Event Planning 101

1. Event Planning 101 Student Activities September 4th, 2008 JC Room A

2. Outline of Presentation • Events Management • Event Planning • Definition • Steps involved in planning process • Reserving Space • Checklists • Applying for Funding • Contracts for Performers/Speakers • University Policies & Procedures • Advertising Policies • Major Event & Late Night Event • Food Policies • Top 10 things everything event planner should know

3. Events Management • Located in SUB II Room 2026 • 703-993-2853 • http://www.gmu.edu/departments/ur/events/index.html • Facilities on campus are reserved through events management. Recognized student organizations have the ability to reserve space on campus. • Space in the Student Centers may be reserved by recognized student organizations and Mason departments. All reservations are on a first-come, first-served basis. Due to the high number of requests for meeting and event space within the Student Centers and elsewhere on campus, the reservation procedures are adhered to strictly. • It is not appropriate for student organizations to reserve space for another entity.

4. Definition of an Event • An organization event is… • Any program or function planned, sponsored or co-sponsored in the name of, or for the sake of the organization. • Although not all acts of individual group members can or should be attributed to the group, any group or gathering of its members acting together may be considered an organization event.

5. Reserving Space at Mason • Complete an online room reservation form at http://www.gmu.edu/departments/ur/events/schedform.php. You will receive an email confirmation of your reservation within 3-5 business days. This step should be completed a minimum of four weeks before your event. • Be prepared with the following information when making your request: • Name of Contact Person for your Organization • Title and Description of your Event • Date(s) for your event • Anticipated Start and End Times • Campus • Rooms Requested • Room Setup • Audiovisual Needs • ORGANIZATION NUMBER

6. Checklists & Signatures • If you’re given a checklist for any of your events the following offices must review your checklist: • Events Management • Tamara Day, Shamika Stevens, Ryan Hilliard • Johnson Center Operations • Keith Ellis, Aaron Hayes, Mecca Marsh • University Police • Parking Services • Ann Moran, Josh Cantor • Events Production • Ken Locke, Kevin Dunayer • Sodexho • Student Activities • Sara Morrisroe, Chris Jefferson (Social Greek Events)

7. Handy Reservation Tips • Pay attention to deadline dates and remarks made by the scheduler on your reservation confirmation, especially if your organization has received a checklist. Checklists are required to be turned in weeks prior to the event depending on what type of event you are planning. With no checklist turned in on time, then your event is subject to being canceled. • A minimum of six weeks notice of your needs for events is necessary (some comprehensive reservations and major events require up to three months advance scheduling and planning!).

8. Funding Options • Student Funding Board (SFB) • The SFB is responsible for allocating the student fees the administration earmarks for student organizations. • SFB Funds can be used for the following: • Conferences, Leadership Programs • Revenue Generating Events (max. allocation of $1,000) • Non-Revenue Generating Events • Newsletter/Publications • Office Supplies ($100 max. per year) • National Dues ($500 max. per year) • Social Programming Fund (SPF) • An event which socialization is the primary purpose and activity. Individuals that are actively involved and participating in such functions constitute a dance/social event. That includes, but is not limited to all types of dances, concerts, shows, parties, social gatherings, etc. • A non-social event is defined as having a non-participating audience. Examples of a non-social event would include lectures and speakers, talent shows, and fine arts performances. • Self Generated Revenue (SGR) • Fundraising • Donations • Ticket Sales

9. Fiscal Management Workshops ‘08 • Remaining Fiscal Management Workshops • September 5th 10:30-12:00pm • September 10th 4:30-6:00pm • September 24th 6:00-7:00pm • October 2nd 2:30-4:00pm • October 3rd 10:30-12:00pm • November 6th 11:30-12:00pm • November 7th 10:30-12:00pm • December 4th 11:00-1:00pm • December 5th 10:11:30am • RSVP to rholder@gmu.edu • Each Organizations President & Treasurer is required to attend a FM Workshop in order to utilize funding at Mason

10. Contracts • Any time university funds are being used to pay for a service of a performer, entertainer, speaker, vendor, etc. a contract is required. • Contract Process Checklist: • Fill in the blanks of the Student Services Entertainment and Event Agreement. Send to the talent/vendor. • Talent/vendor should sign contract and tax forms, then return to you, promptly. • Bring signed contract to the Student Activities Office (SUB I, Room 101, 993-2909) for initial review by the following individuals: • Assistant Director for Student Organizations • Assistant Director for Fraternity and Sorority Life • Submit contract to Associate Dean of University Life or the Assistant Vice President for University Life for a legally binding signature to the Student Activities Office. CONTRACTS MUST BE SIGNED BEFORE EVENT OCCURS. As much as possible, contracts will be signed within 3 to 5 business days. • Pick up signed contract from the Student Activities once your organization has been notified that the contract is complete. Copy of contract must be left with the Assistant Director for Fiscal Management. • Mail copy of signed contract to talent/vendor and keep copy for group records. • Submit original copy of contract, completed tax forms, completed Employee/Independent Contractor Evaluation Form, along with the *Check Request to Accounts Payable.

11. Advertising Policies Policy #1109 Posting Procedures Policy #1105 Food Policies Policy #2102 Fairfax County Health Department Temporary Food Permit Temporary Food Event Sodexho Catering Approved Caterers Guidelines for Student Events Late night event policy Major event policy Space Usage #1103 Cash Handling#2105 University Policies & Procedures:Important to Student Organizations

12. Advertising-Broadside • All Student Organizations will get a 50% discount for all ads • Special size ad available to student organizations are $40 • Advertising Rates

13. Event Planning Overview • For on-campus events, first make a reservation with events management. • Meet with an organization crew member to discuss your event and necessary contracts and arrangements, A MINIMUM OF SIX TO EIGHT WEEKS BEFORE THE EVENT. • Be sure you adequate funding in your organization account. If not, apply for funding from SFB or SPF (depending on the type of event your organization will be sponsoring). Meet with your organizations faculty advisor for a signature prior to the deadline for the funding period of your event. Make sure your president and treasurer attend a fiscal management workshop for detailed information about the funding process. • Confirm everything on your checklist to make sure that everything is prepared for your event. • Make sure to publicize your event and recruit volunteers to assist with the successful execution of your event. • Arrive at your event early to confirm that everyone understands their responsibilities during the event. Introduce yourself and confirm your expectations with everyone responsible for the event, i.e. security, catering, DJ or performer, so they know to contact you with any questions.

14. Event Planning Overview (cont.) • HAVE FUN!!! Try to enjoy yourself. You have planned for a successful event and should take time to step back and be proud of your accomplishment! • After the event, shake hands with the performer (DJ, band, comedian, etc.) and give them or their agent their check. Performers expect payment at the conclusion of the event. If you feel that the performer violated the terms of the contract, hold on to the check. Explain that their agent will contacted on the next business day by Student Activities to discuss the issue. Document the problem(s) in detail and follow up with the office immediately. • Say thank you to everyone at the conclusion at the event—especially your committee! Send written thank you notes to anyone who was of special assistance. • Schedule an evaluation meeting with an organization specialist and/or organization to review the event. The evaluation is a necessary step of the learning process as well as an opportunity to provide your organization with some history of the event’s success. • File all paperwork and evaluation notes so that your organization can easily find them and can benefit from your experience in the future. Your successors will greatly appreciate your completion of this step.

15. Plan your year, not your week Seek Advice Get every member involved in the planning process Network with other organizations Attend all workshops offered by SA Check-in with the OC Plan at least six weeks in advance for the contract processes Advertise your event at least eight different ways Evaluate the event Utilize the online Student Organization Handbook Top 10:Things Every Event Planner Should Know

16. Patriot’s Day September 20th 12-5pm in President’s Park Student Organization Fair October 2nd 11-2pm North Plaza Family Weekend October 17th-19th Lewis Black, October 18th One Republic, October 23rd All ON SALE SEPT. 6th 9am Admissions Open House November 15th 1-4pm Student Organization Handbook Online Faculty Advisor Handbook No more COSU, now RSOs. Lead by 5 students who will be overseeing event planning and fiscal management for Student Organizations Upcoming Student Org Events & Things to Look Out for…