Training Your Staff, Faculty, and Students to Use Your Internal Event

Planning System

Michele Eicher WhitesideEvents and Technology Manager

mwhitesi@richmond.eduwww.richmond.edu

MRC Modlin

LAW JAC

Athletics

Events Office

Registrar

Catering MediaServices

Setups HVAC

DhallCommons

Setup

Police Housekeeping

Information Going Into R25

Information Leaving R25

Before You Call/Email/Form

• Choose a date• Choose a location• Choose extras

– Food– AV Equipment– Setup– Linen

• Choose an alternate date

• Choose an alternate space

• Be Creative – Food

– AV

– Setup

UR’s Clearinghouse IdealCustomer

Reservation Form Conf Reserv. Form

Events Office Summer Conf

Forward to appropriate scheduler R25

Notification PolicyFood Services

Media Services

R25

Scheduler Completes Event

Confirmation Report

Operations

Report

HVACHousekeepingPolice Landscaping

Customer

WebViewer

Events Office

Catering vs. DhallCatering• Served Meals• Buffet Meals• AM/PM Breaks• Receptions• Continental Breakfast

DHall – Dining Hall• Box Lunches • Box Dinners• Carryout Items• Drop Offs• Linens• Coke Products• Back-up when Catering not

available

On-Line Calendarhttp://urevents.richmond.edu

• View available space– Check before you place your request

• View competing events– Are there other events for the same audience?

• Complete an Online Reservation Request• Find the Approved Vendor List on the

Events Website

Who you gonna’ call?• Events Office

– Carla x8160– Michele x8172– Liz McCann x8807

• Jepson Alumni Center– Rick x8544

• Modlin Center– Dana x6601

What information is needed?• Name of event• Name of organization• Name of contact• Date/s• Time• Space/s• Equipment – tables, chairs, AV• Food – will do own or need Catering• Publish to calendar

Who not to call…just yet• Catering• Food Services• Media Services

• Facilities• Police

Once service providers have approved requests and client has received confirmation, the service provider will call the client for further details.

The more details the Events Office receives on the front end will help service providers in the process.

New/Updated Spaces• Weinstein Recreation Center

– Courts– Gameroom

• THC 346– LCD Projector installed in ceiling

• Keller Hall Reception Room – Wired for Sound– Drop Down Screen– LCD Projector with DVD and VCR

TIPS• Pick a name for your event• Be aware of important campus events• Be Aware of heavy use times

– Anything after 7pm– Tues nights

• Be aware of parking issues• Be aware of Community Events • Signage is always a good idea• Tables are “naked”• If all else fails – call the Events Office

More Tips

• Please remember that if you are not going to use a space…CANCEL

• There is always someone waiting for an available space

• If you are hosting an outside group – please let us know the following– Will the outside group be paying the bill– Contact and address information for group

Outside Groups & Insurance

• Outside groups are required to supply an $2M Insurance Certificate listing the University as an “Additional Insured”

OR• TULIP Coverage is a special liability coverage

for events that is priced very reasonably.

Important Campus Dates• Freshmen Orientation Aug 22 - 26• Family Weekend – Sept 28 - 30• Fall Break - Oct 12 - 16• Homecoming/Richmond Council - Nov 2- 4• Sorority Recruitment – Jan 14 - 20• Inauguration/Reunion Weekend – April 11-13• Admissions Preview Days – March 19, 28• Admissions Open Houses – April 7, 19• Graduation - May 11

Important Religious Holidays

Cannot schedule “events” on these dates – only organization-specific meetings

• Rosh Hashanah • Yom Kippur----------------------------------------------------• Good Friday• Easter

Other Important Dates• Any Trustees’ Weekend• Summer Camps/Conferences May-July• Preparation for Returning Students

August 1 – 20 • Remember to visit the Events Office Website for an

up to date list of Important Upcoming University Weekends

http://univservices.richmond.edu/events

What’s Happening? Events 2006 - 2007

Comparison

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July

Septe

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Novem

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Janu

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Mar

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Month

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2005-2006

2006-2007

Popular Spaces Playing Hard to Get

• Tyler Haynes Commons• Brown Alley • Modlin Center• Jepson Alumni Center• Any Classroom• Keller Hall Reception Room• Robins Center Arena

Classroom Policy• First & foremost classrooms are for academic use• Registrar releases classrooms after ALL schedules

are finished– December for Spring Semester– Late April for Summer– Late August/Early Sept. - August for Fall Semester

• Add/Drop – Registrar cannot release classrooms for events during this time until 24 hours in advance

Space Relationships

• Haynes Room - the Pier - Gameroom• NCRR – Perkinson – Greek Theater• WH Green – NC Classrooms –

Camp Concert Hall• Chapel – Forum – Science CenterThese are usually never scheduled at the same

time because of noise concerns.

Things to Know

• EVERY SPACE IS RESERVABLE• Most rooms you will need to pick up a key from the

Events Office• There are only 5 men on the setups crew to handle

all events, office moves and special projects• Not all locations are approved for alcohol

• Certain spaces MUST have an advisor present

• Henrico County and the City of Richmond has a noise ordinance for outdoor areas– 11:00pm on Weekdays & Weekends

• Noise guidelines for KHRR and NCRR– 11:00pm weekdays– 12midnight weekends

• If you use an Outside Caterer – they MUST be on the approved vendor list

• Keep spaces as you found them– Classrooms– If notice is put up about setup

• Can lose ability to reserve space - STUDENTS– Violation of noise guidelines– Damage to room– Improper use of room– Misrepresentation of event

• If you cancel your event or space you are “tentatively” holding PLEASE call the Events Office

Food Waiver Request• Must be filled out if any of the following

applies:– Potluck – bring to share– Pickup or Carryout from restaurant/grocery– Outside Caterer/Vendor– Fundraiser – selling of food items– Donations – any donated food– Give-a-ways – includes candy at tables

EXTRAS• Rental on certain spaces on campus

– Univ Club – based on membership status– Locations used for “private” functions (will be

charged Sales Tax)• Charges for Overtime

– Extra Setup– AV Needs– Facilities staff (Housekeeping, Electricians,

Landscape)

• Charges for Damages/Special Clean Up • Modlin Center

– $250 Standard Fee for Theaters– Additional Costs for Ushers, Technical Staff,

Draped Tables, Box Office Services

• Police Coverage – Parking Assistance– Supervision of events with alcohol

• Video Taping Charges

Other Important Dates Students

• Study Days– Students can only meet for 1 hour on a study day

unless permission is granted by VP-Student Affairs• Exam Days

– No student organization meetings/events can happen during exam days unless permission is granted by VP-Student Affairs

Publicity - Students

• Campus Wide Calendar• Banners in the Commons• Channel 16• SpiderBytes• Flyers

Tips for Staff/Faculty

• If you are hosting an outside group – please let us know the following– Will the outside group be paying the bill– Contact and address information for group

• Outside groups may be required to supply a $2M Insurance Certificate listing the University as an “Additional Insured”

Other Important Dates Staff/Faculty

• Steam Plant Shutdown – week after grad• Summer Camps/Conferences May-July• Preparation for Returning Students

August 1 – 20 • Any Trustees’ Weekend

Campus Wide Calendar

• One Calendar • Driven by R25 which is the campus wide

scheduling software• 2 Different Views

– Off Campus– On Campus

What type of info can be published?

• Any event on campus• Any event OFF campus

– UR Community Service Day– Ring Dance

• Any general information the public needs to know – Dates for Family Weekend– Dates of University Breaks

Information you can include

• Description of the event• Web sites related to the event• Contact Information• Rain location Info• Where to buy tickets

Other Features• Locations

– Pictures available for most spaces– List of features of the room

• Events Office link• Local Accommodations link• Events by Date

– Can download events to your Outlook calendar or PDA

What is Not Published? On Campus

• Anything one has to be INVITED to– Classes– Meals

• President & Advancement Office Events• Honor/Judicial Council Hearings• Overnight Guests

What is Not Published?Off Campus

• Anything one has to be INVITED to• Student Only Meetings• Overnight Guests• Campus Only Events**Only events published to the world are events

that any person off the street can attend

Frequency of Workshops

• Offer 2 days at different times• Staff and Faculty

– August– January (depending on staff turnover)

• Student Organizations– 2nd Week of School– Mid-January (depending on # of new groups)

Other Participants• Staff/Faculty

– Alcohol Policy in-depth– Food Services – Taxes and Insurance Issues

• Students– New Events Staff– Student Activities

• Budgets and Important Forms– Collegiate Licensing– Weinstein Recreation & Wellness

Publicity for Workshops• Spider Bytes – multitude

– Campus-wide email listserv– Separate ones for Student v. Staff/Faculty

• Flyers – obnoxious colors• Personal Invitations

– Calls to those clients who “need” to attend

• Channel 16• Banners in the Student Commons

How to get participation

• Staff and Faculty - Reward– Food– New Information

• Students – Fear– Cannot reserve space unless attend mandatory

meeting– “Big Sister”