meeting with success! at hofstra university from the office of event management
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Meeting With Success! At Hofstra University
From the Office of Event Management
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Space
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
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When You Choose
Outdoors - Have an alternate date or location
Space for food service Parking needs Number attending Plan early Know about other
major events
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Also Remember
Consider the Academic Calendar
Audience availability Day of the week Time of the day University Relations
and Public Safety for VIP Guests
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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
Extra time for decorating and clean up
Type of service and amount of time needed
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Audio Visual Services
Consult with Event Management or the website about available facilities and services
Speak with AV manager for special requests, changes, use of room for best sound, and visual effects
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Contact Person
Knows the arrangement needs Set ups, Registration table, sound and video to address the
audience, hospitality (water for speakers, name cards, chalk or markers), time needed before and after, signs
Knows the needs of presenters Deadlines: order equipment 1 week ahead (so talk about it 2
weeks ahead), ask about type of presentation, audio visual needs, copying services, storage of items, lighting, preferred set up of room.
Knows the needs of the audience Travel directions, parking, restrooms, information (before,
during, after), special guests, public, students
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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
facing front Banquet- round tables with chairs Conference- chairs around table(s) Lecterns, easels, flags and banners,
table skirts and cloths, dividers
Speakers needs Back of room is where door is Placement of food
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Billing Information
No charges for meeting rooms Moving of items, rearrangement of furnishings,
clean up on weekends, very early start may require charges
Hofstra Dining Services charges your budget directly
Discuss your alternatives with Event Management staff
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Academic Calendar Dates for 2004-2005
Sept 7 – Dec 10 Fall Semester (Dec 13-18 Finals)
January Session- Jan 3-24
Jan 26 – May 13 Spring Semester (May 14-20 Finals)
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2004-2005 University Holidays
Thanksgiving – 11/25-11/26
Christmas/New Year’s – 12/23-1/2
Martin Luther King Birthday – 1/17
Good Friday – 3/25 Memorial Day –
5/30
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Office of Event Management
University Organization Contact Form
Student Organization Room Request Form (with Student Activities, Advisor, Public Safety signatures)
Hofstra University Reservation Request Form (sign and return)
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Classroom Use Requests November for Spring
(Feb-May) July for Fall (Sept-Jan)
CourtesyNoise Rearranging roomsKeep it neat
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Promoting your event
Meet with the Office of Student ActivitiesUse Broadcast Bulletin, Hofstra
Chronicle, Info Channel, Signs, Flyers, Eye on Events Newsletter
Reach your audience
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Timeframe for planning
Up to one year- reserve spaceSubmit for OSA approvalOne week ahead for food ordersOne week ahead for final review and
confirmation of all arrangementsUp to one week after for review and
changes for future events
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Find Events at Hofstra
Daily event scheduleVisit the Hospitality CenterContact Office of Student
Activities
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Step By Step
Contact Information
Choose contact people by June 1st of the previous year.
Complete Contact Form when changes occur.
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Complete the Student Organization Room Request Form and return to the Hospitality Center, Room 112 Student Center at least 5 business days prior to the event. Allow 10 business days for large and outdoor events, multi day events or locations outside of the Student Center.
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Pick up Hofstra University Reservation Request Form, complete and return to Event Management/Hospitality Center at least 5 business days prior to the event with furniture and audio-visual requirements.
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Work Requests, for moving of furniture and equipment or any electrical, telephone, carpentry or trucking needs, will be coordinated by the Associate Director of Student Activities.
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Meet with Event Management If a space or date is not available on the
day/time you request (Event Management will contact you)
Help with planning and information about rooms and equipment. Office hours are 8:30am until 5pm Monday through Friday.
To verify confirmed events (yours and other groups).
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Visit us
The Office of Event Management
Hospitality Center Student Center room 112
8:30am – 11pm Monday thru Thursday8:30am – 9pm Friday
9am – 5pm Saturday and SundayTelephone x36925
On the WEB: www.hofstra.edu/OEMwww.hofstra.edu/OEM