EVENT PLANNING GUIDELINE & CHECKLIST

Transcription

1 Updated: August 22, SJ EVENT PLANNING GUIDELINE & CHECKLIST This is a guideline for any department who is requesting President Rosenberg s attendance at an event. All coordination will be handled through the Office of the President (OOP), and when deemed appropriate External Relations Office of Community Relations, Protocol, and Special Events (CRPSE) as well. Though every event may require different protocols, the following is a standard guideline for events. Schedules Event should be held on a date that is mutually beneficial to the requesting department, the president, and any other key members of the university community. Note: Confirmation of calendar availability does not mean the president has agreed to participate. Once a date is held, an Event Request Form (ERF) must be submitted to the Office of the President for approval. See attached. o If the event is requested at the Reagan House, please use the RH Event Request form. See attached. The OOP will a confirmation notice to the requesting unit once the president has approved his participation. Invites The text and design of all invitations must be approved by OOP. o If the event involves the community at large (FIU or Miami-Dade), the invitation must then be pre-approved by the Office of External Relations before the president reviews. o For events of 20 and under, invites should go out no later than 3 weeks prior. For large-scale events, invites should go out 4 weeks prior. The president s name should appear as Mark B. Rosenberg (no titles, unless it is going out to external constituents). The requesting department is responsible for taking RSVPs. This tracking system should include: Full Name, Guest Name, RSVP, Affiliation, Title, and Contact Information (including and assistant info when appropriate).

2 Updated: August 22, SJ Event logistics When planning your event, review attached Event Planning Checklist. See Pg.3-6 For events at Reagan House. See attached. The requesting department is responsible for ALL expenses related to the event, unless otherwise agreed upon by the president and/or other units. A detailed timeline/program (including a description of the venue and its layout, sequence of the event, order of speakers, etc.) must be submitted for approval by OOP at the start of the planning process. Walk-throughs are also recommended with OOP staff (President, when appropriate) in order to make needed changes prior to the event. Staff from the requesting department must be assigned to work the event. Duties will be assigned as agreed upon during the planning process (ie. registration, greeter, etc). Note: The OOP, with consultation from External Relations (Community Relations, Protocol and Special Events) and/or the requesting department, has the final say on all event timelines and logistics. Briefing document A draft briefing packet should be submitted for the President s review 1 week prior to the event. Final draft is due no later than 24 hours prior to each event, unless otherwise specified by president. Extra copies of final document should always be printed for the event in case the president needs one. The following items (when applicable) are included in the briefing document:: o Final Program/Timeline o Final RSVP list o Bios on speakers, honorees, VIPs, and donors o Event background (especially if it entails a conference or project)

3 Updated: August 22, SJ EVENT PLANNING CHECKLIST CONFIRMING EVENT DATE, VENUE, & PRINCIPALS Determine desired possible dates & times for your event Determine Event Principals (who needs to be present) & place a hold on their calendars Determine venue according to event needs. o NOTE: If your venue is NOT a customary FIU event site, you must secure OOP approval before signing a contract with the desired venue. For list of FIU venues see See pg HIGH-LEVEL VISIT OR OFFICIAL UNIVERSITY EVENT When planning a Ground Breaking, Ribbon Cutting, Dedication (or similar official event,) you will need to consult with FIU s Office of Community Relations, Protocol and Special Events at the start of the planning phase. When planning a visit by a head-of-state (or similar high-level leader,) you will need to consult with FIU s Office of Community Relations, Protocol and Special Events at the start of the planning phase. DONOR RELATED EVENT When planning a donor related event, you should contact Donor Relations Department in the Division of University Advancement and plan the event with their guidance. EVENT PLANNING GROUP OR COMMITTEE Determine person(s) that will be assigned to work on this event, create timeline, distribute tasks. If needed, create a small and efficient planning committee. BUDGET Determine who is paying for the event and confirm availability of funds Request Quote from vendors Prepare Proposed Budget EVENT DESIGN Event needs to meet FIU s standard of quality Establish the set-up and room ambience for the event Follow the proper staging and seating protocol Determine the materials needed and use the FIU logo prominently on all event signage

4 Updated: August 22, SJ TIMED EVENT PROGRAM Create the appropriate agenda or script for event (order of speakers and activities) Create the timeline for the event (minute by minute outline of the event) Prepare remarks for speakers EVENT PLANNING TIMELINE Establish and event planning timeline to determine dates for vendor selection, confirmations, delivery, set-up, rehearsal, breakdown, etc. INVITATION Prepare Invitation List Determine the dates for design and sending Save-the-Date, Invitation, Reminder, RSVP Deadline, etc. Design Save-the-Date or Invitation with RSVP Link and send to External Relations or OOP for approval EVENT STAFFING Determine the staffing needed before, during, and after the event Prepare event staff training and walk-through at event site All event staff should dress in a similar fashion that is appropriate for the type of event. For university ceremonies and official events, it is recommended that staff wear black or dark blue-colored suits. Event staff should wear the FIU insignia at all times and appropriate identification (Nametag with FIU logo and/or FIU pin.) VIP MANAGEMENT Inform the appropriate FIU offices (Office of the President, Governmental Relations, University Advancement, External Relations) of the expected attendance of any high-level VIP, such as elected officials, donors, government and business leaders, foreign government representatives, etc.

5 Updated: August 22, SJ VENDORS & SERVICE PROVIDERS Determine and contract vendors and service providers you will need for the event: FIU EXTERNAL RELATIONS Community Relations, Protocol and Special Events Marketing and New Media Media Relations News and Communications Publications Web Communications FIU ENVIRONMENTAL HEALTH AND SAFETY Key Policies: Contact Person: FIU EMERGENCY MANAGEMENT Contact Person: FIU FACILITIES MANAGEMENT Event request form: Contact Person: Custodial Services requests can be sent to custodial@fiu.edu FIU PARKING AND TRANSPORTATION Event request form: Contact Person: FIU UNIVERSITY POLICE Event request form: Contact Person: The Office of the President (OOP) reserves the right to determine if police presence is needed at any event. FIU UTS Media Equipment Services Event request form: Contact Person: Instructional Photography Event request form: Contact Person:

6 Updated: August 22, SJ Broadcast Video Contact Person: FIU VENUES See list of venues CATERING See list of caterers EXTERNAL VENDORS You can contact external vendors for additional services: Flowers and Décor Production Company Rental Company tables/chairs/tents Sound and Lighting Company For additional questions or concerns, please contact: Office of the President: Tel Office of Protocol and Special Events: Tel

7 FIU Venues Campus Venue Room # Capacity Reservations Rental Fee Set-up A/V Contact Bookstore Café 200 Dan Salzverg Phone: pinesbks@fiu.edu A/V Capability Big Screen TV Broad SIPA/ schedule@fiu.edu Charles Perry PC schedule@fiu.edu Chemistry and Physics CP schedule@fiu.edu Chemistry and Physics CP schedule@fiu.edu Chemistry and Physics CP schedule@fiu.edu College of Business RB schedule@fiu.edu College of Business Complex CBC schedule@fiu.edu College of Education ZEB schedule@fiu.edu College of Engineering and Computing ECS schedule@fiu.edu Computer, LCD Projector College of Law RDB schedule@fiu.edu Deuxieme Maison DM Sol Taplin Family Classroom 41 lygarcia@fiu.edu 4 hrs: $170/ 8 hrs: $255

8 FIU Venues Dorothea & Steven Green MPR 79 4 hrs: $340/ 8 hrs: $425 Taplin Classroom and Green MPR 120 lygarcia@fiu.edu 4 hrs: $510/ 8 hrs: $680 Dahlia Morgan Members' Lounge 30 lygarcia@fiu.edu 4 hrs: $255/ 8 hrs: $425 Kenan-Flagler Family Discovery Gallery 40 lygarcia@fiu.edu 4 hrs: $255/ 8 hrs: $425 Kenan-Flagler Family Terrace 100 lygarcia@fiu.edu 4 hrs: $510/ 8 hrs: $850 Friends' Atrium 86 lygarcia@fiu.edu 4 hrs: $680/ 8 hrs: $1360 Conference Room 20 lygarcia@fiu.edu 4 hrs: $340/ 8 hrs: $510 Café 88 lygarcia@fiu.edu 4 hrs: $595/ 8 hrs: $1190 B. & Don Carlin Pavilion 172 lygarcia@fiu.edu 4 hrs: $1275/ 8 hrs: $2125 Fishman Family Pavilion 172 lygarcia@fiu.edu 4 hrs: $1275/ 8 hrs: $2125 Stella & J. Burton Orr Pavilion 286 lygarcia@fiu.edu 4 hrs: $1700/ 8 hrs: $3400 Ballrooms (3 bays) 920/Theatre East Ballroom 200/Theatre West Ballroom 196/Theatre $630/Weekday $210/Weekday $210/Weekday

9 FIU Venues Middle Ballroom 250?theatre Faculty Club Lounge 72/Theatre Faculty Club (Blue and Gold Rooms) GC Lawn/ Chapman Plaza GC /Theatre GC /Theatre GC /Theatre GC /Theatre GC 314 GC 316 (Career Services) GC 321 (Panther Guest Room) GC 325 (Panther Suite) GC 340 GC 343 Lounge: 65 Dining: 55 Patio: 110 GC Forum (Pit) 25/Theatre $210/Weekday $50/Members $210/Non-FIU Free/Members $10/Non-FIU $105/Weekday $70/Weekday $210/Weekday $40/Weekday $210/Weekday

10 FIU Venues GC Gallery Green Library Conference Room Green Library Conference Room Atrium (after 9p.m.) GL GL Library Administration Office Natalie Rios Phone: Library Administration Office Natalie Rios Phone: Limited Availability User Responsibility Provided by user (Limited Availability) User Responsibility Provided by user Green Library GL Contact: Georgina Gonzalez Phone: Green Library GL 100A 96 Green Library GL 100B 96 Health and Life Sciences HLS MARC MARC Lobby 50 Standing Jackie Gonzalez Phone: $75.00/day No media equipment, podiums, music, live bands, etc. MARC MARC Pavilion Style: 140 Luncheon Style: 90 MAXIMUM CAPACITY: 150 Standing Jackie Gonzalez Phone: $150.00/day EGG Projector, Touch Screen, No Computer MARC Case Room MARC Phone: $150.00/day No Set-up Projector, Working Computer MARC Case Room MARC Phone: $150.00/day No Set-up Projector MARC Case Room MARC Phone: $150.00/day No Set-up Projector MARC Conference Room MARC Phone: $150.00/day EGG Projector, Touch Screen, No Computer

11 FIU Venues Nursing and Health Sciences Bldg NHS-1st Floor /AHC3 Room Owa Ehan OE Paul Cejas Architecture Bldg - PCA schedule@fiu.edu PC Conference Room PC 521 U.S. Century Bank Arena Individual Classrooms varied Cameron Jones Phone: pa@fiu.edu $30/hour FIU $60/hour non-fiu U.S. Century Bank Arena Main Area 4500 University Advancement Conference Room MARC 530 Cameron Jones Phone: pa@fiu.edu Mari Vila Phone: vilame@fiu.edu Full day: $6500/day Main court: $500/hour non-fiu Utilities: $50/hour Administrative Supervisor: $50/hour Custodian: $50/hour No Set-up No Set-up PA system with wireless mic and mixing board, 2 projectors, computer and video Screen, other equipment to be provided by user Viertes Haus VH schedule@fiu.edu Wertheim Conservatory Wertheim Performing Arts Center Concert Hall 600 Mr. Sammy Garcia Phone: sasgarc@fiu.edu $625/ 5 hrs. lights/sound, projector PG5 Market Station PG PG5 Market Station PG BBC Hospitality Management HM BBC Hospitality Management HM BBC Academic I AC I

12 FIU Venues BBC Glenn Hubert Library GL BBC Glenn Hubert Library GL BBC Glenn Hubert Library GL BBC Roz & Kal Kovens Conference Center BBC Roz & Kal Kovens Conference Center ENG Engineering Center