Television Services Jerry Harrell, Video Production Manager, Video & Production Services 757-683-3171 [email protected] SAMPLE SET UP MEMO

TO: Shannon Sauerwald, Webb Center

Janet McLaughlin, Aramark

Connie Pate, Aramark

Sandy Boone, Monarch Catering

Special Event Parking

Webb Media Services

FROM: Name, Department

DATE: April 11, 2016

RE: Board of Visitors Luncheon – April 21, 2016

On Thursday, April 21, President Broderick will be hosting a luncheon for the Board of Visitors in the President’s Dining Room at Webb Center from 12:30 p.m. – 1:15 p.m.

If your area will incur any expenses due to this event, please e-mail me with the specifics on the expected charges. As with all events, we need cost estimates prior to the function. Please use budget code TBD Budget Code.

Webb Center Housekeeping

 Please be set by 11:00 a.m.  Please provide (1) pop up table in front of the President’s Dining Room for registration  Please set (7) 5’ rounds with (8) chairs at each table (final table/chair count TBD)

Monarch Catering  Set by 11:30 a.m. (Lunch will begin at 11:45 a.m.)  Please provide blue and white linen (No white napkins, please)  Centerpieces will be provided by Greenbrier Florist  Please provide a linen for the registration table outside of the room

Parking Services:  I am sure you already have the requirements from Donna for the board. However, I do have few special guests to be included in the parking list who will be attending from campus  There are no off campus guests for this event

Please call or email me if you have questions at xXXXX or [email protected]. As always, thank you for all you do!!