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Introduction to Event Planning

Introduction to Event Planning. How to plan a successful event at Hofstra University ... Return signed form to Event Management Office to confirm your event ...

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Introduction to Event Planning

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    Slide 1:Introduction to Event Planning

    How to plan a successful event at Hofstra University

    Slide 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

    Slide 3:Locations

    Ideal and Alternate South Campus and North Campus Indoor and Outdoor Parking needs

    Slide 4:Date

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

    Slide 5:Academic Calendar Dates for 2004-2005

    Fall Semester- Sept 7-Dec 10 Fall Semester Finals - 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

    Slide 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

    Slide 7:Times

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

    Slide 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

    Slide 9:Audio Visual Services

    Format- presentation, panel discussion, lecture, instruction or interactive group Consult with Event Management or the website about available facilities and services

    Slide 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

    Slide 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

    Slide 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

    Slide 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

    Slide 14:Have a Plan

    Meet with the Office of Student Activities Promote your event Work with your advisor Contact Event Management with questions

    Slide 15:Find Events at Hofstra

    Daily event schedule Visit the Hospitality Center Contact Office of Student Activities

    Slide 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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