Meet the Event Planning Staff Adeea Rogers Assistant Director, Operations Event Planning & Conference Services 8 Mendenhall Student Center 252-328-4759 firstname.lastname@example.org Chelsea Tucker Coordinator Event Planning & Conference Services 8B Mendenhall Student Center 252-328-4731 email@example.com Javance Sinclair, Callie Allen, Charisse Stevens, Jillian Lundy Student Assistants Event Planning & Conference Services 8A Mendenhall Student Center MSCEVENTPLANNING@ecu.edu We are here to help YOU plan successful events.
Spaces Reserved Mendenhall Student Center MSC Hendrix Theater Banister MSC Brickyard Wright Auditorium Designated Public Forum Science & Technology Plaza Various Outdoor Spaces
Spaces Reserved by Others Outer Limitz Bowling (Audra Thomas) Billiards (Audra Thomas) Wright Plaza (Terri Stansbury) Bottom of College Hill (Gray Hodges) Recreation Fields (Gray Hodges) Student Recreation Center (Deena Olo) Ledonia Wright Cultural Center (Dionne Williams)
Services Space Reservation Conference & Event Planning Assistance Resource for other campus space or services
You’re Planning an Event...Now What? Tips to planning a successful event at Mendenhall
What’s New for 2011-2012 Signed Confirmations Performance Group Rehearsal Policy Event Planning Process Only contact with original requestor 5 business day turn around for requests Respond to emails from EPO regarding space within 3 days READ YOUR CONFIRMATIONS!
Before you call Be aware of important campus events and holidays Choose a date and alternate date Choose a location and alternate location Choose a name for your event Choose how you will pay for any charges Discuss event with your advisor(s) Choose extras Food AV Equipment Setup Decorations Accessibility Parking
Who not to call…just yet Aramark You must have a room reserved before you contact Aramark Facilities The EPO will place requests to facilities Police The EPO will place requests to ECU PD Your publicist Events should not be publicized until a confirmation is received.
Fall 2011 EPO Dates April 15, 2011: Begin Processing Fall 2011 Requests (paper only) April 30, 2011: Begin sending confirmations for Fall 2011 May 1, 2011: Fall requests open for campus departments May 15, 2011: Online Requests accepted
Event Planning Meetings What are they? Meetings with the MSC and/or Wright Operations Staff to discuss event logistics Why have them? Confirm event details Determine set-up and equipment needs Help work through event day logistics What Information is Needed at Meeting Itinerary of day’s events Set-up and equipment information Copy of any technical information (i.e., sound needs for band or performance group)
Forms For Your Use Single Use Request Form Series Use Request Form Wright Information Forms Hendrix Request Form Candle Use Form Initiations & Religious Ceremonies ONLY
Academic Buildings Academic Buildings are available for use beginning the 10th day after classes begin (September 6, 2011) Student Groups may begin meeting in academic buildings September 12, 2011 EXCEPTION:Saturday & Sunday (no classes on weekends) Why? Space available to MSC EPO after drop/add from Registrar’s Office
Other Spaces The University Mall is able to be reserved only for Chancellor Office events The Designated Public Forum is a space designed for speaking and distributing information, it is not designed for bands, concerts or other musical performances
Equipment Mendenhall Event Planning Office provides equipment to events in Mendenhall, Wright and the MSC Brickyard Only Little to no technical assistance available elsewhere on campus If you have technical needs, please consider trying to secure space in Mendenhall before using a space that provides no technical equipment or assistance
Webviewer www.events.ecu.edu/msc Find events View available space Check before you place your request View competing events Complete an Online Reservation Form
Webviewer Navigate to the main page- www.events.ecu.edu/msc Click on Request a Reservation
Webviewer Log on using the provided username and password Note: The username is case-sensitive!
Things to Know About Webviewer Webviewer shows reservations made by EPO in real time Please complete the form in its entirety, especially contact information Requests are processed on first-come, first-serve basis Room available when looking on webviewer, but may be reserved at time request is processed
Web Resources Reserving Outdoor Spaces (MSC & other outdoor spaces) http://www.orgsync.com Webviewer http://events.ecu.edu/msc/ MSC Event Planning Office Website http://www.ecu.edu/cs-studentlife/universityunions/MSC-Event-Planning.cfm
Performance Group Policy Changes effective July 1, 2011 Rehearsal time limit decreased to 1.5 hours Rehearsals only one day, Monday-Friday Additional rehearsal time available for up to 3 hours on Saturday and Sundays (during normal building operating hours) Why? Increase in number of performance groups requiring space
Reservations Deadline Reservation Request & Changes for next day deadline is 2PM Exceptions may be made after 2 PM if and only if Room availability In a room where no setup is required Does not require A/V equipment MSCEVENTPLANNING@ecu.edu
Classroom/ Spaces Policy Rooms inside and outside of MSC are monitored until the building closes. Keep Spaces as you found them Classrooms Fixed set-up rooms in MSC and academic buildings Clean up after yourself Be respectful of others meeting around you. Can lose ability to reserve space Violation of noise guidelines Damage to room Improper use of room Misrepresentation of event If you cancel your event, PLEASE call the Event Planning Office
Cancellation Policy Effective January 1, 2007 Why? 300+ student organizations Hundreds of campus departments and dozens of external organizations 15 available spaces in Mendenhall Make most efficient use of space Policy enforced and applicable for failure to cancel or for failing to cancel by the designated deadline When to cancel As soon as possible! Large events: 2-5 business days prior to date of event Events in larger spaces (i.e. Wright, Hendrix, Great Rooms, 244) Events using multiple spaces for the same event Events expecting attendance over 100 Events requiring use of security, ushers or technicians (labor) Smaller Events: 1-3 business days prior to date of event Events in fixed setup spaces (i.e., 221, 14, 15, conference rooms) Most weekly meetings (unless they fall under the category of a “large” event (see above) How to cancel Email MSCEVENTPLANNING@ecu.edu (preferred method) Call 252-328-4731
Cancellation Policy First occurrence: Letter from Assistant Director of Operations, Event Planning & Conference Services Group or organization incurs any labor costs (such as for a technician or security) Second occurrence: Letter from Associate Director of Operations Group or organization incurs a $50 cancellation fee (paid within 30 days or by the end of the semester) Group or organization incurs any labor costs and/or early opening charges (such as for a technician or security) Third occurrence: Letter from Assistant Vice Chancellor of Student Experiences Group loses reservation privileges in Mendenhall Student Center and all its subsidiary venues (i.e., The University Mall, The MSC Brickyard, etc.) If the third penalty occurs prior to Fall or Spring Breaks: loss of reservation privileges for the remainder of the semester If the third penalty occurs after Fall or Spring Breaks: loss of reservation privileges for the remainder of the semester and the following semester
Invitations to Elected Officials Must be authorized by the Chancellor or the Chancellor’s designee. The department, office, or individual who wishes to have an elected public official speak at an event will receive written authorization from the Chancellor’s Office.
MSC & Wright Auditorium Charges MSC Fees apply only if you are charging admission * Room Rental Fee Security ($200) Only if you are collecting money at the door Technician Fee ($10 per hr., per tech.) Usher Fee ($8 per hr., per usher) *Now includes Hendrix Theater (only incur charges if you charge admission to Hendrix) Wright * Facility Charge Damage Deposit Security Technician Fee ($10 per hr., per tech.) Usher Fee ($250 flat fee) Housekeeping No Central Ticket Office Fees * Do not incur charges if event is free of charge (no tickets or admission fees)
Best Practices Registered Student Organizations may qualify for SGA funding For events where money is spent on students Contract Tracy Parrish (PARRISHT@ecu.edu) Plan early!
Best Practices - Marketing Marketing Student Marketing Team Help with T-shirt design, graphic design of printed & electronic materials Contact Tracy Parrish (PARRISHT@ecu.edu) Things to Think About TEC ads MSC Screens (in lobbies) Slide show before movies Social Media (i.e., FaceBook & Twitter) Fliers & handbills
Best Practices – Ticket Selling Entice guests to purchase early Make it financially beneficial for them to purchase early instead of at the door (i.e., $3 in advance, $8 at the door) No Central Ticket Office fees charged unless your event accepts credit cards (charged credit card commission fees)
Best Practices - Fundraising Contact Austin Robey (firstname.lastname@example.org) to complete fundraising packet Cannot use student fee dollars (SGA funding) to fundraise Will not charge for use of Mendenhall if 100% of money raised goes to another non-profit(does not apply if fundraising for own organization) Student Activities & Organizations not involved in collection or distribution of funds
Things to Remember Event Confirmations signed by Organization Representative & Advisor Only contact with original requestor 5 business day turn around for requests Respond to emails from EPO regarding space within 3 days Please remember that if you are not going to use a space… CANCEL There is always someone waiting for an available space. READ confirmations & emails
Why? MSC Event Planning Office hosted over 7,000 events in 2009-2010 300+ student organizations Hundreds of ECU Campus Departments Dozens of Community & External Organizations 15 rooms in Mendenhall