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Event Planning Guide at Hofstra University

Discover popular event spaces, scheduling tips, catering services, and more at Hofstra University. Find ideal locations, academic calendar dates, and contact information for hosting successful events. Learn about room arrangements, audiovisual services, and event management procedures. Get ready to plan your next event at Hofstra seamlessly.

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Event Planning Guide at Hofstra University

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  1. Introduction to Event Planning How to plan a successful event at Hofstra University

  2. Popular Spaces for EVERYONE • 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. Locations • Ideal and Alternate • South Campus and North Campus • Indoor and Outdoor • Parking needs

  4. Date • Academic Calendar • Best time for your audience • Location availability • Outdoor events- alternate date or location • Day of the week

  5. Academic Calendar Dates for 2004-2005 • Fall Semester- Sept 7-Dec 10 • Fall SemesterFinals- Dec 13-18 • January Session- Jan 3-24 • Spring Semester- Jan 26-May 13 • Spring Recess – 3/23-4/3 • Spring Semester Finals - May 14-20

  6. 2004-2005 University Holidays • Thanksgiving – 11/25-11/26 • Christmas/New Year’s – 12/23-1/2 • Martin Luther King Birthday – 1/17 • President’s Day – 2/21-2/22 • Good Friday – 3/25 • Memorial Day – 5/30

  7. Times • Be flexible • Day vs. Evening • Length of time needed • Other concurrent activities • Class schedule • Adequate parking for your event participants

  8. 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 • Add extra time for decoration and registration of guests and after the event for cleanup

  9. Audio Visual Services • Format- presentation, panel discussion, lecture, instruction or interactive group • Consult with Event Management or the websiteabout available facilities and services

  10. Room Arrangements • Use the Event Management website For Diagrams of set ups • Theater- rows of chairs facing front • Classroom- rows of chairs and tables • Banquet- round tables with chairs • Conference- chairs around table(s) • Lecterns, easels, flags and banners, table skirts and cloths, dividers

  11. Find the Place and Schedule the Space • Event Management Office- Complete Reservation Request form and/or New Contact form • Pick up Room Assignment form • Go to Student Activities Office in Room 260- Get signatures of Advisor and Student Activities • Return signed form to Event Management Office to confirm your event

  12. Classroom Use • Requests for classrooms In November for Spring Semester (Jan- May) In July for Fall Semester (Sept- Dec) • Noise • Rearranging rooms • Be courteous • Keep it neat

  13. Contact Information • One point of contact for each event • 2 contacts for each group • Email address and cell phone number • When sponsoring an event Hofstra sponsors Hofstra makes arrangements Hofstra budget number is needed

  14. Have a Plan • Meet with the Office of Student Activities • Promote your event • Work with your advisor • Contact Event Management with questions

  15. Find Events at Hofstra • Daily event schedule • Visit the Hospitality Center • Contact Office of Student Activities

  16. Hope to See You Soon  The Office of Event Management In the Student Center room 112 8:30am – 11pm Monday thru Thursday 8:30am – 9pm Friday 9am – 5pm Saturday and Sunday Telephone x36925 On the WEB www.hofstra.edu/oem

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