EVENT PLANNING TRAINING 2014 Understanding How To Properly Plan An Event and Reserve a Space Through Reservit Training for Organization Vice Presidents, Secretaries, Event Planners, Etc. 09/08/14

EVENT PLANNING TRAINING 2014 The SAIL Office, in conjunction with Campus Services (Conference & Events Office) will be working more closely with student organizations to deliver quality service and educational opportunities related to student organization event planning and execution.

EVENT PLANNING TRAINING 2014  NEW!  The SAIL Office will be working with all student groups to plan their events!  Beginning September 1, 2014, student groups will need to work with SAIL staff to reserve space for events.  Student groups with existing reservations will be contacted by the SAIL Office to discuss/plan their events in advance.  The MyOrgs system will be the vehicle that drives all planning discussions.  MyOrgs Event Planning Form – NEW this semester.

An Idea Forms Who is your audience? Secure funding for event if necessary. (Follow process…) Reserve Space in Reservit! Code it correctly! What space is available? Do you have a rain site if necessary? What are you going to do? Where is it going to be held? When is the event? Why are you doing “it”? What type of publicity will you be using? Who’s creating it? Allow at least 2 weeks if Campus Design… Publicity Create a timeline for your campaign. What else is happening on campus that you would be competing against? What is the purpose of this event? What are you hoping is the outcome? Are you utilizing Food Service? What are you ordering? Who’s working the event? HOLD EVENT Clean up after event Send follow up thank you notes to those who assisted. What supplies do you need? Make sure they are approved by SAIL and/or Housing before hanging. EVENT PLANNING TRAINING 2014

 PERFORMER CONTRACTS  What are they?  Must be completed prior to the event (at least 1 week in advance)  CANNOT be signed by a student…only the SAIL Office!  Vendor Forms need to be submitted in advance for payment.  Performer needs to understand that we are Net 30 for payment  5.25% performer withholding ARE YOU PLANNING TO HAVE ENTERTAINMENT?  DJ’S ARE CONSIDERED PERFORMERS!  IF PERFORMERS ARE UMASS DARTMOUTH STUDENTS, WE UTILIZE STUDENT EMPLOYMENT.  The SAIL Office does not have a large checkbook in the office!

EVENT PLANNING TRAINING 2014  CHARTWELLS CATERING MUST BE USED/CONSULTED IN ADVANCE  Exclusivity contract for campus food services  Waivers for food may be granted but are NOT guaranteed! You cannot go into a discussion with food service demanding a waiver.  CaterTrax! ARE YOU PLANNING TO HAVE FOOD AT YOUR EVENT?  UNDERSTANDING POTLUCKS AND BAKE SALES

 Buses – University contracts with Tremblays in New Bedford  Acknowledgement from company must be faxed to Barbara ( )  Make sure that Organization and contact name are on the fax  TRANSPORTATION IS YOUR GROUP PLANNING A TRIP OFF CAMPUS?  What are they and why do we have them??  Where can they be accessed?  Must be done in advance of the trip and be on file in the SAIL Office.  RISK AND RELEASE FORMS EVENT PLANNING TRAINING 2014

UNDERSTANDING RESERVIT  YOU CURRENTLY HAVE ACCESS TO REQUEST SPACE RESERVATIONS.  EACH EVENT TYPE CARRIES A PRE-ASSIGNED TIMELINE TO THE EVENT  YOU MUST HAVE YOUR ORGANIZATION SPEEDTYPE NUMBER TO MAKE THE RESERVATION.  Planning for an event…plan ahead  Account for set up and take down times  BE AS CLEAR AS POSSIBLE IN YOUR REQUEST FOR SPACE AND RESOURCES  How is the space to be set up?  What do you need in terms of services?  Tabling is its own category!  RELEASE YOUR SPACE IF YOU ARE NOT PLANNING TO USE IT!  BE HONEST IN YOUR REQUEST!

EVENT PLANNING TRAINING 2014 THINGS TO THINK ABOUT/REMEMBER…  You do not set the number of staff needed, so budget accordingly or ask!  HOW MUCH IS THIS EVENT GOING TO COST AND DO YOU HAVE THE FUNDS?  Tech Costs ($20 per hour per person)  Custodial ($30 per hour per person)  Public Safety (When planning budget use $40 an hour per officer (4 hour min.) )  IF MONEY IS EVER CHANGING HANDS YOU ARE REQUIRED TO HAVE AN OFFICER!  YOU MAY BE REQUIRED TO HAVE EMS AT AN EVENT IF THERE IS AN INHERENT SAFETY RISK. THAT IS DETERMINED BY PUBLIC SAFETY.  Food costs??  IF YOU ARE HOSTING AN EVENT THEN YOU (AND/OR YOUR ORGANIZATION) SERVE AS THE ON SITE MANAGEMENT FOR THE EVENT.  Serve as the conduit between University and guests  Responsible for guest behavior  Responsible for communicating with University staff/Public Safety  Responsible for controlling the logistics for the event

EVENT PLANNING TRAINING 2014 EVENT PROMOTION/PUBLICITY  We offer both large format printing (banners) and copier services  For large format you need to meet the following requirements:  At LEAST one (1) week lead time  Correctly sized.pdf file of banner  Organization speedtype (account #)  For copier services you need to meet the following requirements:  Work must be print ready (correctly sized, laid out, etc.)  Preferably.pdf file (Does everyone understand why?)  Organization speedtype (account #)  Printing will be done daily between 3-5pm and available for pickup the next Business day beginning at 8:30AM.  We are currently working on an electronic submission form for print jobs, but in the meantime please a.pdf file to the SAIL Office.  SAIL OFFICE PRINT SERVICE

EVENT PLANNING TRAINING 2014  PRICING  Current pricing is $0.42 per color copy, and $.09 per B&W…not size dependent.  Sidewalk chalking is currently not permitted  HELPFUL REMINDERS  We recommend two waves of promotion for events (2 weeks/1 week)  10% Rule for promoting events  Student Org. Banner pricing is $30 for up to 3’x5’ banner on Matte and $45 on Glossy.  As cliche as it is...”Think outside of the box!”  What are you currently doing to promote your events?  What is the most effective form of promotion for your events?  Posters, etc. must be stamped! (SAIL vs. Housing Office)

EVENT PLANNING TRAINING 2014  RIGHT OF REFUSAL  The SAIL Office reserves the right to refuse printing or “approval stamping” on designs that may be deemed inappropriate, offensive, or outside the standards of the UMass Dartmouth community.

EVENT PLANNING TRAINING 2014 Questions?

EVENT PLANNING TRAINING 2014