Georgia Tech Event Planning Workshop

1. Georgia Tech Event Planning Workshop August 10, 2011

2. Campus expectations Q - What would an ideal Office of Special Events and Protocol look like on Tech's campus? • “It would be a resource for campus events as well as running the major campus events, like graduation.” • “The ideal office of special events and protocol would have a checklist of all the appropriate steps need to plan a successful GT event.” • “I think it would be a virtual hub that had campus -wide standards and protocol, a current -all-inclusive campus calendar, offer exchange on event services, and historical data on past events.” • “… a one-stop-shop for event coordinators and meeting planners…” • I would hope that this office would be the hub for any information, assistance, or resources that anyone on campus, from the Student Center to the President's Residence, would need in order to have a successful Georgia Tech branded event.

3. Campus expectations Q - What would an ideal Office of Special Events and Protocol look like on Tech's campus? • “It would be a resource for campus events as well as running the major campus events, like graduation.” • “The ideal office of special events and protocol would have a checklist of all the appropriate steps need to plan a successful GT event.” • “I think it would be a virtual hub that had campus -wide standards and protocol, a current -all-inclusive campus calendar, offer exchange on event services, and historical data on past events.” • “… a one-stop-shop for event coordinators and meeting planners…” • I would hope that this office would be the hub for any information, assistance, or resources that anyone on campus, from the Student Center to the President's Residence, would need in order to have a successful Georgia Tech branded event.

4. Institute Special events & Protocol Institute Special Events & Protocol shall be responsible for the execution of high-level, Institute-wide Office of the President events. In addition to event management, execution, consultation, and production of training materials/resources, ISEP will advise on Institute protocol, from addressing the President and other dignitaries, to correct usage of marks and other components relating to the Institute’s visual identity. ISEP will serve as a resource to all campus partners who endeavor to produce excellent events. Staff • Laura Pusateri – laura.pusateri@comm.gatech.edu • Serena Wallace – serena.wallace@comm.gatech.edu • Casey Aultman – Student Assistant

5. What to expect from ISEP • More robust website • www.events.gatech.edu • Consulting services • Repository of goods/resources • Events newsletter and blog • Guide for Institute policy, protocol, and procedure • VIP Request Form • Recognition of exemplary campus events • Invitation/Design templates • Online training/resources

6. Campus Resources Environmental Health and Safety The Environmental Health and Safety (EHS) Office at Georgia Tech develops programs and provides oversight, consultation, training, and other specialized services to assist the Institute community in meeting its public health, safety, environmental protection, and compliance responsibilities. Contact: Larry Labbe Email: larry.labbe@ehs.gatech.edu Web: www.ehs.gatech.edu

7. Campus Resources Facilities Facilities is responsible for providing sustainable, safe, and well maintained facilities on Georgia Tech’s campus. Facilities’ goal is to be recognized by the faculty, staff, students, and peers as a most efficient and effective team of professionals who provide innovation and skill in making Georgia Tech a premier technological institute. Contact: • Tommy Little - Custodial and Staging • Rodd Hineman & Garry Lockerman – Utility Requirements • Hyacinth Ide – Landscape and Waste Removal • Tom Martin – Recycling Web: www.facilities.gatech.edu

8. Campus Resources Historic Academy of Medicine at Georgia Tech • Reopening December 1, 2011 • Adding 20,000 sq ft of meeting space to Georgia Tech • Seven unique rooms of varying sizes • 230-seat theater • 10-person board room • State of the art audio visual equipment • Proximity to Georgia Tech - new Tech Trolley • On the National Register of Historic Buildings • Indoor and outdoor event space • In the Heart of Midtown– Atlanta • Two catering kitchens • Ample parking Contact: Shawn Stinson & Anne Minty Email: info@academy.gatech.edu Phone: 404.894.1414 An Elegant and Historic Setting

9. Campus Resources Capital Planning & Space Management The Office of Capital Planning and Space Management (CPSM) supports the academic, research, and administrative mission of the Georgia Institute of Technology. CPSM advances the goals and programs of the Institute's colleges, schools, research centers, and departments through the development of solutions designed to maximize Georgia Tech's facilities, infrastructure, property and physical assets. Contact: Beverly Peace Email: beverly.peace@spaceplan.gatech.edu Web: www.space.gatech.edu

10. Campus Resources Georgia Tech Hotel & Conference Center The heart of the Technology Square Complex on the Georgia Tech campus in Midtown Atlanta, the Georgia Tech Hotel and Conference Center is an exceptional hotel and meeting destination for life’s important corporate and social events. Smart, stylish, and synergistic, the Georgia Tech Hotel and Conference Center is where sophisticated business and leisure travelers connect, inspire, and entertain. Contact: Jessica Coane Email: jessica.coane@gatechhotel.com Web: www.gatechhotel.com

11. CAMPUS RESOURCES Catering Reminders • All payment requests (processed through Accounts Payable or Pcard), must include the Food Group Meal Event Documentation Form, unless Agency Funds are used.  • BOR limit on the per-person meal limit (generally $9/person for lunch, $20/person for dinner) if institutional funds are used (state funds, department sales/service revenue, auxiliary funds, etc).  Foundation funds and agency funds are exempt. • Pcard is best for making small-dollar catering purchases (less than $1000). • Process “entertainment” expenses through the Foundation. • Alcohol purchases must be processed through the Foundation, unless the alcohol is for a reception that was paid for by the participants (DLPE courses, for example). • On-campus events must comply with the Auxiliary Services catering policy, including use of an authorized caterer for all events over $200. More information regarding the Food/Group Meal policy: http://www.procurement.gatech.edu/foodpolicy.php

12. Campus Resources Ramblin’ Reck – History • Came to campus in 1961 and has served as the official school mascot since then. • Only one official Ramblin’ Reck, maintained by students in Ramblin’ Reck Club

13. Campus Resources Ramblin’ Reck – Scheduling • We try to give priority to Georgia Tech student and Institute events over other functions (weddings etc.) • Typically, there is no charge for reasonable on-campus Georgia Tech events • Events such as Commencement, Convocation, and all home football games are always attended by the Reck, so please plan accordingly

14. Campus Resources Ramblin’ Reck – Contact Information • Email Address • driver@reckclub.org • One driver (Georgia Tech student) is elected for the year and is responsible for scheduling and attending all events. • Website • www.reckclub.org/reck • Online request form that is helpful in scheduling to make sure that all required information is received.

15. Campus Resources Buzz Buzz would be happy to attend your next event and add some Yellow Jacket Spirit. If you would like to book Buzz, please return the information below to Mindy Hylton with GTAA Marketing & Promotions. The fee for Buzz is $100 per hour for Georgia Tech affiliated groups. All other events and parties are $200 per hour. When we receive your request, we will check Buzz’s schedule for availability. Once a Buzz has confirmed your event date, they will contact you directly for more details. BUZZ REQUEST • Date of Event: • Time frame of Event: • Time frame Buzz needs to be there: • Location/Address of Event: • Contact Name: • Contact Phone Number & Fax: • Contact E-mail: Contact: Mindy Hylton Email: mhylton@athletics.gatech.edu Web: http://ramblinwreck.cstv.com

16. Campus Resources Georgia Tech Police Department The Georgia Institute of Technology Police Department (GTPD) is a fully operational state agency devoted to the protection of the campus, its students, faculty, staff , and visitors. GTPD’s mission is to strive for excellence and integrity in providing a safe and secure environment for the Georgia Tech community. Contact:Sgt. Archie Hill Email: archie.hill@police.gatech.edu Web: www.police.gatech.edu

17. Campus Resources Student Center The 24-hour Student Center and Stamps Student Center Commons includes an expansive array of essential services that are designed to improve campus life. Fourteen bookable spaces  500 person Ballroom  On-Call Guest Service Manager  Central Location  Advertising opportunities  Great Georgia Tech Rates Contact: Jonathan Etress Email: jonathan.etress@gatech.edu Web: www.studentcenter.gatech.edu

18. Campus Resources Sympathetic Vibrations Sympathetic Vibrations (SympVibes) is an all-male a cappella group. SympVibes perform for various Georgia Tech and private events, as well as hold their own concerts at various campus venues each semester. How Far We've Come (Matchbox 20) Contact: Shawn Skolky or John Zelek Email: business@sympvibes.com Web: http://sympvibes.com/

19. Campus Resources Ferst Center Located in the heart of the Georgia Tech campus, the Ferst Center was conceived as a brilliant showcase for the presentation of concerts, lectures, dance, film, and theater. This state-of-the-art facility houses an auditorium of 1,159 seats and features a proscenium stage, orchestra pit, and theatrical lighting and sound systems. It is designed to provide a wealth of diverse and enriching opportunities for both Georgia Tech and the greater Atlanta community. Contact: Chris Dreger Email: chris.dreger@arts.gatech.edu Web: www.ferstcenter.gatech.edu

20. Campus Resources Student Alumni Association SAA delivers a balance of college life and real world preparation by offering each and every student new experiences outside the traditional classroom through personal connections with Tech alumni. Contact: Catie McCoy Email: catie.mccoy@alumni.gatech.edu Web: http://gtsaa.com

21. Campus Resources G.I.F.T.E.D. G.I.F.T.E.D. stands for God's Influence Flowing Through Every Disciple, and their total purpose is to worship God, praise God, and spread God's wonderful Word and Salvation. It is the vision of G.I.F.T.E.D. Gospel Choir to bring together the entire Georgia Tech community by joining all sexes, races, and cultures on one accord in praise going 'Beyond Perfection' in everything that we do. Contact: Tiffany Troutman Email: gifted.vicepresident@gmail.com Web: http://cyberbuzz.gatech.edu/gifted/

22. Campus Resources Printing and Copying Services Printing and Copying Services (PCS) is equipped to meet a wide range of printing related needs from black and white copying to multi-color printing of letterheads, envelopes, business cards, forms, newsletters, brochures, and more. Applying continuous quality improvement techniques throughout the production process, we strive for excellence in quality and service with each and every job we process. Contact: Bill Georgia, Natacia Jackson Email: bill.georgia@oit.gatech.edu Web: www.pcs.gatech.edu

23. Campus Resources Communications & Marketing Georgia Tech Communications & Marketing is the Institute's full-service, in-house marketing and communications resource. Communication & Marketing’s purpose is to promote the Georgia Institute of Technology's brand identity and provide professional communications and marketing support to the Georgia Tech campus. Contact: David Arnold Email: david.arnold@comm.gatech.edu Web: www.gatech.edu/comm

24. Campus Resources Parking & Transportation Services Parking & Transportation Services’ vision is to be the most customer friendly parking and transportation operation in higher education. Our mission is to promote and enhance the quality of life and safety on the Georgia Tech campus through the delivery of superior parking and transportation services. Contact: Debraca Shelton Email: debraca.shelton@pts.gatech.edu Web: http://pts.gatech.edu

25. Campus Resources Conference Services Georgia Tech Conference Services is your conference's connection to all that Georgia Tech and Atlanta have to offer! We provide a full-line of conference and event services including summer residential housing and one-stop-shop ease. We also offer assistance with transportation, parking, dining, meeting spaces and conference program coordination. Contact: Jennifer Beattie Email: jennifer.beattie@conference.gatech.edu Web: www.conference.gatech.edu

26. Campus Resources Conference Services Services AvailableProgram Types Summer Residential Housing Intern Lodging Programs One-Stop-Shop Extended Lodging Program Availability Youth & Adult Education Sports

27. Campus Resources Nothin’ But Treble Nothin’ But Treble, Georgia Tech’s all female a cappella group, was founded in 1998 by Dipika Jain as part of the Georgia Tech A Cappella Club. All of the music in Nothin’ But Treble’s growing repertoire is arranged by a current or former member of the group. Contact: Bethany Hatcher Email: business@gtnothinbuttreble.com Web: www.gtnothinbuttreble.com

28. Campus Resources Nothin’ But Treble

29. Campus Resources Disability Services • Ensure registration materials include information on who to contact if an accommodation is needed • Check with presenters or other meeting participants in advance to determine if they may require any special accommodation • Consult with HR if you have questions or need assistance related to an accommodation request • Ensure your staff can respond properly to basic accessibility questions and that they remain flexible and responsive in case of the unexpected Contact: Thomas Vance Email: thomas.vance@ohr.gatech.edu Web: www.ohr.gatech.edu/ers/disability

30. Campus Resources Sample Accessibility Statement Disability Accommodations and Services: If you need a disability-related accommodation or wheelchair access information, please contact __________(name or office) at phone:___, fax:______, or email_______. Requests should be made by ____________(date, preferably two weeks in advance of the event).

31. Campus Resources Glee Club The Georgia Tech Glee Club formed as an all-male group in 1906, making it the oldest student organization on campus. In recent years, the Glee Club has performed at prestigious events both at Georgia Tech and throughout the Atlanta community and has traveled to locations such as New York City, Hawaii, and the UK, spreading what it means to be a Ramblin' Wreck and a helluva engineer! There is Nothing Like a Dame Contact: Simon Reiter Email: gleeclub_officers@lists.gatech.edu Web: www.gleeclub.gatech.edu

32. Campus Resources School of Music The Georgia Tech School of Music strives to transform traditional academic and conservatory instruction and performance to an environment that combines innovative research and technology with the art of music. GT Choral Groups Contact: Amy Bonecutter Email: amybonecutter@gatech.edu Web: www.music.gatech.edu

33. Campus Resources Risk Management Insurance & Claims Management is charged with the responsibility of protecting the Institute's assets and resources by minimizing the adverse effects of accidental loss. Please submit the following Special Events Questionnaire within thirty days of your event: http://www.procurement.gatech.edu/risk_forms.php Contact: Tom Provancher Email: tom.provancher@business.gatech.edu Web: www.procurement.gatech.edu/risk.php

34. THANK YOU FOR COMING! QUESTIONS? events@comm.gatech.edu