Montana State University Billings Extended Campus Special Events Planning Worksheet

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1 Montana State University Billings Extended Campus Special Events Planning Worksheet Contact Information Contact Name Title Company/Organization Address City, State, Zip Phone Fax Additional Contact Information Event Information Event Title Topic Event Type Date(s) Time(s) Number of Participants Number of Staff Number of Rooms Minimum Participants Maximum Participants Budget Registration Fee Discount Effective until Event Description (used for registration page) Event History Information concerning past events: Date(s) Venue City State Number in attendance Event Presenters Name Honoraria Travel Lodging Speaker needs Presentation Type

2 MSUB Extended Campus Contracted Services Planning and Event Development Individualized consulting, planning, and event execution Attend and advise at meetings as necessary: meeting agendas and note taking Develop timelines and implementation process Handling of site changes and special needs as necessary Manage all processes to ensure adherence to university policy and procedure Administer call for papers/abstracts submission process and recruit speakers and trainers Coordinate with planning committee to develop evaluation tool Budget Development Prepare customized budgets Establish accounts for deposits and disbursements Manage financial operations including payment of expenses and reimbursements for presenters Monitor budget expenditures Process participant refunds as defined by individual refund policy Provide final event summary of all transactions Marketing Advise planning committee on design and implementation of marketing strategies Identify mailing lists for distributing resources Arrange design, printing, and mailing of event reminders, and brochures Other promotional materials Website design & Support Manage publicity and media relations Respond to written, phone, and ed requests for event information Registration Arrange registration fees Design a secure event registration form Provide customer support for registration questions Maintain a customized registration database Provide personalized acknowledgement for each registration with a confirmation payment receipt Prepare final registration roster Management of Exhibitor registration Coordinate on-site registration including walk-ins, and on-site payments Distribution of nametags and other event materials Materials include Materials and Supplies Coordinate design and production of event materials (posters, t-shirts, etc.) Coordinate/Create event program booklet or participant packet Assemble registration packets Prepare event signage (list what needed) Reproduce speaker handouts or include in event program booklet (electronic or paper) Coordinate supplies needed for event or notify participants of needed materials for event Supplied Needed 2

3 Speaker/Presenter Support Coordinate travel arrangements Contracting and/or compensation negotiations Management ETF/MSUB Payroll process for instructor/facilitator pay Confirm audio visual needs and requirements A/V Needs Create speaker bio(s), session notes, and descriptions to create comprehensive marketing and program materials Coordinate distribution of all presentations, handouts, or other event materials to participants Manage ETF/MSUB Payroll process for instructor/facilitator pay Management and purchase of Honorariums Facilities Management Schedule meeting rooms and coordinate room setups, including a/v requirements Coordinate catering arrangements; select menus and manage delivery details Coordinate and manage lodging accommodations Prepare detailed event schedule and confirm all logistical arrangements with facility Arrange for parking at event/validating downtown parking Providing Academic Credit or CEUs Research requirements for each CE agency and obtain application or submission guidelines Coordinate application submission to the appropriate agencies to obtain approval for CE credits (Content and objectives to be prepared by the planning committee) Distribute CE certificates, to the extent possible, on site; mail the remaining to participants Ensure approval of evaluation tool by appropriate entities (Evaluation tool to be prepared by planning committee) Prepare and distribute final reporting packets required by CE agencies - evaluation results, speaker handouts, sign-in sheets, etc. Types of Units/credits: On-site Services Arrange and manage speaker/presenter, exhibitor, and participant hospitality Provide technical support for A/V equipment Management of exhibitor setup needs/layout if appropriate Post-event Services Collect and compile detailed statistics for event categories Categories Include Coordinate and distribute thank you letters to speakers, panelists, facilitators, and event staff Coordinate and analyze participant evaluation summaries Solicit and analyze event staff, suppliers, facility personnel, and speaker/presenter feedback Create a final event summary report 3

4 Meeting Space General Session Date Time Location Room/Setup (e.g., classroom, Number of theatre, conference, etc.) people requirements Meal (e.g., cont. Reserved/ breakfast, break) Type of Session Breakout Rooms Date Time Location Room/Setup (e.g., classroom, theatre, conference, etc.) Number of people requirements Meal (e.g., cont. breakfast, break) Reserved/ Exhibit Space Date Time Location Table Setup (e.g., 8 tables or pipe and drape) Number of exhibitors needs Electricity/ Internet needs Reserved/ Lodging Hotel Accommodations Residence Halls Location Check-in date Check-out date Rooms Reserved Type of accommodation Rate Reserved Close Out Date Direct bill Payment Method: Individual reservation 4

5 Food and Beverage Contact Dates: University-Rimrock Cafe Meals Breakfast Lunch Dinner Catered Meals Date Time Meal Type Requested Food Option Number of guests Alcoholic beverages Location Speaker/Forum needs Please list any dietary restrictions your group may have Special Events/Other Event Considerations Pre-Conference Workshop Services Services include Recreational activities Activities include Coordinate community events and tours Transportation services University promotional items/giveaways University resources required (ex. Labs, library, computer access codes) Resources Coordinate volunteer recruitment/community Involvement Volunteer needs Coordinate event sponsorship Contracting Special Services Services Requested Coordination of International Travel to USA Other Event Information/Notes 5

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