Roanoke College Event Planning Resource Guide Table of Contents Introduction .......................................................................................................................... 4 How to Begin ......................................................................................................................... 4 Types of Events ...................................................................................................................... 4 Special Event Types ........................................................................................................................5 Alumni/Fundraising Events .................................................................................................................................. 5 Outdoor Events .................................................................................................................................................... 5 Political Event ....................................................................................................................................................... 6 Weddings …………………………………………………………………………………………………………………………………………………..6 General College Event Policies, Rules, Guidelines ................................................................... 6 Campus Planners, Partners and Audience .............................................................................. 7 Planning Your Event .............................................................................................................. 8 Facilities and Logistics - requesting a venue ....................................................................................8 College Scheduling Priorities and Policies: ......................................................................................8 Confirmations ................................................................................................................................9 When is ticketing necessary for an event? ......................................................................................9 Cancellations ............................................................................................................................... 10 Venue Options ..................................................................................................................... 10 Restrictions to Facility use ............................................................................................................ 15 Event Considerations ........................................................................................................... 17 Audio/Visual ................................................................................................................................ 17 Video …………………………………………………………………………………………………………………………………………………18 Buildings and Grounds ................................................................................................................. 18 Book Sales and Signing ................................................................................................................. 18 Campus Safety – event security and parking ................................................................................. 19 Food and Alcohol ......................................................................................................................... 19 Alcohol …………………………………………………………………………………………………………………………………………………20 Fundraising Policy ........................................................................................................................ 20 Housekeeping .............................................................................................................................. 21 Outside Vendors .......................................................................................................................... 21 Photography service .................................................................................................................... 22 Publicizing your event .......................................................................................................... 22 Advertising …………………………………………………………………………………………………………………………………………………22 Posters …………………………………………………………………………………………………………………………………………………23 Calendars …………………………………………………………………………………………………………………………………………………23 Table tents in Commons .................................................................................................................................... 23 Social media …………………………………………………………………………………………………………………………………………………23 Radio and News ................................................................................................................................................. 24 Photos …………………………………………………………………………………………………………………………………………………24 Design your own advertising .............................................................................................................................. 24 Press Release ...................................................................................................................................................... 24 Print Shop services ............................................................................................................................................. 24 Contracts, payment and speaker arrangements ................................................................... 25 Fees and Payment ........................................................................................................................ 25 Speaker Contracts ........................................................................................................................ 26 Payments .................................................................................................................................... 26 Speaker Itinerary ................................................................................................................................................ 26 Insurance Liability ........................................................................................................................ 27 Transportation .................................................................................................................... 27 Driving ......................................................................................................................................... 27 Limousine/Car Service ....................................................................................................................................... 27 Hired driver recommendations: sedan, minivan, stretch ................................................................................ 28 Air Transportation ....................................................................................................................... 28 Train - Amtrak .............................................................................................................................. 28 Traveling with a group off campus? .............................................................................................. 28 Need more than van transportation? ............................................................................................ 29 Charter Bus Services ........................................................................................................................................... 29 Lodging ............................................................................................................................... 29 Tips when making hotel reservations ............................................................................................................... 29 Tips when cancelling hotel reservations ........................................................................................................... 29 Group reservations ............................................................................................................................................ 30 Using a hotel without direct billing................................................................................................................... 30 Suggestions …………………………………………………………………………………………………………………………………………………30 Recommended Hotels .................................................................................................................. 30 Long term stays and/or within walking distance to the College...................................................................... 30 Upscale hotels with restaurant and airport service ......................................................................................... 31 Hotels within close proximity to Roanoke College ........................................................................................... 32 Other hotels with Roanoke College contract rates .......................................................................................... 32 Directions, Maps and Parking .............................................................................................. 33 Maps and Directions .................................................................................................................... 33 Campus building street addresses – use for GPS directional purposes not mail .............................. 33 Handicap parking ......................................................................................................................... 34 Helpful Planning Tools 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