Planning an Event at Dalhousie University. Tips, tricks, and everything in- between

Transcription

1 Planning an Event at Dalhousie University Tips, tricks, and everything in- between

2 TABLE OF CONTENTS l Introduction...3 Introducing Conference Services... 4 Getting Started Planning an Event at Dalhousie University... 5 Planning Considerations... 7 Logistical Considerations...8 Overnight Guest Accommodation Requirements...11 Publicity and Media Considerations...13 Conference Planner s Checklist...14 Conference Planning Contact List...17 Meeting Room Layout...18 Notes Campus Photo Gallery

3 Introduction Dalhousie University is proud to host numerous special events on campus ranging from small meetings for 25 guests to large international conferences for up to Such events include: seminars, receptions, conferences, meetings, lectures and symposia. Why your event is important to us Each event that is held on the University s campus has an impact on Dalhousie s reputation as both an event destination and academic institution. Every event presents an opportunity for the University to engage with a diverse audience. It is important that all events hosted at the University provide each individual attendee with a positive experience. Why should I host my event at Dalhousie University? There are two main benefits to hosting an event at Dalhousie University; the appeal of one of Canada s leading universities and the coastal charm of Halifax, Nova Scotia. From a financial perspective, accommodation, meeting space, food services and audiovisual services are competitively priced to offer affordable event package options. 3

4 Introducing Conference Services Dalhousie University s Conference Services team offers professional support services to make your event a resounding success. We are here to assist you through the planning process of all stages of your event. Our current services include: coordinating meeting space bookings providing dining hall availability and rates and coordinating arrangements through the University s food services partner, ARAMARK coordinating custodial services, security services and event set- up/tear- down services providing general conference services and guidance on an as- required basis assisting with coordinating audiovisual services (through the on- campus supplier) conducting site tours of residence accommodations and meeting space venues one- on- one consultations prior to your event on- call assistance throughout your event (where applicable) Conference Services staff includes two experienced and professional event coordinators. The Meeting Space Coordinator is responsible for managing all meeting space bookings year- round. This includes all events that do not have a requirement for overnight residence accommodations. The Conference Manager is responsible for managing all events that include an accommodations component and are held on campus between May and August each year. The Conference Services office is open Monday to Friday from 8:30am- 4:30pm. Call us about your upcoming event. Let us help you to host a successful event and ensure that your guests have a positive, inspiring experience on campus. Conference Services Room 1024, Risley Hall Residence 1233 LeMarchant Street Halifax, NS B3H 4R2 Tel.: Fax: conference.services@dal.ca Web: conferenceservices.dal.ca 4

5 Getting Started Planning an Event at Dalhousie University There are several important decisions that need to be considered in the early stages of planning your event. o Who is your audience? Consider who you are inviting to your event and what their individual needs will be. For example, when considering overnight residence accommodations for conference delegates, will your delegates enjoy shared washroom facilities or would they prefer rooms with private washrooms? o o Choosing your event date. When choosing your event date, it is important to keep in mind the general availability of meeting space and accommodations on campus. The majority of meeting spaces are booked Monday to Friday during the academic year (September to April) as classroom space and some meeting rooms are booked year- round for classes. Generally speaking, most classrooms are available year- round in the evenings and on the weekends. During the summer months from May to August this flexibility increases to include daytime events. Choosing your venue. The venue(s) booked for your event will have a significant impact on guest overall satisfaction, comfort and their impression of the conference and the University so it is important to consider which venues are most suitable for your event and meet your individual guest requirements. Conference Services has the ability to book specific meeting rooms in advance of the academic timetable. For a listing of these spaces, please contact Conference Services directly. The advantage of booking this specific space is that Conference Services has the ability to confirm your booking years in advance. Some of the most popular meeting space options on campus for events include (not listed in any particular order): 1) The Marion McCain Arts & Social Sciences Building - Ondaatje Theatre 500 seat, tiered theatre with fixed tablet arm chairs Scotiabank Auditorium 250 seat, arc- shaped, tiered theatre with fixed tables and moveable chairs Lobby & Courtyard Open concept, two level space ideal for receptions, coffee breaks and/or conference registration Seminar/Break Out Rooms classroom style with non- fixed, non- tiered seating for up to 36 per room with tables and chairs Computer Labs non- fixed, non- tiered seating with varying capacities 2) The Kenneth C. Rowe Management Building Potter Auditorium 400 seat, fixed, tiered theatre 5

6 Lobby open space ideal for coffee breaks, receptions and registration area Room seat, arc- shaped, tiered theatre with fixed tables and moveable chairs Rooms 1007, 2009, 1011, 1014, 1016 capacities range from 58 to 80 per room with all rooms offering tiered seating with fixed tables and moveable chairs 3) Residence Space Howe Hall Cameron Dining Room: multipurpose room with round tables, non- fixed, non- tiered seating for up to 80. Risley Hall Meeting Rooms 1 & 2: boardroom that can accommodate up to people around a non- fixed boardroom. Rooms can be booked for one larger board room- style meeting or two smaller meetings when the divider is used. Shirreff Hall Victorian Lounge: furnished with Victorian- style antique furniture and suitable for a reception for up to 25. Tip: It is important to remember that meeting space rates include only the rental of the room. Additional cost considerations include: audiovisual services/equipment, pre/post event custodial, room set up/tear down labour, security services, bar services and catering. 6

7 Planning Considerations Contacts at Dalhousie. When planning an event at Dalhousie, an important consideration is how many contacts you may establish on campus. The number of contacts is greatly determined by the complexity of your event requirements. For example, the majority of clients work directly with ARAMARK Food Services for specific event catering requirements and Bar Services for alcohol service. Please see section Dalhousie University Event Planning Contact List for on- campus event contacts. In addition, there are four specific venues on the University campus that are booked and managed directly by their in- house reservations departments. These venues include: Student Union Building University Club Arts Centre (including the Rebecca Cohn Auditorium) Dalplex (including Wickwire Sports Field, Memorial Arena & Studley Gym) Conference management services. Services offered by the Conference Services office are identified on page 4. Please note that due to an increased demand for certain campus services and equipment during peak business periods, it may be necessary to outsource additional conference management services. If necessary, please ask the Conference Services staff for a referral to an external service provider. Suggested timeline for logistical arrangements. Depending on the scope of your event, typical logistical services include security, custodial, bar services, set up/tear down labour, catering and/or audiovisual. Although it is important to book catering and AV equipment shortly after you confirm your event on campus, the specific details for all of the above mentioned services can be confirmed a few weeks prior to your event especially if you anticipate ongoing and frequent changes. Further information regarding logistical arrangements is provided under Logistical Considerations. Booking and confirming all event services on campus. Conference Services will issue a contract for the following services, where applicable: accommodations; meeting space, ancillary services including security, room set up/tear down labour and custodial. Upon receiving the contract from Conference Services, please review, sign and send back with a deposit (when required) in order to confirm your booking at Dalhousie University. Separate contracts will be issued by Bar Services and ARAMARK (as well as for facilities not booked by Conference Services). Event Insurance. All external clients for the University are required to obtain and keep in force during the time that they are using Dalhousie accommodation or facilities a comprehensive general liability insurance policy, to an amount of not less than two million dollars ($2,000,000). Internal Dalhousie departments booking accommodations and/or facilities for events are not required to carry additional general liability insurance as sufficient coverage is provided by the existing University policy. 7

8 Logistical Considerations Choosing the appropriate venue(s). Consideration should be given to the following details to determine the most appropriate venue(s) for your event. What are your room capacity requirements? Dalhousie offers a range of room capacities and configurations. Please discuss your specific capacity and venue requirements with Conference Services. Consideration should be given to the appropriateness of a particular venue to the purpose of the event. Is audio- visual equipment available in this venue? Some venues on campus either have built- in AV equipment (use of this equipment is an additional cost to the room rental). For venues that do not have this feature, portable AV equipment may be rented through a variety of on campus and external service providers. Is parking available? On weekdays, there is limited parking available on Dalhousie campus. Most guests use parking meters or nearby side streets. Daily parking permits may be purchased directly through Dalhousie Security for any guest not staying overnight in residence. Although a guest may have purchased a daily parking permit, the permit does not guarantee a specific parking space on campus or general parking availability. Please contact Conference Services for further information regarding daily on- campus parking. Is the venue accessible for those with mobility challenges (including wheelchair accessibility)? The majority of the newer academic buildings are wheelchair accessible. It is recommended that you inform Conference Services at the time of your booking if you are expecting guests or presenters that have mobility challenges so that we can ensure the most appropriate meeting space and accommodations are booked for your event. Can I view the space to ensure this will meet my needs? Absolutely. You are encouraged to book a private viewing appointment through Conference Services. Our experienced staff can meet with you to preview the venue and discuss your event- specific requirements to ensure all of your conference needs are met. If the event and venue are located outdoors, will the weather be a factor? When hosting an outdoor event, there is always a risk that inclement weather may affect your plans. We recommend that you book an alternative indoor venue as a contingency to your outdoor space. Please note that there will likely be an additional cost to rent indoor space in conjunction with the exterior space. 8

9 Tip: Depending on your event, Conference Services may recommend that you book your exterior space directly through Dalhousie s Facilities Management Department. Can catering be accommodated in this space? Catering can be arranged for the majority of venues on campus. We suggest that nearby lobby space be booked for the service of food and beverage as opposed to having the food served in the meeting room. Please note that there will be additional custodial charges for any event with that offers catering services. Specific venues on campus have exclusive food service agreements including: the Student Union Building, The Grad House, University Club and Residence Facilities. Booking additional ancillary services Security Services. Given the nature of select events, Dalhousie security services are often highly recommended as a means of controlling crowds and access to the venue. Depending on the time of day and/or the specific rooms you have booked, security services may be required. Upon making your initial meeting space booking, Conference Services will be able to confirm whether security services are required. We will make all necessary security service arrangements on your behalf and include these charges in your final event invoice. 9

10 Tip: Consideration should be given not only to the start time of your event but at what time you d like to access the facility/venue in advance to make necessary preparations. This would also apply to post event venue/facility access for cleanup/tear down if required. Room set up/tear down services. The majority of meeting rooms have a fixed room configuration; however, there are several venues on campus that can accommodate additional furniture (i.e. head tables) and/or changes to the existing room configuration. Although it is recommended that you maintain the existing room configuration, we understand that not all standard configurations may meet your needs. Should you require changes to the existing room set up, the following details must be communicated to Conference Services at least two weeks in advance: the changes that need to be made to the existing room configuration; requirements for a head table with chairs and the quantity of each. Please note that there is an additional cost for changes to room configurations and/or the delivery and pick up of additional room furniture. Upon making the initial service request, Conference Services will bill the client based on the estimate provided. Please note this estimate is subject to review post event and additional charges may apply. Tip: If the existing room set up configuration does not meet your event requirements, please request changes through Conference Services. Out of concern for your health and safety and potential damage, clients are not permitted to move meeting room furniture. Catering Services. Consideration should be given to whether or not your event will require catering services for functions such as coffee breaks, receptions, working lunches, etc. There are specific venues on campus that have exclusive food service arrangements. If you wish to obtain a catering quote and or discuss your catering requirements, please contact ARAMARK Food Services (recommended for all buildings that do not have an alternative food service contract in place). Please refer to the contact list. ARAMARK catering services are booked directly through ARAMARK and billed directly to the client by ARAMARK. Bar Services. Dalhousie University s Bar Services holds the exclusive license for the sale and distribution of alcohol on campus. All alcohol service arrangements for all University facilities must be booked directly through Bar Services. The majority of venues on campus are licensed for the sale and distribution of alcohol; however, please confirm this with either Conference Services or Bar Services directly. Bar services are booked and billed separately from Conference Services. Audio- Visual Services and Support. If you wish to use existing/built in audiovisual equipment found in most meeting rooms on campus we will be happy to work with you 10

11 and Instructional Media Services (IMS) to ensure that all of your technical needs are met. Please note that our meeting room rates do NOT include the use of AV equipment. If we are unable to meet your technical needs on campus, you are welcome to bring in your own AV equipment and support through an off- campus supplier subject to room compatibility. Custodial Services. Custodial service charges are almost always incurred for events held on campus. These charges help to cover the cost of having our professional custodial staff service the venue post event. Custodial services are always required when food and beverage is served at an event. We recommend that you communicate your event requirements (a final program is always helpful) no later than 2 weeks prior to your event date to allow ample time to arrange for custodial services. There is an additional cost for custodial services, which will be billed via Conference Services. Conference Services will make all required custodial service arrangements on your behalf and will bill the client directly based the estimate provided. However, please note this estimate is subject to review post event and additional charges may apply. Tip: Depending on the venue selection, you may want to consider booking your meeting space at least one half day prior to and after your event to allow time for pre/post- event custodial services and to reduce the potential overtime costs. There is typically no additional fee to booking space for ancillary service purposes. Overnight Guest Accommodation Requirements Do you require overnight guest accommodations on campus for your event guests? If so, the following section outlines available options as well as other considerations when making on- campus group accommodation arrangements. Accommodation options. From mid- May to late August, Dalhousie University offers on- campus accommodations in a variety of residence facilities. Current accommodation options include; traditional/dormitory style residence rooms with single or double (two single beds) occupancy, shared washroom facilities on each floor, 24- hour staffed front desk service, coin- operated laundry facilities, payphones throughout the building and common lounges (some with cable televisions). Residence rooms offer a desk; chair, single bed and closet/armoire and some residence rooms have sinks. Overnight parking. From May to August, onsite overnight parking is available for all guests in residence for a nominal fee. Guests are encouraged to make parking arrangements directly at the residence s front desk upon check in. 11

12 Residence meal options. Depending on business levels, there is normally one dining hall available for breakfast, lunch and dinner (buffet- style food service). A minimum guarantee of 75 is required in order to open the dining hall for any meal; however, this number is normally achieved through a combination of smaller group bookings. If all meals are paid on one bill, the client will receive an invoice directly from ARAMARK Food Service for all dining hall service charges. Booking accommodations. There are two options available in order to manage overnight guest accommodation arrangements. Both options require a signed contract with Conference Services to book and confirm the residence rooms. Individually billed accommodations. With this option, the client books a number of rooms for the dates of the event and provides delegates with the details in order to make their own individual reservations. These details include contact information for Conference Services & Summer Housing, available room options and rates. Individuals are responsible for making their own accommodation arrangements and paying for their accommodations upon check in. The contract will include a specified release date when Conference Services will automatically release any un- booked rooms back into inventory for general resale at no cost to the client. Master billed accommodations. This option requires the client to book and pay for all rooms booked under the event room block. The client is responsible for covering the cost for all guest accommodations with the group and Conference Services will issue an invoice (usually two weeks prior to arrival) and payment is due in full prior to or upon check in. Additionally, the client is responsible for cancelling any rooms not required as per the contract. The client is also responsible for assigning guests to rooms and providing this information to Conference Services at least one week in advance of arrival. 12

13 Publicity and Media Considerations Use of Dalhousie logo and other marks: Advance approval must be received from Communications & Marketing for the use of any Dalhousie mark or logo on conference material including promotional items, website and printed documentation. Film copyright approvals: For events hosted by internal Dalhousie departments, copyright film approval must be received from the Copyright Office. All other clients are directly responsible for obtaining the appropriate copyright approvals from an external source for any film presented at your event. Conference Services requires a copy of this approval prior to the event. Media involvement: Please be sure to inform Conference Services if you expect media to be involved in your event and/or if you are advertising your event off campus i.e. radio, television, web site, etc. Internal departments hosting an event must receive pre- approval on advertisements associated with their event that reference Dalhousie. This approval is received through Communications & Marketing. For external clients, Conference Services will notify Communications & Marketing on the client s behalf and work with the client on all event advertising related to Dalhousie. Full disclosure of event details: Dalhousie requires full disclosure of all event details in terms of guest speakers, VIP guests, media involvement, program details and the audience. Event Advertising: If you intend to advertise your event throughout HRM, please remember to respect the environment and the HRM by- laws. It is illegal to put posters on power poles, trees or other signposts. Under Bylaw S- 800, posters can only be placed on community kiosks or notice boards, approved by the municipality. Anyone who violates the bylaw can face a penalty of a minimum of $250 and a maximum of $10,000. The bylaw is very broad and allows for a fine to be given to a range of individuals and organizations, including those who create or install the posters. It also can be levied against the event organizers who are advertising an event or against the person or organization that owns the property on which the sign has been posted. Filming Protocol: It is a legal requirement that all attendees at any event be advised that their participation at an event may be filmed. Two options to obtain this consent are: have everyone sign a release/waiver form or have appropriately worded signage prominently displayed outside of the room where the filming will occur. Please ask the Conference Services staff for wording suggestions. Tip: You should allow up to two months to obtain copyright approvals for any film presented at your event. 13

14 Conference Planner s Check List The following check list is intended to provide a chronological time line for booking events on campus and is subject to change based on individual event requirements. Reference to accommodation booking details has been included but may not be applicable to every event booking on campus. Your first steps: 1) Identify event dates 2) Determine number of delegates 3) Request a site inspection of Dalhousie University s residence and/or meeting space facilities if desired. 4) Book meeting space and accommodations (if required and available) through Conference Services. The following information must be provided in order to confirm your conference booking with a contract: Event name (including associated acronym) Main contact for the event and individual responsible for signing and managing the contract including full contact information for this/these individual(s) Event dates Accommodation check in and out dates Number and type of accommodations required Preferred residence building Meeting space requirements including approximate start and end times, configuration requirements and specific dates 5) Determine how the event accommodation inventory will be managed. Two options are available including: Master billed conference option - the main event contact is responsible for managing the entire block, confirming rooming assignments and remitting payment for all accommodations. Individually billed event option - conference provides delegates with the contact information for Conference Services and each delegate is responsible for making their own accommodation arrangements and paying for their individual accommodations. 6) Sign contract and submit deposit for meeting space and accommodations (if applicable). 7) Discuss other budget considerations with Conference Services including: security services, custodial, audiovisual, catering and event set up/tear down labour. 8) Obtain approval by Conference Services for the use of all Dalhousie- related trademarks including Dalhousie s logo on all event materials. At least 90 days prior to event: 1) If you manage the accommodation inventory through the individually billed option, all pertinent accommodation booking information should be posted on the event web site and/or in printed event material so delegates are aware of the booking procedures, options and rates available and information required to make an individual booking. This information includes: Guest s full name as well as full contact information including an address 14

15 Arrival and departure dates Number of rooms and type of rooms required * Delegates are asked to ensure they reference the event name when making a reservation so to ensure they are booked under the appropriate conference block. Please be sure to provide guests with the following information: Dalhousie University is a non- smoking and scent- free environment. All traditional style residence rooms have shared common washrooms. All guests staying in Dalhousie's accommodations must be 19 years of age or older, or accompanied by an adult. Dalhousie requires 24- hours notice of any change or cancellation to an individual s reservation. Two months prior to event: 1) Review meeting space and set up requirements including the time and location of all coffee breaks and catered events. 2) Review event time frames and applicable services such as custodial and security. 3) Review delegate numbers and adjust meeting space and accommodation bookings if required (and space permits). 4) Review and confirm accommodation block to guarantee or release rooms. 5) Review parking availability and fees with Conference Services. 6) Obtain temporary delegate login passwords for on- campus Internet access during the event. 7) Obtain copyright permission (for film screenings). One month prior to event: 1) Ensure meeting space still meets event program requirements. 2) Confirm numbers for event space. 3) Confirm arrival/departure dates (if managing a master billed accommodation block). 4) Identify all audiovisual equipment requirements including onsite technical support requirements. 5) Review dining hall requirements with Conference Services and specific catering requirements with caterer including selection of food and beverage, expected delegate numbers, location, date and time. 6) Book University Bar Services if applicable (note that Bar Services is the exclusive provider of alcohol on campus. Please contact Conference Services for a listing of all licensed venues on campus). 7) Provide Conference Services with a final copy of the event program. Two weeks prior to event: 1) Meet with Conference Services to review final program and to confirm all logistical requirements 15

16 2) Final invoice will be issued by Conference Services. 3) Send final accommodation rooming list to Conference Services (if applicable). 4) Payment is due in full prior to or upon arrival. 5) Provide a listing of onsite event contacts to all University suppliers. 6) Confirm guaranteed numbers with caterer. 7) Confirm final audiovisual and technical requirements. 8) Inform Conference Services and caterer of any delegates with special needs/requests including dietary restrictions. 16

17 Dalhousie University Event Planning Contact List Department/Supplier Services Offered Contact Information Conference Services See pg. 4 Tel.: Fax: conference.services@dal.ca Instructional Media Services Audiovisual equipment rentals and onsite support services Tel.: Fax: james.wilson@dal.ca ARAMARK Food Services Catering services Tel.: Fax: catering@dal.ca University Bar Services Copyright Office University Club The Rebecca Cohn Auditorium, Dalhousie Arts Centre Student Union Building Dalplex Athletic Facility Exclusive bar services provider on campus Approval on all copyrighted films shown on campus Events booked in the University Club Direct booking of space and logistics coordination Direct booking of space and logistics coordination Direct booking of space and logistics coordination Tel.: Fax: bar.services@dal.ca Tel.: Fax: ian.colford@dal.ca Tel.: Fax: uclub@dal.ca Tel.: Fax: Tel.: Fax: dsu.reservations@dal.ca Tel.: Fax: reservations@dal.ca Security Services Emergencies and room access Emergencies: General Inquiries: security@dal.ca Communications & Marketing Event publicity Tel.: Fax: communications.marketing@dal.ca 17

18 Meeting Room Layout Depending on what type of conference is being planned, not all seating arrangements will be appropriate. A smaller personal discussion and an elaborately structured conference with guest speakers will require two very different room configurations. Planning the best seating arrangements can: dictate how formal/personal the conference is increase the ability for delegates to move without disturbing other participants allow for easy access to and from seating area without disturbing others Theatre Style Classroom Style Banquets Receptions - McInnis Room Boardroom Style Hollow Square U- Shape 18

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21 Campus Photo Gallery These photos represent some of the most popular meeting space options on campus: The Marion McCain Arts & Social Sciences Building Ondaatje Theatre 500 seat, tiered theatre with fixed tablet arm chairs Scotiabank Auditorium 250 seat, tiered theatre with fixed tables and moveable chairs Lobby & Courtyard Open concept, two level space ideal for receptions, breaks or registration Seminar/Break Out Rooms non- fixed, non- tiered seating for up to 36 with tables and chairs The Kenneth C. Rowe Management Building Lobby open space ideal for coffee breaks, receptions and registration area Room seat, arc- shaped, tiered theatre with fixed tables and moveable chairs 21

22 Residence Space Howe Hall Cameron Dining Room: multipurpose room with round tables, non- fixed, non- tiered seating for up to 80. Risley Hall Meeting Room 2: boardroom that can accommodate up to people around a non- fixed boardroom table. Shirreff Hall Victorian Lounge: furnished with Victorian- style antique furniture and suitable for a reception for up to