Student Organization. Even T Planning Guide

Transcription

1 Student Organization Even T Planning Guide

2 Table of Contents Room Reservations page 2 Having Food At Your Event? page 6 Audio Visual Support page 7 Event Planning Supplies page 10 FREE Marketing Assistance page 12 1

3 Room/Event Reservation Requests Reserving space for events with our online system! Step 1 Before accessing 25Live, decide on: Think about what rooms you are interested in The start and end times that you will need the space for o This includes the time it takes to set up Three possible dates for the event Step 2 Access 25Live: On the left-side menu bar, select Room Requests - Next, select Ithaca College - Here you will find the link to the program AND many documents that will be helpful to you when using 25Live. OR, type into your browser, Step 3 You will receive a conformation notice through Be sure to read this thoroughly because it may inform you that you did not get approved for the space because the room, dates, or times were not available. o Feel free to the Scheduling Coordinator by ing cesreservations@ithaca.edu or call the CCES office at (607) to make an appointment or ask further questions. 2

4 Room Gallery Click the link and read this chart to see what each room has to offer and guidelines to keep in mind if you reserve it for your event. Emerson Suites: The Emerson Suites consist of three banquet rooms that can be used individually or combined for a variety of events. This space cannot be reserved for more than two consecutive days for any one event (including rehearsals). The minimum attendance for using Emerson Suites is 70 people. Clark and Klingenstein Lounge: The lounges are better suited for smaller banquets, larger meetings with food, and receptions. These rooms cannot be reserved on a recurring/weekly, bi-weekly, or monthly basis. Clark has the benefit of an attached bathroom. Klingenstein is closer to the catering servery, which makes it the preferred lounge when catering is used for an event. Meeting Rooms: All meeting rooms in the Campus Center are E-rooms. These rooms are pre-set and the tables and chairs cannot be rearranged. List of meeting rooms and capacities: Taughannock Falls (50) Ithaca Falls (35) Cayuga Lake (27) DeMotte (20) Six Mile Creek (16) Buttermilk Falls (12) 3

5 Campus Center IC Square: This is both a retail business location and an event space. There are some restrictions for when it can be used as an event. Reservations are made from 4pm on in this space for events. Classrooms: Classrooms are used for meetings by student organizations and small group gatherings. They can be reserved until 11pm. Campus Center Quad: Outdoor events cannot be scheduled seven days prior to and during Final Exam week Quiet hours are established for academic and residential buildings and must be observed. Mondo Gym: Wood Floor Gym: Free Speech Rock: Reserve this space by filling out a facility request form and returning it to room 201 Fitness Center. This space is reserved by Sean Reilley at sreilley@ithaca.edu. Reserve this space by filling out a facility request form and returning it to room 201 Fitness Center. This space is reserved by Sean Reilley at sreilley@ithaca.edu. 4 This space can be reserved through CCES for protests and other gatherings. Quiet hours are established for academic and residential buildings and must be observed.

6 Additional Room Reservation Guidelines During September, student organizations can make reservations, but on October 1st, they must be registered by OSEMA to make a reservation An organization can reserve a room a maximum of 18 months before the event date Events cannot be scheduled after the last day of classes Solicitation (Tabling & Meal Sign Aways) Tabling Tabling is available in the Main Lobby and North Foyer of Campus Center for registered organizations from 9am - 3pm every weekday Get a solicitation permits in the CC&ES Office (behind the Info Desk) Include the date and number of tables needed on the permit The table is set up for you with 2 chairs the morning of your reservation 5 Meal Sign Aways Meal Sign Aways are a way to fundraise where organizations have students sign away a meal on their meal plan and a percentage goes to the organization as a donation To do a meal sign away, go to the CC&ES office and ask the front desk for a meal sign away form Decide on which date and meal you would like to do the sign away for This is available once a month per organization

7 Food For Your Event Do you plan on offering food at your event? If yes, you will need to meet with a CCES event planner to review your options, and they will work with you to create a menu for your event. At Ithaca College, we are bound by a contract that requires our catering department to provide all food at meetings, gatherings, and events. Choosing your food Before meeting with a CCES event planner, establish a budget for your event. Consider factors such as, what you would like to spend on food per attendee, and the number of attendees you are expecting. Also, consider details like the time of day your event is being held, what the overall purpose of your event is, and dietary needs of your guests. Based on your budget and expectations, your planner will assist you in making menu decisions. The entirety of the menu and catering offerings available Ithaca College can be found on our website at the link above. 6

8 Audio Visual Production Services The CCES Office will provide a professional level of audio-visual services including: media-rich audio, lighting, and video support for a variety of special events, such as live stream, and recording. Your Event Planner can explain and elaborate on these services. The following is a list of our audio and visual production services provided for the following rooms: Emerson Suites: 1. Video Projection: We can provide a variety of video projection services including: DVD Video Computer Projection (PowerPoint, Photos, Slideshow, YouTube) Video Games (Xbox) IMAG (Camera shot of live action on stage projected on a screen) 2. Sound: We can provide two different sound systems along with microphones for this room. House Sound System: Basic speech reproduction and music playback. (Lectures, Speakers, Background Music) Portable Sound System: Higher volume events (Concerts and DJs) Microphones: You can have up to six wireless microphones either handheld or clip-ons. A variety of vocal and instrument microphones are available upon request. 3. Lighting: We can provide three different systems of lighting for this room. General White Stage Lighting (Speaking Events and Lectures) Colored Stage Lighting (Bands) Moving Lights (Dance Floor and Concerts) 7 IC Square: 1. Video Projection: We can provide a variety of video projection services including: DVD Video Computer Projection (PowerPoint, Photos, Slideshow, YouTube) Video Games (Xbox) 2. Sound: We can provide a House Sound System along with microphones for this room. House Sound System: Basic speech reproduction and music playback. (Lectures, Speakers, Background Music) Microphones: You can have up to four wireless microphones either handheld or clip-ons. A variety of vocal and instrument microphones are available upon request. 3. Lighting: We can provide two different systems of lighting for this room. General White Stage Lighting (Speaking Events and Lectures) Colored Stage Lighting (Bands)

9 Classrooms: 1. Video Projection: DVD Video Computer Projection (PowerPoint, Photos, Slideshow, YouTube) 2. Sound: Computer Speakers (Videos, Background Music) Microphones Meeting Rooms: 1. Video Projection: DVD Video Computer Projection (PowerPoint, Photos, Slideshow, YouTube) 2. Sound: Computer Speakers (Videos, Background Music) Microphones Clark and Klingenstein Lounge: 1. Video Projection: DVD Video Computer Projection (PowerPoint, Photos, Slideshow, YouTube) 2. Sound: House Sound System: Basic speech reproduction and music playback. (Lectures, Speakers, Background Music) Microphones 8 Park Auditorium: 1. Video Projection: DVD Video Computer Projection (PowerPoint, Photos, Slideshow, YouTube) 2. Sound: House Sound System: Basic speech reproduction and music playback. (Lectures, Speakers, Background Music) Microphones

10 Wood Floor Gym: Events that are held in this space require a portable sound system due to the fact that we are unable to utilize the built in house system for the usage of microphones, or any other types of connections. Creative options for this space can be discussed with your event planner. A&E Center: Lighting: o Bright White Fluorescent Lighting 3 settings Sound: o House Sound System: (higher powered sound system) High quality overhead sound system suitable for music playback and speech reproduction o Microphones: Up to 4 wireless mics available Connections available for other devices (Laptop, CD, Ipod, etc) Mondo Gym: Events that are held in this space require a portable sound system due to the fact that we are unable to utilize the built in house system for the usage of microphones, or any other types of connections. Creative options for this space can be discussed with your event planner. Video: o No installed video system, discuss other options with your event planner. 9

11 Event Planning Items You May Need To Request For Your Event Tables 3 Table Cocktail Table 6 Table Round Table Chairs Soft Furniture Lounge Chair Podiums Wooden Stool Emerson Chair Easels Rec-Center Chair Full Podium Pedastal Podium Gold Easel Wooden Easel 10

12 Other Black Folding Wall Compost Bins Metal 6 Standard Wooden 6 Standard Coat Racks Sign Board LCD Sign Pipe and Drape Rope and Stanchion US Flag Staging Dance Floor 11

13 Our marketing team is excited to help you design posters and palm cards to promote your event for absolutely no cost to you! However, you have to print them on your own. Just let your EMC know that you are interested in having posters/palm cards designed and he/she will either design them for you, or put you in contact with a member of our marketing team to do so. Some examples of posters and palm cards that members of our staff have created in the past include the following: Posters Marketing Excellent events need excellent promotion! Palm Cards/Quarter Sheets 12

14 Social Media Planning Our Marketing Team is also willing to help you create a social media plan to promote your event. You are responsible for executing the plan, but here are some things we have done before: 1. Intercom Write-ups A written list of intercom posts with a timeline of when they should be submitted and posted in order to efficiently promote your event 2. Pre-Made Tweets A written list of catchy tweets for you to use to promote your event before it happens 3. Pre-Made Facebook Posts A written list of potential facebook posts for you to use to promote your event before it happens We encourage you to ask your EMC for other marketing help! These are just things we have done regularly in the past, but we are always open to helping you create your own unique marketing campaign. 13