introduction to event planning how to plan a successful event at hofstra university
Post on 20-Dec-2015
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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
Locations
• Ideal and Alternate
• South Campus and North Campus
• Indoor and Outdoor
• Parking needs
Date
• Academic Calendar• Best time for your
audience• Location availability• Outdoor events-
alternate date or location
• Day of the week
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
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
Times
• Be flexible • Day vs. Evening• Length of time needed• Other concurrent
activities• Class schedule• Adequate parking for
your event participants
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
Audio Visual Services
• Format- presentation, panel discussion, lecture, instruction or interactive group
• Consult with Event Management or the website about available facilities and services
Room Arrangements• Use the Event Management
website For Diagrams of set upsFor 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
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
Classroom Use• Requests for Requests for
classroomsclassrooms In November for Spring
Semester (Jan- May)
In July for Fall Semester (Sept- Dec)
– Noise
– Rearranging rooms
– Be courteous
– Keep it neat
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
Have a Plan
• Meet with the Office of Student Activities
• Promote your event
• Work with your advisor
• Contact Event Management with questions
Find Events at Hofstra
• Daily event schedule
• Visit the Hospitality Center
• Contact Office of Student Activities
Hope to See You Soon
The Office of Event Management
In the Student Center room 1128:30am – 11pm Monday thru Thursday
8:30am – 9pm Friday9am – 5pm Saturday and Sunday
Telephone x36925
On the WEB www.hofstra.edu/oem