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Event Guidelines |
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The following guidelines are provided to help those planning
a major event on the CMU campus. A major event is defined
here as one to which the public is invited, an outside
speaker or entertainer is engaged, and requires the services
of University Events. Not all guidelines will apply in all
circumstances.
Event Assessment
- What are the goals of the event?
- Do the goals complement the goals of CMU?
- What is the target audience for the event?
- What is the available total budget for this event?
- Are there any other campus groups that could/should be a
partner for the event?
- What are the date requirements/restrictions for the event?
- If the event has date requirements, have you checked the CMU
online calendar at
http://events.cmich.edu and the student calendar at
http://allevents.cmich.edu/viewcalendar.asp
for potential conflicts with your target audience? Also check community
calendars for conflicts.
- Is there adequate planning time (at least three months
minimum) to develop the event?
Event Planning
- If the CMU President will be invited to attend or speak at
the event, a Speaking Engagement/Event Participation Request
Form should be completed and submitted electronically. This
form can be found at
www.cmich.edu/president/forms/event-request-form.htm.
- Form a planning group that includes at least the event
sponsor(s), students/ administrative staff that will be
helping, someone from Public Relations and Marketing, and an
event-site representative.
- The first planning meeting should start with an outline of
desired outcomes/goals, target audience identified, specific
and/or desired dates, and a total budget amount. Include any
known budget items as well, such as performer fees.
- Media coverage of the event/speaker should be
anticipated. The contract should include information about
media access (see media release form) including interviews,
videotaping and still photography. University Events is
responsible for reviewing all contracts. Public Relations
and Marketing is responsible for coordinating media
activities.
- Sample budget breakdown:
| Speaker/Talent Fee |
40% |
| Travel Expenses for Speaker |
5% |
| Marketing |
15% |
| Printing |
10% |
| Location Expenses |
5% |
| Production Expenses (i.e., Sound, Lighting, Staging) |
15% |
| Miscellaneous | 10% |
- Early planning meetings should solidify the date,
location, and the marketing plan. The room should be
reserved through the appropriate coordinator (Bovee UC, SAC
or University Events) prior to committing to a Performance
contract. The date should also be checked on appropriate
university calendars, to avoid conflicts and then entered
once confirmed. If the event requires a signed contract with
a speaker or performer, that also needs to addressed early
in the process with University Events.
- Based on your available budget and your planning timeline,
Public Relations and Marketing will spell out available
options and make recommendations regarding news releases,
print materials, online materials, and advertising.
- Risk Management should be contacted to secure a
certificate of insurance. Contact University Events if
alcohol will be served and/or if items will be sold at the
event.
- For events to be held off campus, the Marketing and Sales
unit of Off-Campus Programs can assist.
Public Relations and Marketing services include, but are not
limited to:
- News releases
- Broadcast media relations
- CMU Minutes
- Television and radio spots
- Photographs
- Publication design and production (brochures, posters,
invitations, fliers, folders, booklets, and more)
- Print advertisement design
- Content editing
- Marketing and public relations planning
- Web content and design consultation
Further planning meetings should focus on logistics details
and follow-up. Sample logistics issues include:
- Room set-up/AV needs
- Technical Production requirements, contact University
Events
- Food
- Hotel arrangements
- Hospitality for VIPs or speaker
- Traffic and parking, contact CMU Police
- Signage
- Volunteer staffing
- Ticket sales
- Security
- Communication during the event
- Checks/Payment
- Contingency plans
- Disability accessibility
- Clean-up
- Share program information with offices that may be
contacted, e.g., University Center Information Booth, Alumni
Relations, Admissions, CMU Police, and University Events.
- Communication during the planning process is key, as not
every planning committee member will be able to attend every
planning meeting. A designated minute taker (other than the
committee chair) should take copious notes, including task
assignment information, and circulate the minutes as soon
after the meetings as possible.
An event evaluation should be developed and completed
following every major on-campus event. This may include an
evaluation for those involved in the planning and an
evaluation for those who attended. This information can be
useful to those planning similar events.
Program Board, On The Fly Productions, and University Events
have event checklists, programming, timelines, contract
information, and “Seven Steps to a Spectacular Event”
information that may be helpful.
Remember, a major event at CMU is an opportunity to showcase
the entire university. It is the details, details, details
that will help ensure success.
12/23/2004
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