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External Event Planning Seminar

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by Jenna English on 17 October 2013

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Transcript of External Event Planning Seminar

FAU
Event
Planning Seminar
Non-Student Union
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 80 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 about 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 (online form) 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.

Equipment offered:
• 6 ft. Tables
• Chairs
• 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
•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/
Bookstore Lawn

(Designated Public Forums)
•Reserved online through Student Union website
•Must be reserved 10 business days prior to the date
•Equipment Available:
-Portable PA System with Microphone
-Stage
-Tables & Chairs
-Podium

**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
The Burrow Bar & 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
•Pool tables/darts
•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
Complex
Tennis
Courts
Outdoor
Basketball
Courts
Indoor Basketball
Courts
Henderson
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
Alumni Center


• 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:
Venue
Presenters / Performers
Catering
A/V Services
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
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