Please coordinate an event ……now what

Or as some say “Wallace Boot camp”

Experience ……Emotional Connection

What an Event is NOT

– A pretty linen and expensive flowers– Lobster on a paper plate– An outside event but the sprinklers are still on– The latest trendy lighting– Great backdrop but forgot to tell a story– A celebrity sighting– A just because

Key Elements to Planning and Event

–Understand the purpose….the WHY– Identify the audience/guests– Select and reserve a Venue– Distribute some form of invite and proper

form should match type of event– Forecast a budget–Use your resources wisely– Questions Call

Venue Use

• Campus Priorities/Critical to mission events have first right to an event space

• Campus Priority: Academic, Leadership, Athletics, Student Programming, then Social off campus entities• Paris Yates

– Issue we are working on….: priority reservation system……more to follow

Protocol

• Host Preferences may direct us to etiquette preferences in place for events

• Several types of protocol we need to pay attention to:

– Academic– Social– Military

Catering

• Procurement Policy and Procedure for when state funds can be used

• Campus Catering versus Off-Campus Catering

• Sustainability Concerns• Physical Plant Concerns……

» Trash

Left over Refreshments

• Liability to let host department take it• Serv Safe requirement-Catering• Taking a risk; exposing university to

liability• RSVPS help you and caterer plan

quantity needed• Food in the sun or outdoors

Floral

• Rent Green Plants; ie Ferns at Commencement

• Set a price point• Be creative does not have to be a

flower• Have a purpose in mind post event on

what you will do with floral post event• We rent if we can’t repurpose• You can’t just cut flowers from

campus

Landscaping & Grounds

• Building & Grounds in Vicinity of event

• Trashcans if an outdoor event

• How to request: SAP Work Order

Parking

• Why notify of event?

• When notify of event

• May involve additional expense to event budget

• What needs to be clarified:– Where to park– Are barricades needed and if so how many– Is additional security needed (UPD, Cobra, or EOG)

Physical Plant

• How to request: SAP Work Order• Signs• Barricades for Parking• Electric Power/generators• Stage/Risers/Chairs• Sound and Podium(s)• Set up (tables and chairs)• Event set up time, start, ending time• Custodial Services-

» Restrooms» Waste» Vacuum» Dusting

Sustainability

• Why a concern• Steps we can take

• Ole Miss Catering only carries sustainable products or china; using anything other than this option will cost more money and may NOT be an option

UPD

• What they need to know• If event involves dignitaries like elected

officials– (Mayor, State, Federal etc.)– Can recommend additional security measures– Size of Audience may dictate UPD Presence: ie:

Commencement, Grove on Game Days, Lectures – May alter traffic flow as needed– Need to maintain relationship with City of Oxford;

additional resources

University Communications

• We have Brand standards; we have approval process

– Logos– University Colors– University Style Guide

• How University Communications can help– Design & Printing– Website Development– Campaign Development– Media

» Written, Social, News Features, Radio,

University & Public Events Loan Program

• At least two-week notice• What we loan• Some inventory may not be loaned;

our discretion• Charge for inventory loaned• If merchandise returned damaged,

then it is to be replaced at current market value

And what topics get a little fuzzy

Alcohol

• Ordered and Served by same entity • License to serve• Must take unused alcohol with them• State funds cannot be used to purchase• There are differences between City and

County lines and what can be served• If students are present, approvals needed

Dean of Students and Provost Office need to be aware/and or approve the alcohol service

Contracts & Liability

• Photography, video, music permissionBMI, ASCAP, SESAC (deal with Music Licensing, Imaging,

Speakers/Entertainers, Copyright, Trademark, Patents, and other Created Works)

• Some venues have specific contract in place– Should clearly outline the do’s and don’ts– No open flames/only battery/flameless candles

• Legal Counsel can be consulted to confirm if a Liability Release is needed

• Volunteers– Comp time versus Paid time

Budget & Financial Matters: Pre-Event

• Forecast expenses– Get quotes, etc. from vendors to better

plan

• Set a budget– If helping coordinate, ask the host

department about any budget restrictions

• Always have a miscellaneous line item• Important to review…..very easy to

overspend

Budget & Financial Matters: Pre-Event

• Make sure to stay within spending guidelines as stated by Procurement Services:– http://www.olemiss.edu/depts/procurement/– Such as

• How to purchase Goods & Services• Vendor Application & Requirements• Allowable/Unallowable Entertainment• Professional Fees• Food Purchases

Budget & Financial Matters: Post-Event

• Invoices to be gathered & processed according to Procurement Services

• Audit Event folder:– Total Attendance– Totals per each expense– (Outstanding expenses, if any)– Notes/requests that were made post-event

• Enter expenses into Event Budget Spreadsheet for Fiscal Year – Templates available from UPE office

Summary

• Every detail matters• Dialogue and planning equal success• Superficial WOW does not guarantee a good event• Debrief and post event review are equally

important as the pre event planning• Budgets-excel and charts tell a story too• Close the gap with some form of follow-up with

guests-use those pictures• Save the Date

Panel Discussion

• Bradley Baker, Union Director

• Kathryn B. Lance, Assistant Director Ole Miss Athletics Foundation

• Christine Wallace, Director University & Public Events

• Ryan Whittington, Assistant Director, Social Media

The University of Mississippi

Emergency & Crisis Management

• Campus Committee

• Event Attendees

• Discussion preparation

And what topics get a little fuzzy

• Insert some clip art graphic

The University of Mississippi