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Introduction to Event Planning

Introduction to Event Planning. How to plan a successful event at Hofstra University. Popular Spaces for EVERYONE. Meeting Rooms- Student Center , Axinn Library Outdoor spaces- Quads on South Campus (limited use)

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Introduction to Event Planning

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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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