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Training Your Staff, Faculty, and Students to Use Your Internal Event Planning System

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Training Your Staff, Faculty, and Students to Use Your Internal Event Planning System Michele Eicher Whiteside Events and Technology Manager mwhitesi_at_richmond.edu – PowerPoint PPT presentation

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Title: Training Your Staff, Faculty, and Students to Use Your Internal Event Planning System


1
Training Your Staff, Faculty, and Students to Use
Your Internal Event Planning System
  • Michele Eicher Whiteside
  • Events and Technology Manager
  • mwhitesi_at_richmond.edu
  • www.richmond.edu

2
Athletics
Housekeeping
MRC
Police
Modlin
Events Office
Catering
Commons Setup
Media Services
Dhall
LAW
Setups
HVAC
JAC
Registrar
3
Information Going Into R25
4
Information Leaving R25
5
Before You Call/Email/Form
  • Choose a date
  • Choose a location
  • Choose extras
  • Food
  • AV Equipment
  • Setup
  • Linen
  • Choose an alternate date
  • Choose an alternate space
  • Be Creative
  • Food
  • AV
  • Setup

6
URs Clearinghouse Ideal
Customer
Reservation Form
Conf Reserv. Form
Summer Conf
Events Office
R25
Forward to appropriate scheduler
Media Services
Events Office
Notification Policy
Food Services
R25
WebViewer
Scheduler Completes Event
HVAC Housekeeping Police Landscaping
Confirmation Report
Operations Report
Customer
7
Catering vs. Dhall
  • Catering
  • Served Meals
  • Buffet Meals
  • AM/PM Breaks
  • Receptions
  • Continental Breakfast
  • DHall Dining Hall
  • Box Lunches
  • Box Dinners
  • Carryout Items
  • Drop Offs
  • Linens
  • Coke Products
  • Back-up when Catering not available

8
On-Line Calendar http//urevents.richmond.edu
  • View available space
  • Check before you place your request
  • View competing events
  • Are there other events for the same audience?
  • Complete an Online Reservation Request
  • Find the Approved Vendor List on the Events
    Website

9
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10
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11
Who you gonna call?
  • Events Office
  • Carla x8160
  • Michele x8172
  • Liz McCann x8807
  • Jepson Alumni Center
  • Rick x8544
  • Modlin Center
  • Dana x6601

12
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13
What information is needed?
  • Name of event
  • Name of organization
  • Name of contact
  • Date/s
  • Time
  • Space/s
  • Equipment tables, chairs, AV
  • Food will do own or need Catering
  • Publish to calendar

14
Who not to calljust yet
  • Catering
  • Food Services
  • Media Services
  • Facilities
  • Police

Once service providers have approved requests and
client has received confirmation, the service
provider will call the client for further
details. The more details the Events Office
receives on the front end will help service
providers in the process.
15
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16
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17
New/Updated Spaces
  • Weinstein Recreation Center
  • Courts
  • Gameroom
  • THC 346
  • LCD Projector installed in ceiling
  • Keller Hall Reception Room
  • Wired for Sound
  • Drop Down Screen
  • LCD Projector with DVD and VCR

18
TIPS
  • Pick a name for your event
  • Be aware of important campus events
  • Be Aware of heavy use times
  • Anything after 7pm
  • Tues nights
  • Be aware of parking issues
  • Be aware of Community Events
  • Signage is always a good idea
  • Tables are naked
  • If all else fails call the Events Office

19
More Tips
  • Please remember that if you are not going to use
    a spaceCANCEL
  • There is always someone waiting for an available
    space
  • If you are hosting an outside group please let
    us know the following
  • Will the outside group be paying the bill
  • Contact and address information for group

20
Outside Groups Insurance
  • Outside groups are required to supply an 2M
    Insurance Certificate listing the University as
    an Additional Insured
  • OR
  • TULIP Coverage is a special liability coverage
    for events that is priced very reasonably.

21
Important Campus Dates
  • Freshmen Orientation Aug 22 - 26
  • Family Weekend Sept 28 - 30
  • Fall Break - Oct 12 - 16
  • Homecoming/Richmond Council - Nov 2- 4
  • Sorority Recruitment Jan 14 - 20
  • Inauguration/Reunion Weekend April 11-13
  • Admissions Preview Days March 19, 28
  • Admissions Open Houses April 7, 19
  • Graduation - May 11

22
Important Religious Holidays
  • Cannot schedule events on these dates only
    organization-specific meetings
  • Rosh Hashanah
  • Yom Kippur
  • --------------------------------------------------
    --
  • Good Friday
  • Easter

23
Other Important Dates
  • Any Trustees Weekend
  • Summer Camps/Conferences May-July
  • Preparation for Returning Students August 1 20
  • Remember to visit the Events Office Website for
    an up to date list of Important Upcoming
    University Weekends
  • http//univservices.richmond.edu/events

24
Whats Happening? Events 2006 - 2007
25
Popular Spaces Playing Hard to Get
  • Tyler Haynes Commons
  • Brown Alley
  • Modlin Center
  • Jepson Alumni Center
  • Any Classroom
  • Keller Hall Reception Room
  • Robins Center Arena

26
Classroom Policy
  • First foremost classrooms are for academic use
  • Registrar releases classrooms after ALL schedules
    are finished
  • December for Spring Semester
  • Late April for Summer
  • Late August/Early Sept. - August for Fall
    Semester
  • Add/Drop Registrar cannot release classrooms
    for events during this time until 24 hours in
    advance

27
Space Relationships
  • Haynes Room - the Pier - Gameroom
  • NCRR Perkinson Greek Theater
  • WH Green NC Classrooms Camp Concert Hall
  • Chapel Forum Science Center
  • These are usually never scheduled at the same
    time because of noise concerns.

28
Things to Know
  • EVERY SPACE IS RESERVABLE
  • Most rooms you will need to pick up a key from
    the Events Office
  • There are only 5 men on the setups crew to handle
    all events, office moves and special projects
  • Not all locations are approved for alcohol

29
  • Certain spaces MUST have an advisor present
  • Henrico County and the City of Richmond has a
    noise ordinance for outdoor areas
  • 1100pm on Weekdays Weekends
  • Noise guidelines for KHRR and NCRR
  • 1100pm weekdays
  • 12midnight weekends
  • If you use an Outside Caterer they MUST be on
    the approved vendor list

30
  • Keep spaces as you found them
  • Classrooms
  • If notice is put up about setup
  • Can lose ability to reserve space - STUDENTS
  • Violation of noise guidelines
  • Damage to room
  • Improper use of room
  • Misrepresentation of event
  • If you cancel your event or space you are
    tentatively holding PLEASE call the Events
    Office

31
Food Waiver Request
  • Must be filled out if any of the following
    applies
  • Potluck bring to share
  • Pickup or Carryout from restaurant/grocery
  • Outside Caterer/Vendor
  • Fundraiser selling of food items
  • Donations any donated food
  • Give-a-ways includes candy at tables

32
EXTRAS
  • Rental on certain spaces on campus
  • Univ Club based on membership status
  • Locations used for private functions (will be
    charged Sales Tax)
  • Charges for Overtime
  • Extra Setup
  • AV Needs
  • Facilities staff (Housekeeping, Electricians,
    Landscape)

33
  • Charges for Damages/Special Clean Up
  • Modlin Center
  • 250 Standard Fee for Theaters
  • Additional Costs for Ushers, Technical Staff,
    Draped Tables, Box Office Services
  • Police Coverage
  • Parking Assistance
  • Supervision of events with alcohol
  • Video Taping Charges

34
Other Important Dates Students
  • Study Days
  • Students can only meet for 1 hour on a study day
    unless permission is granted by VP-Student
    Affairs
  • Exam Days
  • No student organization meetings/events can
    happen during exam days unless permission is
    granted by VP-Student Affairs

35
Publicity - Students
  • Campus Wide Calendar
  • Banners in the Commons
  • Channel 16
  • SpiderBytes
  • Flyers

36
Tips for Staff/Faculty
  • If you are hosting an outside group please let
    us know the following
  • Will the outside group be paying the bill
  • Contact and address information for group
  • Outside groups may be required to supply a 2M
    Insurance Certificate listing the University as
    an Additional Insured

37
Other Important Dates Staff/Faculty
  • Steam Plant Shutdown week after grad
  • Summer Camps/Conferences May-July
  • Preparation for Returning Students August 1 20
  • Any Trustees Weekend

38
Campus Wide Calendar
  • One Calendar
  • Driven by R25 which is the campus wide scheduling
    software
  • 2 Different Views
  • Off Campus
  • On Campus

39
What type of info can be published?
  • Any event on campus
  • Any event OFF campus
  • UR Community Service Day
  • Ring Dance
  • Any general information the public needs to know
  • Dates for Family Weekend
  • Dates of University Breaks

40
Information you can include
  • Description of the event
  • Web sites related to the event
  • Contact Information
  • Rain location Info
  • Where to buy tickets

41
Other Features
  • Locations
  • Pictures available for most spaces
  • List of features of the room
  • Events Office link
  • Local Accommodations link
  • Events by Date
  • Can download events to your Outlook calendar or
    PDA

42
What is Not Published? On Campus
  • Anything one has to be INVITED to
  • Classes
  • Meals
  • President Advancement Office Events
  • Honor/Judicial Council Hearings
  • Overnight Guests

43
What is Not Published? Off Campus
  • Anything one has to be INVITED to
  • Student Only Meetings
  • Overnight Guests
  • Campus Only Events
  • Only events published to the world are events
    that any person off the street can attend

44
Frequency of Workshops
  • Offer 2 days at different times
  • Staff and Faculty
  • August
  • January (depending on staff turnover)
  • Student Organizations
  • 2nd Week of School
  • Mid-January (depending on of new groups)

45
Other Participants
  • Staff/Faculty
  • Alcohol Policy in-depth
  • Food Services
  • Taxes and Insurance Issues
  • Students
  • New Events Staff
  • Student Activities
  • Budgets and Important Forms
  • Collegiate Licensing
  • Weinstein Recreation Wellness

46
Publicity for Workshops
  • Spider Bytes multitude
  • Campus-wide email listserv
  • Separate ones for Student v. Staff/Faculty
  • Flyers obnoxious colors
  • Personal Invitations
  • Calls to those clients who need to attend
  • Channel 16
  • Banners in the Student Commons

47
How to get participation
  • Staff and Faculty - Reward
  • Food
  • New Information
  • Students Fear
  • Cannot reserve space unless attend mandatory
    meeting
  • Big Sister
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