EVENT PLANNING GUIDE

Transcription

1 EVENT PLANNING GUIDE Faculty/Staff Edition Main Campus Aug. 10

2 Table of Contents Office of University Events Services and Contact Information... 3 Policies Facility Usage Guidelines... 4 Equipment Usage Guidelines... 7 Room Reservations How to reserve a room... 8 Room capacities Rental Fees Event Request Forms When and how to submit a form Sample event request form Event Services Catering Linens Decoration Assistance Event Supply Inventory Guest Passes: Media and Parking Media Services Room Set-ups Set-up inventory Diagrams Signage Event Checklist Step by step guide to planning an event on campus Special Note: In this guide, the term event refers to any meeting, gathering or activity. 2 F a c u l t y / S t a f f E d i t i o n

3 Office of University Events Mission To assist the JBU community and external guests in planning and executing successful events with professionalism, creativity and exceptional attention to detail. Services The Office of University Events is available to assist you in the following areas: - Room Selection and Reservations o Our staff can help you determine which room would best accommodate your group and book the room. When you book a room through our office, we make all requests regarding unlocking/locking, climate control, and cleaning on your behalf. - Room Set-ups o If your meeting or event requires a special set-up, we require a completed event request form (see page 11). We can assist you in determining your set-up needs or room design and can create a diagram if needed. We will take care of all communications with facilities regarding set-up. - Catering o We can help you select a menu for your event and either communicate your needs to Aramark or help you find another caterer in the area. - Media Services o If you request any audio/visual equipment for your event, we will handle all communications with the JBU media services team. - Event Space Design o Our staff can help you design the flow of your room to meet your event needs. We are also available to help design centerpieces and general room décor. Stop by our office for a consultation or to view our collection of event magazines and publications. - Event Resources o Our staff has a list of various vendors in the Northwest Arkansas area and online to help you in finding whatever you need for your event (golf cart rentals, tents, linens, caterers, registration supplies, and much more). Contact our office if you need information on how to find something for your event. Contact Information Location Mabee Center Lobby, just down the hall from the cafeteria. Phones 7415 (Joy Stoner) or 7416 (Judy Bethke) Fax events@jbu.edu We prefer communications sent to the above address as it is checked more regularly by our event staff and will provide you with seamless and more efficient service. 3 F a c u l t y / S t a f f E d i t i o n

4 Facility Usage Guidelines Event Reservations John Brown University (JBU) has facilities available for use on a space-available basis. Requests for reservations may be made by submitting an event application to the Office of University Events. Rooms will be held once application is reviewed and accepted. A non-refundable deposit for 50% of the estimated total charges will be required to confirm a reservation and is due with the signed contract. If contract and/or deposit are not received by contract due date, rooms will be made available to other groups. Should an event be canceled due to no fault of JBU after a deposit has been paid, the deposit will be forfeited. Scheduling Policy John Brown University facilities have been built to house the educational program of the University and to advance its mission. Therefore, the class schedule and all other university events will have first priority in allocating the use of facilities. Use Agreements When facilities are available, they may be rented to any individual, organization or business (hereafter referred to as Group) whose purposes, products, or services are not in conflict with the Christian ideals, lifestyle standards, or mission of the JBU community. All groups using the facilities agree to conduct events under the terms and conditions set forth in this agreement and are responsible for compliance with all local, state, and federal laws. JBU reserves the right to require that the Group have an existing JBU club or organization sponsor the event. If so, the Office of University Events will give appropriate contact information to Group and will turn over decision making regarding Group s event approval to said club or organization. Facility usage will be restricted to areas specified on event contract. Group will not use any other areas or rooms on campus without permission of the Office of University Events. Usage hours reflect hours that Group has actual access to reserved space, including any set-up and clean-up by group. JBU agrees to complete event set-up no later than the starting time of Group s usage hours. Some additional technical or catering set-up may occur once Group s usage hours have started. Usage hours granted and agreed upon in signed contract may not be extended without permission of the Office of University Events. Any additional hours will be billed at the hourly rate according to the current rate charges. Clean-Up Responsibility Group agrees to leave the facilities in the same condition as when Group arrived. JBU will provide normal pre and post event cleaning services but should any extensive cleaning need to take place due to facilities not being left in same condition as it was rented, the group will be charged an additional cleaning fee. Group shall also be responsible for any and all damages to JBU facilities incurred by Group before, during, and after event. Catering JBU s on-campus dining services provider is Aramark. Their services may be requested at time of event application however Group may make arrangements for catering with any outside caterer. Food purchased and prepared by Group is also permitted. Alcohol Alcohol may not be brought on campus or used in any University facility. 4 F a c u l t y / S t a f f E d i t i o n

5 Smoking Smoking is prohibited in all areas, inside and out, of the campus. Dancing Social dancing is permitted on campus through Choreography as part of a school sponsored production and through JBU Sponsored Dances (4 per year) approved by the dance committee. Contact the Coordinator of Student Activities for more details. Social Dancing is not permitted for personal events. Animals Animals, other than those required by persons with disabilities, will not be allowed in JBU facilities. Parking Group will be instructed as to which parking lots may be used for event. The Office of University Events can provide Group with campus maps outlining permitted parking areas and issue guest parking passes for Group s guests. Parking is not permitted in fire zones. Vehicles in these areas are subject to towing at the owner s expense. Signage Any directional or informational signage must be approved by Office of University Events. Signage may be placed on campus but only when hung on designated bulletin boards and may never be affixed to any glass, interior walls, trees, or signs. Obstructions and Damage No portions of sidewalks, entrances, doorways, halls, stairways, elevators or means of access to public spaces shall be obstructed. Group is responsible to pay for any damage by Group resulting from the misuse of any equipment or property belonging to JBU. Sales, Solicitations Group shall make no collections, donations, or solicitations of money or goods of any kind on JBU premises without permission of the Office of University Events. Marketing Any promotional material for Group s event must be sent to the Office of University Events for review and approval. JBU s name is to be used as a location only and must include the disclaimer: This is not an official function of John Brown University. JBU s logo may not be used on any promotional material or signage. Set-Up JBU will provide event set-up for Group according to needs outlined in the Event contract. Changes may be made up to 72 hours prior to event at which time Office of University Events has the right to refuse changes. Availability of tables and chairs will be depend on University events and may be limited. Any set-up by JBU will be done prior to Group s usage hours. Any set-up or decorating by Group must be done within Group s usage hours listed on contract. Technology JBU offers media services for events held on campus and will be provided according to needs specified in event contract. Non-JBU personnel are not allowed to operate any equipment such as lights or soundboards. 5 F a c u l t y / S t a f f E d i t i o n

6 Rates Rental rates for JBU facilities vary by area type. Rental fees apply to any faculty or staff member who uses JBU facilities for non-jbu sponsored events. Some areas may have discounted rates for faculty and staff members. See page 9 for rental fees. JBU reserves the right to charge an extra set-up fee should it determine that more equipment or staffing will be required to meet the set-up requirements specified in event contract. Should JBU and its staff find that a room was not left in the same condition as before event, a cleaning fee will be charged. Any event occurring after hours will incur an afterhours surcharge for extra utility usage and staffing. General Facility Usage Guidelines John Brown University facilities have been built to house the educational program of the University and to advance its mission. Therefore, the class schedule and all other university events will have first priority in the use of facilities. The University will continue operations as normal in concurrence with Group s event and as such Group agrees to respect University events and not disrupt or have excessive noise levels. Any signage or publicity materials must be approved by the Office of University Events and may not be affixed to any glass, interior walls, trees, or signs. No smoking is allowed anywhere on JBU premises and no alcohol or illegal drug shall be brought on campus or used in any facility. Specific Building Usage Guidelines Each building on campus will have specific guidelines for appropriate and allowed usage. At time of reservation, Group will be provided with a copy of the guidelines for facilities requested by Group. Group and its guests shall comply to general facility usage guidelines outlined above in addition to those specific to buildings used by Group before, during, and after event. Lost Articles JBU staff will collect items left at the conclusion of an event and store them in the Office of University Events. If items can be positively identified by Group or its guests, JBU staff will make every effort to contact Group to coordinate return of items. Any items unclaimed after seven (7) days will become the property of JBU to keep or dispose of at staff s discretion. Storage JBU will not accept any shipped goods unless prior arrangements have been made with the Office of University Events. Neither JBU nor its staff shall be liable for any loss or damage to items received for Group. Refusal to Rent JBU shall refuse to rent facilities for any event it determines is not in line with the terms and conditions set in this Agreement or if Group or Group s event is in conflict with the JBU lifestyle standards. JBU reserves the right to change these policies at any time. 6 F a c u l t y / S t a f f E d i t i o n

7 Equipment Usage Guidelines In this section, equipment refers to tables, chairs, platforms, signs, or pipe and drape. For information regarding event supplies such as linens and decorations, please refer to page 12. All requests for equipment must be made by filling out an event request form (see page 11) and will be granted on a first-come, first-serve basis. If at the time of your request there is no more inventory available, the events staff may suggest alternate set-ups or refer you to vendors for rental. This applies to all events whether JBU sponsored or personal and held on or off campus. JBU Sponsored Events On Campus Any equipment needs for JBU sponsored events on campus will be granted and set-up by JBU facilities according to the information filled out on the event request form (see page 11). Certain rooms across campus have tables that cannot be moved. Others have furniture that is room-specific, meaning we can rearrange the room to fit your needs but the furniture cannot be set-up in other locations on campus. When booking a space, the events staff will communicate any exceptions to you. Off Campus Any equipment needed for JBU sponsored events off campus will need to be picked up and dropped off by the requestor. The events staff will communicate pick-up and drop-off locations and handling instructions. If you are unable to transport equipment, please contact our office. Personal Events On Campus Any equipment needs for JBU sponsored events on campus will be granted and set-up by JBU facilities according to the information filled out on the event request form (see page 11). JBU sponsored events have priority over personal events which may limit available inventory. Certain rooms across campus have tables that cannot be moved. Others have furniture that is room-specific, meaning we can rearrange the room to fit your needs but the furniture cannot be set-up in other locations on campus. When booking a space, the events staff will communicate any exceptions to you. Off Campus JBU faculty and staff who would like to use tables and chairs off campus for non-jbu sponsored events may do so for a small rental fee. Tables are $5 each and metal folding chairs are $.50 each. The requestor is responsible for pick-up and drop-off and will be charged for any damage or loss of equipment. Pipe and Drape is not available for use off campus. 7 F a c u l t y / S t a f f E d i t i o n

8 Room Reservations Room reservations may be made through the Outlook meeting request feature (see instructions below) or by calling/ ing the Office of University Events. Meeting requests allow you to place a hold on a room while awaiting a reply. We recommend using this feature as it will allow for the fastest response from our staff. Classroom reservations can only be made for the current semester. Any requests for events in classrooms for future semesters will be declined until class locations and times are decided. Any other rooms on campus may be booked up to a year in advance. If you are reserving an outdoor space, you may use the same method as a room reservation. We recommend that you reserve the outdoor space so we can adjust mowing or sprinkler schedules. Completing a Meeting Request in Microsoft Outlook 1. In Outlook, click on Calendar (bottom left of your outlook window) 2. Click New (if you have other calendars open in outlook, make sure that your calendar is selected by clicking anywhere on that calendar). 3. Click on Scheduling Assistant 4. Click the Add Rooms button in the bottom left corner of the window. 8 F a c u l t y / S t a f f E d i t i o n

9 5. In the pop-up window, select your room(s) you would like to use by double-clicking on the room name and click OK. If you are using multiple rooms for the same time period, you can request all the rooms at once. For a complete list of rooms available for your event go to and click on facilities. *If the room you would like to request is not available in the dropdown, please contact the Office of University Events for availability. 6. Select your desired date and time to check room availability. If the room is available, click Appointment. If your meeting happens on a regular basis, you can schedule all your meetings at once by clicking the recurrence button. (You may also choose to invite others to your meeting at this time by typing their names directly into the All Attendees column on the left.) 7. Fill subject field and any other information in the body of the request if you would like. 8. If you do not need event services (set-up, media, catering), press send. You will receive confirmation of your meeting request. If you do need event services (set-up, media, catering), see page F a c u l t y / S t a f f E d i t i o n

10 Room Capacities Here is a list of a few of our more popular rooms on campus and their capacities: Administrative Dining Room 105 at rounds Bynum Theater 175 Dye Conference Room (small conference room next to cafeteria) 48 at 6ft tables LRC Walker For a complete list of rooms and their capacities go to and click on facilities. Rental Fees Rental fees for facility use apply only to faculty and staff wishing to use a room for a personal event. Classrooms, Lounges, and Small Conference Rooms - $10/hour. Hurte Lounge and Pool - $45 for 1 hour in pool, 1 hour in lounge (includes lifeguard) Dining Rooms, Large Conference Rooms and Lobbies - $50/first 3 hours; $10 each additional hour. Cafeteria, Plaza, and Walker Gathering Area - $300/first 5 hours; $50 each additional hour Cathedral of the Ozarks - $750/full day (includes time for rehearsal the day before) All billing and receipting will be handled through the Office of University Events. Deposits are waived for faculty and staff and final payment is due 2 days prior to your event. 10 F a c u l t y / S t a f f E d i t i o n

11 Event Requests If your event requires set-up, a/v equipment, or catering by Aramark, you will need to fill out an event request form, available at These forms are in pdf format, allowing you to edit and save. We recommend that you save a copy for your records for faster updating or simple editing of future events. Due to high volume of event request forms, we ask that you submit forms at least one week prior to your event and allow 48 hours for processing. We will do our best to process requests the same day we receive them and will communicate any delays we foresee if that is not possible. Any requests received within 48 hours of the event cannot be guaranteed. Any requests received less than 24 hours before the event will not be fulfilled unless they are updates to requests previously submitted. You may or fax your event request form. If you are reserving your room through Outlook (see page 7) you may attach the event request form to your meeting request. 1. Select the insert tab and click on Attach File. 2. Browse and insert event request form and optional diagrams. 3. Press Send. You will receive confirmation of your meeting request and your event request form will be processed and distributed to event services (facilities, media, catering). 11 F a c u l t y / S t a f f E d i t i o n

12 Sample Event Request Form 12 F a c u l t y / S t a f f E d i t i o n

13 Event Services Event Services include the Office of University Events, JBU facilities (for set-up, maintenance, cleaning, climate control, and security), media services, and Aramark. Any requests for support or equipment from the event services groups should be made through our office. Catering If you are planning on having food at your event, you may choose from Aramark or any outside caterer (our office can provide you with a list of caterers) or you can provide your own food. Whichever option you are planning to use, please make note of it on your event request form. This will allow our office to know to follow-up as needed with Aramark, be available to assist caterers on location, and/or communicate delivery and pick-up details specific to certain areas. For catering tips for your event, see the checklist questions on page 16. Linens When ordering food from Aramark, linens are included. If you are making your own arrangements and would like to use linens from Aramark, you can find their rental fees in their catering guide accessible through the events website. Our office has a limited amount of linen that is available for checkout. Contact our office for information on sizes and colors available. A small fee applies to linens. Decoration Assistance Our office staff is available to assist you in planning the décor of your event. We can help you determine the look and feel of your event and create centerpiece mock-ups. We also have several event publications in our office that may help you in deciding your event décor. Event Supply Inventory We have an inventory of event supplies that is available to faculty and staff. We have a catalog and samples of a few of our more popular items in our office. Unfortunately, since our inventory is so extensive, we cannot take people into the closet to view the items. This helps us protect our inventory from damage and keep it organized for quick and efficient use. If you have any items that you would like to see, our staff will be happy to pull the items for you. While JBU sponsored events take priority, the inventory is also available for use at personal events for a small rental fee. See our office for the catalog of inventory and for our rate sheet. All inventory requests must be made by filling out the Event Supply Request Form, available in our office. Guest Passes If you have external guests coming to your event, they may need parking passes and/or guest log-in passes for the campus computers or wireless networks. Our office can assist you with preparing those and getting them to your group. 13 F a c u l t y / S t a f f E d i t i o n

14 Media Services If you need any type of equipment or audio/visual support, please fill out the event request form with as much information as possible. A tech will contact you for more information, if necessary. When reserving a room on campus with an in-room lectern and you do not need any further assistance, an event form is not necessary. JBU Sponsored Events If you are planning a JBU sponsored event on campus, most services are included. Please be aware that additional fees may apply depending on type and amount of equipment requested and number of tech hours needed to support your event. Effort will be made to communicate all charges to you prior to your event. If the event is held off campus, the following fee structure applies: Supervised Event: Base charge of $ for 2 hours and $100 each additional hour. The base charge is for basic audio/visual reinforcement and includes supervision by a JBU staff member, including work-study students. The cost of renting a vehicle for hauling equipment will also be charged. When possible, JBU vans will be used. Unsupervised Event: Base charge of $55.00 Personal Events If you are planning a non-jbu sponsored event on campus, the following fees apply (please note that JBU staff does not support non-jbu events held off campus: Supervised Event: Base charge of $ for 2 hours at event and 2 hours of rehearsal. Additional hours will require an additional base charge of $100. The base charge includes supervision by a JBU staff member. Events that require more support than one (1) JBU staff member can provide will be charged an additional $25 per hour per technician fee. Unsupervised Event: Base charge of $45.00 Room Set-Ups Some rooms do have a standard set-up that cannot be re-arranged, but most rooms can be set up in any configuration that would fit your event needs the best. The events staff will notify you if you have requested a change that cannot be made in a room s set-up. At certain times, we have high demand on certain rooms on campus and turnover times may require either an altered set-up or no reset at all. We do our best to not stack events in such a way, but should this ever be the case our staff will work with you to find a solution that works for all. We schedule room set-ups throughout the day based on the amount of set-up needed and other events happening on campus. You are guaranteed to have the room at least 30 min. prior to and after your event but if you need more time, please let our office know and we will do our best to accommodate your request. 14 F a c u l t y / S t a f f E d i t i o n

15 Inventory JBU s event set-up inventory currently includes the following: - 8ft tables, seats 8-6ft tables, seats 6 - very limited amount - 72 round tables, seats 8 limited amount - 60 round tables, seats 6 limited amount - Metal folding chairs - Black pipe and drape - Staging - Sign holders If at the time of your request there is no more inventory available, the events staff may suggest alternate set-ups or refer you to vendors for rental. Diagrams Diagrams help our set-up staff prepare the room for your event. Please provide a diagram whenever possible for larger, more complicated set-ups. If you need assistance, our office can help you in diagramming your event. We can also consult with you and decide which set-up arrangement would fit your needs the best, determine what the max capacity for the room is with several different layouts, and provide you with a 3D view of the room. Sample diagram: 15 F a c u l t y / S t a f f E d i t i o n

16 Signage If you require any signage for your event, particularly to help any external guests, let our office know and we can have registration and parking signs set out for you on the day of your event. If you would like to have signage in the buildings directing your group to your event room, we have a few sign holders that can be used. 16 F a c u l t y / S t a f f E d i t i o n

17 Event Checklist This is a list of things to do and keep in mind to plan a successful event on campus. It s important to follow the order in which they are listed as some tasks cannot be completed without confirmation of previous ones. Pick a date and time for your event. Check the Activities Calendar, accessible through EagleNet, to avoid any conflicting events (campus-wide events should not be scheduled simultaneously with athletic events). Pick a location for your event based on your event goals, objectives, and estimated attendance. Check for a list of rooms and capacities. Request your location. If you only need a room/space on campus, complete the meeting request (see page 5) or contact our office. Fill out an event request form only if you need set-up, media or catering. See page 8 for instructions. Keep the following in mind as you prepare to fill out your form: Will you need tables/chairs/staging/podium/pipe and drape? How would you like your room arranged? Do you need diagram assistance? Is your event outside? If so, will you need additional trash cans? Extra lighting? Will you need a microphone/speaker system/music/video or audio recording? Will you need somebody prior to the event to explain the system? Will you be serving food? Are you planning on using Aramark, an outside caterer, or doing it yourself? Will it be served/buffet/boxed? Do you expect anyone with dietary concerns? Will you need linens? 17 F a c u l t y / S t a f f E d i t i o n

18 Advertise (to get good coverage, we recommend advertising at least 2 weeks prior to event). There are several ways you can advertise your event on campus Activities Calendar only for campus-wide events Weekly Beat (faculty/staff publication) submit information to news@jbu.edu no later than Thursday noon prior to Monday edition Here and Now (student publication) post the information in the Upcoming Events section of the classifieds on EagleNet and Here&Now@jbu.edu requesting that it be included in the Here & Now. If it s just a reminder, send an before noon on Friday, Tuesday or Thursday with all the information in 75 words or less. The Here & Now goes out MWF. EagleNet ads contact webmaster@jbu.edu, allow 2 weeks EagleNet classifieds in the Upcoming Events section Posters submit to Student Development for review (allow 24 hours for approval after which you can return and pick posters up for placement). Posters must be placed on bulletin boards only. No posters on glass, windows, or walls. Threefold Advocate University Communications can assist you in designing and producing your advertising materials. Fill out the graphics request form for print jobs and allow at least 2 weeks for project completion. Focus on event details Do you need a photographer? Contact University Communications if you need assistance finding one Are you planning on having centerpieces? Do you expect external guests? If so, do you need to make directional signage, request parking signage, or distribute maps, parking passes and/or network guest passes? Do you expect any guests with disabilities? If so, what accommodations need to be arranged? Evaluate the event Contact the Office of University Events with any issues/concerns Please do not hesitate to contact the events staff with any questions throughout the process. 18 F a c u l t y / S t a f f E d i t i o n