President’s signature and seal
Signature requests are reviewed regularly
Be sure to include background informa8on
Submit requests directly to Lisa Shrader
The president’s seal is reserved for use by the
Oﬃce of the President
Invita8ons and publica8ons
• Any publica8on bearing the president’s name should
be approved by the Oﬃce of the President
• Press releases, invita8ons, printed programs, printed
• All items will be reviewed by Marke8ng and
• Please allow 3‐5 business days for ﬁnal approval
Steps to submiOng a request
• Log onto events.wayne.edu by clicking add/edit and
• Complete the event form and select “request
• Complete the “presiden8al request form” sec8on
• This process will send an email directly to
• Be sure to provide suﬃcient informa8on for the
decision making process
Review of requests
• Requests are typically reviewed once per week
• Considera8on is given to chronological
occurrence during the review process
Conﬁrma8on of requests
• The Assistant to the President will reply to
your email or you will receive a phone call
from our Lead Secretary
• At this 8me, please begin comple8ng the
• Contact Special Events and Services
Comple8ng the brieﬁng template
• Log onto events.wayne.edu by clicking add/
edit an event
• Select the appropriate template from the leV
• Email the informa8on directly to Devan
Saﬀord as an aIachment at
Important brieﬁng informa8on
• All brieﬁng materials are due by 9 a.m. one
week prior to the event
• Materials for weekend events should be
submiIed by 9 a.m. on Thursdays
• Bullets or expanded topics are best. A narra8ve is
also acceptable – and, in the case of brief
programs, preferable ‐‐ if you can provide one.
• Be detailed and explicit.
• Just as you wouldn’t say, The president will give
his vision for the College of Educa7on, don’t say
the president will describe how his vision of the
university ﬁts with the mission of the College of
Educa7on. Don’t assume the president or his
speechwriter knows the vision, mission or
anything else about your unit of WSU. Tell us.
• Be crea8ve; not everything has been said
• Send the president’s assistant any informa8on
you think is appropriate to Dr. Noren’s role as
a par8cipant in your event.
• Our common responsibility is to make the
president look good; he represents the
university, and therefore each of us, to every
audience to which he speaks.
Review before submiOng
• Use your computer’s Spellcheck.
• Eliminate jargon and clichés. Avoid clunky
words like “foster” or “garner.” Who knows
what they mean?
• Use AP style on numerals.
• Use the WSU style manual. It’s on the
Marke8ng and Communica8ons Web site.
Check your facts
• Students from 76 countries at last report, not
• $239 million in research expenditures. This makes
us one of the na8on’s top 50 universi8es for
research expenditures in Na8onal Science
• We have more than 235,700 living alumni.
There’s a WSU Fact Book online, and the MAC Web site
includes a Fast Facts page.
The ﬁve points of the president’s
vision for WSU
• Access to higher educa8on
• Economic revitaliza8on
• Graduates engaged in lifelong ci8zenship
• Resolu8on of urban stresses
• Dynamic research university
If you use these ﬁve points from previous
speeches, please edit them.
1. Introduction of new staff
2. Overview of services available through Special Events
Special Events and Services website
Information line (313) 577-0300
3. WSU events calendar
Requesting SES assistance on an event
Steps to add on Cashnet to take payments for your
4. The Event Coordinating Group – we are your friend!
5. What to dos and not to dos?
What to do when the President is going to be a part of your
What to do when someone at a VIP level; Nobel Laureate, a
governmental officer, community leader, famous author or
actor, etc., comes to campus to be a part of your event.
What to do when the doors are locked, the lights won’t turn
on, the water won’t run, the…….
What to do when you just don’t know where to start
And, please do not assume that…
Partner with Purchasing First!
Joan Gossman &
When a Need Arises
• Get a “Budget” quote
• Have a banner requisi8on completed & approved
• Fax “legible” quote to 577‐3360 or e‐mail to
• Provide Detailed Speciﬁca8ons. If you have a quote,
the Req should mirror the informa8on in the quote
(typed into item text).
• For contracted services, review any contract in full
before you send to Purchasing.
• Provide all the details in Item Text (who, what, when,
where, and why, and how much)
• Use the best es8mate for your Req, knowing the
ﬁgure will be adjusted for ﬁnal or actual count. Do
• No par8al PO’s for Deposits Only. PO must be fully
funded for the event.
• Do not sign any contract or other legally binding
• Include any signiﬁcant special
instruc8ons for Purchasing
• A “suggested” vendor list
– Oﬀer any vendors you believe can perform the
– Purchasing may add vendors to the bid list
– For new Vendors, provide complete contact
The Bid/No Bid Decision?
• The single most important factor is dollar amount
(don’t split up!)
• Other factors can play into this decision
– Complexity of the order
– Delivery Date
– Market Opportunity
• There simply are no University policies that allow for
a waiver of bids due to a rush project!
Required Lead Time
• Banner System‐ allow one week from requisi8on crea8on to ﬁnal approval
• Purchasing Process‐ a normal 8me frame is 3 to 5 business days
• Bid Process – addi8onal 3 days.
• Printer Produc8on ‐ a “normal” print job takes about 2 weeks
– New Vendor – 2 weeks addi8onal (General Counsel Approval)
– Old Vendor – 2 days addi8onal (if prior contract is a mirror image)
• Prepayments or Deposits – 2 days addi8onal
• 3 weeks from Requisi8on to Bid, to Contract,
to Purchase Order.
• Do the requisi8on if you know the basic
• Promo8onal Items
• • Florists
• • Ar8sts
Early Planning Advantages
• Purchasing can bid the job and/or place the
order long before your due date
– Early Vendor Solicita8on
– Final “tweaks” with selected vendor
– Banner Amendment for ﬁnal changes
What if I make changes?
• Minor Changes = no problem
• More than a few may require a re‐bid
Why Bid ?
Board of Governors Requirements
Large markets of qualiﬁed compe8tors
We are a public ins8tu8on.
Buy Michigan Policy
• 4‐5 days lead 8me for base RSVP
• 2 weeks lead 8me for custom RSVP
– Basic ﬁelds (single line, mul8 line, drop down,
– Thank you page/email
– Cap on RSVP’s, Start/End Dates
– Access to RSVP list, Export to Excel
• Free ‐ Base RSVP
• $300 – Custom RSVP
• Created through events.wayne.edu
– AVer entering the event contact us
– We have a list of ques8ons for each RSVP
• The ability to self create is coming soon
• Raise the awareness and reputation of the university
Support enrollment goals
• Build pride among students, faculty, staff, alumni
• Support development, research and other funding initiatives
• Improve university branding
Brand Communications Brief:
• Key brand messages:
Aspiration, opportunity, excellence, success,
• Tonality: Bold, confident tone in copy and visuals
Proud of what and who we are; unafraid to express it
• Strategy: Facts that change minds; stories that change hearts
Thoughts about our brand campaign…
Integrate, coordinate, collaborate
Create and leverage content
Balance online and offline
Market internally and externally
We are all brand managers
President's Inaugura:on ‐ Tuesday, April 7 ‐ DIA ‐ 1:30 p.m.
University Commencements – Ma@haei / Tom Adams Field
Thursday, May 7
10 a.m. – College of Liberal Arts and Sciences
3 p.m. College of Educa7on / College of Fine Performing and Communica7on Arts
Friday May 8
10 a.m. – School of Business Administra7on / College of Engineering
3 p.m. – Library and Informa7on Science, College of Nursing, Eugene Applebaum College of
Pharmacy and Health Sciences, School of Medicine (Ph.D./Masters), School of Social Work
Rain Dates – Saturday, May 9 and Sunday May 10
WSU Convoca+on – Monday, August 31
WSU Homecoming – Saturday, October 3
Look out for more informa7on regarding Welcome Back Week – Fall 2009