Guidelines to Booking Your Event

INFORMATION UPDATE FROM THE

OFFICE OF SPECIAL EVENTS

 GUIDELINES FOR PLANNING A SUCCESSFUL CAMPUS EVENT, 2015-2016

GIVEN CURRENT AND ANTICIPATED FUTURE DEMANDS ON UNIVERSITY SPACES AND STAFFING, THE FOLLOWING INFORMATION IS INTENDED TO PROVIDE SUPPORT AND RESOURCES TO ANYONE PLANNING AN EVENT ON CAMPUS DURING THE UPCOMING YEAR.  THESE GUIDELINES ARE SUBJECT TO REVIEW AND REVISION FROM TIME TO TIME.

CONTACTS FOR RESERVING SPACE:

                STUDENT MEMORIAL CENTER                    INFORMATION DESK        X3024

                GORDINIER                                              PHILIP BRANDT               X2067

                WINTER/WARE CENTERS                           LAURA MICCICHE            X5628

                PUCILLO                                                   DR. GORDON NESBITT    X3705

                ALL OTHER SPACES                                 RICHARD YEDNOCK           X3865

These contacts will ensure the event is entered into “Astra All Campus Scheduling” software which alerts campus police, housekeeping and grounds personnel.  It is important to register your event with one of these individuals.

When considering use of space, each space is equipped with dedicated and/or fixed equipment or design that dictates the intended or best use as well as flexibility of space usage.  The nature of the event may limit the options where it can be hosted or can be very flexible in the space options that may maximize the experience of the event.

Tickets, please contact Lydia Yeager, Ticket Manager, Student Services, at 871.7600 to schedule your event or ticket staffing needs.

Marketing material requests (photo, bio, description, date, time, venue) are entered onto the campus calendar event form.

At least two months prior to your event, contact the person responsible for the space you are reserving to review event details (arrival, load in, technical needs, length of event, catering, if required, etc.)

If you are a liaison or point person for a University-sponsored event or lectureship, please contact the Office of Special Events for assistance in coordinating your event.

Cancellation of an event, please notify the following persons immediately:

Person responsible for the space (see above listing)

Marketing department

Catering/Dining Services (if applicable)