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External Event Planning Seminar
Transcript of External Event Planning Seminar
Reservations Goals Effectively plan events taking place outside the Student Union.
Review steps, forms, and procedures for a successful event.
Appropriately identify spaces are available to reserve on campus.
Determine equipment needs and where to obtain the necessary equipment. Alternate Locations
Include: Steps to Planning your event Pre-Plan Come up with an idea/theme
Consider your target audience’s needs.
Are you having a guest speaker?
Are you having food?
Consider costs associated with your
event and prepare a realistic budget for your event
Can you afford this program or should you
partner with another group that has similar goals? Your Advisor Your Advisor is a CRITICAL piece of your program planning! Discuss ideas with your advisor beginning in the planning stages and all throughout the planning and execution of your planning. Keep open communication about the details of your event, they should be able to assist guide you in the execution of your programs. How much time do you need for set up prior to your event?
What time is your event going to start?
How long will your event be?
How much time do you need to clean up?
How many FAU students will be attending?
How many Non-FAU students will be attending?
How are you marketing your event?
Will you need security? Information to consider for the Event Registration Form Safety and Security Coverage is determined by the FAU Police Department. Some events with critical risk factors will be required to post police officers and private security, regardless of attendance. Those events will have any or all of the
following critical risk factors:
Dance/Concert/Probate/Come out Show
Held at, or continues until any time after 11:00 pm
Money is being exchanged (tickets, merchandise is being
sold, charging admission or asking for a donation)
Events with 100 people or more
Events open to the general public Police Officers: $35 to $50 per hour
*a minimum of 4 hours is required
CSC – Private Security $16.50 to $26.50 per hour
Wands - $25 each Costs for Security: Food Waiver Must be completed and submitted 10 business days prior to the event to Business Services located in Student Union room 204. Business Services will be in contact with you regarding the status of the food waiver within 3-5 business days of the submission. If approved, Business Services will fax the Food Waiver Request to Environment Health & Safety. Information you will need to complete the food wavier: • Name of the vendor or caterer that will provide the food
• Menu of the food and beverages being served
• How the food will be served
• How the food will be delivered and what precautions will
be taken to ensure the safety of the food
NOTE: Check the EH&S website for a list of Approved Vendors at: www.fau.edu/ehs - the link is FOOD SAFETY PROGRAM. If you opt to use a vendor not on that list please follow the steps below to have them approved. Temporary Food Permit Review and fill out the Temporary Food Service Event Permit Application form, which can be accessed and completed on-line: http://www.fau.edu/facilities/ehs/safety/Food-Safety-Program.php
This form must be completed and submitted 10 business days prior to your event.
Please keep in mind that food prepared at home is not permitted to be served at your event.
All vendors (including grocery stores, caterers, restaurants, etc.) must be selected from the Approved Vendor List (as stated above)
If the vendor is not serving the food, all individuals who are responsible for cooking, serving, handling, or transporting the food will need to complete the brief, on-line FAU Food Safety Training prior to the permit being issued (preferably at the time the Temporary Food Service Event Permit Application is submitted). Again, visit www.fau.edu/ehs. The training certificate is valid for 4 years. Food Safety
Training Equipment Do NOT assume that your venue will be able to supply all of the equipment that you will need. You will want to check with them what they provide free of cost and what they charge for. Most often when the venue does not supply the equipment you need you will contact AV Services and/or Physical Plant.
*charges apply to use these services Request must be made 72 hours prior to your event
The following audiovisual equipment is available:
• Loudspeaker System
• Overhead Projectors
• Data/PowerPoint Projectors
• Slide Projectors
• TV-VCR Carts
• DVD Players Physical Plant – Work Control Online Work Order Request From must be completed a minimum of 7-10 days prior to the date of your event.
• 6 ft. Tables
• Garbage Cans
• Podium Finding the Right Space Check for available dates at your desired location –
It’s always good to have a few options to choose from! Breezeway •Availability: 10:00am to 2:00pm
Monday - Friday
•Reserved online through Student Union
website 10 business days prior to the event
•Maximum of 2 tables* (special events may be
able to reserve more)
•No Amplified Sound
•Donations and Food require the same procedures in the Breezeway as anywhere else
*Food Waiver/*Fundraising Form •Reserved online through Student Union website
-Also requires a Event Request form be
submitted to Student Union 203
•Must be reserved 10 business days prior to the date
•The Student Union staff will request your tables and chairs for you as indicated on your request sheet
•No Amplified Sound Traditions Plaza/
(Designated Public Forums) •Reserved online through Student Union website
•Must be reserved 10 business days prior to the date
-Portable PA System with Microphone
-Tables & Chairs
**The sound equipment and stage must be picked up from the Student Union office, 203. Be prepared to provide an ID to ensure safe return of the sound equipment. All other equipment will be requested and delivered on your behalf.
•The bookstore lawn is the only place where you can have amplified sound; however it is only permitted between 12 pm -1 pm Social Science Rotunda Reserved online through Student Union website
Must be reserved 10 business days prior to the date
Reserved online through Student Union website
The Student Union staff will request your tables and chairs for you as indicated on your request sheet
No amplified sound
*Free to reserve for Registered Student Organizations Department: Office of the Registrar
Types of events held at these locations:
general meetings, conferences, presentations
Classroom capacities are between 20 to 295 people
A/V Equipment can be rented through A/V Services
Reserved by the space: Visit building 80, Student Support Services room 146A Nations Multipurpose Room •Types of events held at this location: conferences, lectures, banquets
•Lecture: Can hold up to 110
•Banquet: Can seat up to 100
•Limited tables and chairs are provided
•A/V equipment can be rented through A/V Services
•Reserved by the Housing and Residential Life Department visit building 46 Housing Lawn and BBQ Pits Coyote Jack’s Grill
*Free to reserve for Registered Student Organizations. Charges would apply to rent the space if the event is closed to the public. (this venue is open to the public) •Types of events held at this venue: live music, karaoke, comedy shows, movies, watch parties
•Capacity of the space is 120
•Bar/Grill Appetizers/Meals/Beverages are offered
•Built in PA and projector
•Reservations are made by Business Services located in the Student Union room 204 Amphitheatre
This is an outdoor location
Types of events held at this venue: concerts, come out shows
Reserved by visiting building 9, Dorothy F. Schmidt College of Arts & Letters room 164 Types of events held at this location: BBQ, Come Out Shows, Carnivals, Sports Competitions
Reserved by the Housing and Residential Life Department visit building 46 MAC Gym Athletic Areas Lap & Leisure Pool
Gymnasium Track & Field
Courts Outdoor Basketball
Courts Indoor Basketball
Fields **Charges may apply. Please contact the venue administrator for more details.
Types of events held at this venue are lectures, banquets, pool parties
Reserved by visiting building 91, Campus Recreation & Fitness room 105 University Theatre •Types of events held at this venue are lectures and conferences, theatrical shows
•Capacity of the space is 530 seats
•Reserved by visiting building 9, Dorothy F. Schmidt College of Arts & Letters room 164 Barry and Florence Friedberg Lifelong Learning Auditorium *Charges apply. Please contact the venue administrator for more details.
Types of events held at this venue are lectures, conferences, performances
Lecture: 500 seats
A/V Equipment can be rented
Reserved by visiting building 31D, Life Long Learning Center room 213 Marleen & Harold Forkas
• Types of events held at this venue are conferences, lectures, and banquets
• Lecture: Can hold up to 130
• Banquet: Can hold up to 110
• Reserved by visiting building 94, Marleen & Harold Forkas Alumni Center room 205 Leading Up to Event & Day of Your Event Follow up with:
Presenters / Performers
Physical Plant Consider arriving early to test the equipment/technology
Make sure you have enough time to set up prior to your event start Event Planning Office Room 203 Fau Student Union ENJOY YOUR
EVENT! *Free to reserve for Registered Student Organizations *Free to reserve for Registered Student Organizations EVERY event needs an event registration form be it on or off campus. All forms should first get your advisors signature, then the venue, and finally be turned into the Student Union Administration office for final approval. Event Registration
Form *Charges apply. Please contact the venue administrator. Academic Classrooms Traditions Plaza *Charges may apply. Please contact the venue administrator. Free Speech Lawn *Free to reserve for Registered Student Organizations Audiovisual Services
Free Speech Breezeway Classroom space Campus Recreation Alumni Center University Theatre Life Long Learning 1 2 3 Campus Wide