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Event Planning Workshop 2011 at East Carolina University
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Event Planning Workshop 2011 at East Carolina University



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  • 1. Event Planning at Mendenhall
  • 2. Event Planning Office @ MSC
    Location: 8, 8A & 8B Mendenhall
    Ground floor (Bowling Alley side) before Computer Lab
    8 AM - 8 PM, Mon.-Thurs.
    8 AM – 5 PM, Fri.
  • 3. Meet the Event Planning Staff
    Adeea Rogers
    Assistant Director, Operations
    Event Planning & Conference Services
    8 Mendenhall Student Center
    Chelsea Tucker
    Event Planning & Conference Services
    8B Mendenhall Student Center
    Javance Sinclair, Callie Allen, Charisse Stevens, Jillian Lundy
    Student Assistants
    Event Planning & Conference Services
    8A Mendenhall Student Center
    We are here to help YOU plan successful events.
  • 4. Spaces Reserved
    Mendenhall Student Center
    MSC Hendrix Theater
    MSC Brickyard
    Wright Auditorium
    Designated Public Forum
    Science & Technology Plaza
    Various Outdoor Spaces
  • 5. 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)
  • 6. Services
    Space Reservation
    Conference & Event Planning Assistance
    Resource for other campus space or services
  • 7. You’re Planning an Event...Now What?
    Tips to planning a successful event at Mendenhall
  • 8. 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
  • 9. 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
    AV Equipment
  • 10. Important ECU Dates
  • 11. ECU Football Schedule
  • 12. Who not to call…just yet
    You must have a room reserved before you contact Aramark
    The EPO will place requests to facilities
    The EPO will place requests to ECU PD
    Your publicist
    Events should not be publicized until a confirmation is received.
  • 13. 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
  • 14. Resources
  • 15. 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)
  • 16. Event Planning Process
  • 17. 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
  • 18. 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
  • 19. 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
  • 20. 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
  • 21. Webviewer
    Find events
    View available space
    Check before you place your request
    View competing events
    Complete an Online Reservation Form
  • 22. Webviewer
    Navigate to the main page-
    Click on Request a Reservation
  • 23. Webviewer
    Log on using the provided username and password
    Note: The username is case-sensitive!
  • 24. 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
  • 25. Web Resources
    Reserving Outdoor Spaces (MSC & other outdoor spaces)
    MSC Event Planning Office Website
  • 26. Understand Your Confirmation
  • 27. MSC Policies
  • 28. 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
  • 29. 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
  • 30. Classroom/ Spaces Policy
    Rooms inside and outside of MSC are monitored until the building closes.
    Keep Spaces as you found them
    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
  • 31. Cancellation Policy
    Effective January 1, 2007
    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 (preferred method)
    Call 252-328-4731
  • 32. 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
  • 33. 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.
  • 34. MSC Fees & Charges
  • 35. 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
    Technician Fee ($10 per hr., per tech.)
    Usher Fee ($250 flat fee)
    No Central Ticket Office Fees
    * Do not incur charges if event is free of charge (no tickets or admission fees)
  • 36. The Business of Event Planning
  • 37. Best Practices
  • 38. Best Practices
    Registered Student Organizations may qualify for SGA funding
    For events where money is spent on students
    Contract Tracy Parrish (
    Plan early!
  • 39. Best Practices - Marketing
    Student Marketing Team
    Help with T-shirt design, graphic design of printed & electronic materials
    Contact Tracy Parrish (
    Things to Think About
    TEC ads
    MSC Screens (in lobbies)
    Slide show before movies
    Social Media (i.e., FaceBook & Twitter)
    Fliers & handbills
  • 40. 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)
  • 41. Best Practices - Fundraising
    Contact Austin Robey ( 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
  • 42. 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
  • 43. 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
  • 44. Any questions?
    Have an eventful day!
  • 45. Event Planning Office
    252-328-4731 or