Set ups, Registration table, sound and video to address th

1
Meeting With Success! At Hofstra University

• From the
• Office of Event Management

2
Space

• Meeting Rooms- Student Center, Axinn Library
• Outdoor spaces- Quads on South Campus (limited
  use)
• Theater Facilities- John Cranford Adams
  Playhouse, Spiegel Theater, West End Theater,
  Dance Studios
• Classrooms- Buildings on North and South Campus
• Sports Facilities- Outdoor fields, athletics,
  concerts

3
When You Choose

• Outdoors - Have an alternate date or location
• Space for food service
• Parking needs
• Number attending
• Plan early
• Know about other major events

4
Also Remember

• Consider the Academic Calendar
• Audience availability
• Day of the week
• Time of the day
• University Relations and Public Safety for VIP
  Guests

5
Food Services and Catering

• Contact the Catering Manager at x35395
• Order all items at least 7 days in advance
• Guarantee number of people 3 days in advance
• Extra time for decorating and clean up
• Type of service and amount of time needed

6
Audio Visual Services

• Consult with Event Management or the website
  about available facilities and services
• Speak with AV manager for special requests,
  changes, use of room for best sound, and visual
  effects

7
Contact Person

• Knows the arrangement needs
• Set ups, Registration table, sound and video to
  address the audience, hospitality (water for
  speakers, name cards, chalk or markers), time
  needed before and after, signs
• Knows the needs of presenters
• Deadlines order equipment 1 week ahead (so talk
  about it 2 weeks ahead), ask about type of
  presentation, audio visual needs, copying
  services, storage of items, lighting, preferred
  set up of room.
• Knows the needs of the audience
• Travel directions, parking, restrooms,
  information (before, during, after), special
  guests, public, students

8
Room Arrangements

• Use the Event Management website
• For Diagrams of set ups
• Theater- rows of chairs facing front
• Classroom- rows of chairs and tables facing front
• Banquet- round tables with chairs
• Conference- chairs around table(s)
• Lecterns, easels, flags and banners, table skirts
  and cloths, dividers
• Speakers needs
• Back of room is where door is
• Placement of food

9
Billing Information

• No charges for meeting rooms
• Moving of items, rearrangement of furnishings,
  clean up on weekends, very early start may
  require charges
• Hofstra Dining Services charges your budget
  directly
• Discuss your alternatives with Event Management
  staff

10
Academic Calendar Dates for 2004-2005

• Sept 7 Dec 10 Fall Semester (Dec 13-18 Finals)
• January Session- Jan 3-24
• Jan 26 May 13 Spring Semester (May 14-20 Finals)

11
2004-2005 University Holidays

• Thanksgiving 11/25-11/26
• Christmas/New Years 12/23-1/2
• Martin Luther King Birthday 1/17
• Good Friday 3/25
• Memorial Day 5/30

12
Office of Event Management

• University Organization Contact Form
• Student Organization Room Request Form (with
  Student Activities, Advisor, Public Safety
  signatures)
• Hofstra University Reservation Request Form (sign
  and return)

13
Classroom Use

• Requests
• November for Spring (Feb-May)
• July for Fall (Sept-Jan)
• Courtesy
• Noise
• Rearranging rooms
• Keep it neat

14
Promoting your event

• Meet with the Office of Student Activities
• Use Broadcast Bulletin, Hofstra Chronicle, Info
  Channel, Signs, Flyers, Eye on Events Newsletter
• Reach your audience

15
Timeframe for planning

• Up to one year- reserve space
• Submit for OSA approval
• One week ahead for food orders
• One week ahead for final review and confirmation
  of all arrangements
• Up to one week after for review and changes for
  future events

16
Find Events at Hofstra

• Daily event schedule
• Visit the Hospitality Center
• Contact Office of Student Activities

17
Step By Step

• Contact Information
• Choose contact people by June 1st of the previous
  year.
• Complete Contact Form when changes occur.

18

• Complete the Student Organization Room Request
  Form and return to the Hospitality Center, Room
  112 Student Center at least 5 business days prior
  to the event. Allow 10 business days for large
  and outdoor events, multi day events or locations
  outside of the Student Center.

19

• Pick up Hofstra University Reservation Request
  Form, complete and return to Event
  Management/Hospitality Center at least 5
  business days prior to the event with furniture
  and audio-visual requirements.

20

• Work Requests, for moving of furniture and
  equipment or any electrical, telephone, carpentry
  or trucking needs, will be coordinated by the
  Associate Director of Student Activities.

21

• Meet with Event Management
• If a space or date is not available on the
  day/time you request (Event Management will
  contact you)
• Help with planning and information about rooms
  and equipment. Office hours are 830am until 5pm
  Monday through Friday.
• To verify confirmed events (yours and other
  groups).

22
Visit us ?

• The Office of Event Management
• Hospitality Center
• Student Center room 112
• 830am 11pm Monday thru Thursday
• 830am 9pm Friday
• 9am 5pm Saturday and Sunday
• Telephone x36925
• On the WEB
• www.hofstra.edu/OEM