How to Plan Your Event with Our help'

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How to Plan Your Event withOur help.

• Office of
• Conferences Events

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What Exactly do we do?

• On and off campus events
• Plan and assist with events such as luncheons,
  dinners, weddings, conferences, and camps
• Assist in connecting YOU with on campus groups
  that can help in your event
• We are the people that can help YOU make it happen

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OFF CAMPUS GROUPS

• If you are DIRECTING an OFF CAMPUS GROUP please
  have them contact the Office of Conferences
  Events at
• 815-836-5225
• (These groups include summer camps, cheerleading
  camps etc.)

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Where do I start?
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Planning your event on campus

• CHECK your date
• Is it a time when something major is going on
  here on campus?
• Have you checked the Master Calendar?
• Will there be parking concerns? (at least more
  than normal)
• Have you called our office to double check?

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Time Frame

• FOR LARGE EVENTS/STATEWIDE CONFERENCE Try to
  book at least a year in advance
• For SMALLER EVENTS At least 90 days in advance.
• Most important thing to remember is NOT to
  Commit any dates before checking to make sure
  those dates are available.

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WHERE do I want my event to take place
SRFC Jill Siegfried (x5277) Neil Carey
Arena Dan Schumacher (x5247) Presidents Dining
Room Leigh Bancsy (x5948) Guest House Tracy
Schultz (x5514) Presidents Council Room Marty
McGinnis (x5235) Academic Classrooms Registrars
Office (x5133) (except A133, HEW136, A128,
DLS236, DLS243) All Dining Rooms,
University Conferences Events (x5225)
Conference Room, Classrooms listed above Student
Union Monika Jaiswal (x5706) Sancta Alberta
Chapel Br. Phil Johnson, FSC (x5840) When in
doubt, contact Conferences Events
(x5225).
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PARKING

• Have you contacted Campus Security to let them
  know your event is taking place? (x5222)
• Special parking requests (including space
  reservation MUST be made no less than five (5)
  business days prior to your event. The sooner,
  the better!

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Planning (contd)

• THINK about what kind of SPACE or ROOMS that your
  event will need
• Do you need breakout rooms?
• Do you need a room for food?
• What kind of room do you need?
• Classroom Style, or one that would assist in a
  roundtable discussion,or one that can be
  rearranged?

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Planning

• LIST OF NEEDS
• Are you going to be serving a meal?
• Do you need beverages breaks?
• Water stations?
• Snacks? If so
• Have you contacted SODEXHO CATERING?
• _at_ x5387?

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Sodexho Contact Information

• Juan Perez, General Manager
• Enrique Hernandez, Housekeeping Manager
• Lourdes Vatch, Administrative Assistant
• Phone x5387 or 838-7576
• Fax [phone]

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Meals

• If you are serving a meal how many TABLES will
  you need?
• Eight foot tables seat 8-10 people
• Round tables seat EIGHT people
• ALWAYS round up so that you have enough just in
  case.
• Will you need tables for serving?
• Is your room large enough to accommodate all the
  tables that you need?

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Audio/Visual Needs

• For academic-related programs (guest speakers in
  class, seminars, etc.) or all-university
  programs, contact Rich Soliman (x5771).
• For external groups or non-academic programs,
  contact Brian LaPorte (x5273)
• Many classrooms are equipped with audio-visual
  equipment.
• Additional charges will apply for equipment that
  must be rented (special sound systems, multiple
  microphones, equipment for use in fieldhouse).

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What if you would like Br. James Gaffney, FSC
to speak/make an appearance at your function?
Contact Margaret Kientop at x5288 as soon as
details are available. Keep in mind that his
calendar fills quickly.
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Wrap Up

• Where
• Check your DATE
• Audio/Visual
• Parking
• Space/Rooms
• Catering