EVENT MANAGEMENT TRAINING

Fall 2014

SHARED RESPONSIBILITY

Event Sponsor Responsibilities

Event Coordination

Funding Approva

ls

Space Reservations

Publicity

Talent

Event Registration

University

Responsibilities

Audiovisual

Security

Parking

Website Informa

tion

Staging Service

s

Custodial

Support

Ticketing

House Management

GENERAL EVENT INFORMATION

Planning Your EventReserving SpaceRegistration & EvaluationEvent SuppliesCo-Sponsoring

PLANNING YOUR EVENT

1. Identify purpose and objective of the event – let us know how we can help!

2. Identify target audience

3. Request space and determine set up

4. Determine event content and talent (band, DJ, comedian, etc.)

5. Develop a budgetFunding opportunities – Student Activity Fee (SAF) and Diversity & Collaboration Fund (DCF)

6. Create and distribute promotional material

7. Register event

8. Host event

9. Evaluate the success of the event

Throughout the event, consider risk associated with your event and how your group will manage this

RESERVING SPACE

Deacon Space: https://rooms.wfu.edu

Examples of Spaces The Barn Benson Meeting Rooms Davis Field Wait Chapel Reynolds Gym Recreation Fields Mag Room

Residence Life & Housing space is reserved through their website

REGISTRATION & EVALUATION Event Registration Register your on campus event at events.campuslife.wfu.edu

Deadlines according to chart Allows you to plan and us to gather resources for your group

Event Evaluations Evaluate your on campus event at events.campuslife.wfu.edu

Deadline is 10am the day after your event

Allows you to reflect and us to develop a better system

Date of Event Deadline for Registration

Weekday Event(Monday-Thursday)

Monday by 3pm

Weekend Event(Friday-Sunday)

Thursday by 3pm

EVENT SUPPLIES

Red Binder includes:

Sign In Logs

Wristbands Mandatory for all events with alcohol Available for events without alcohol to assist with crowd management

21+ Signs Must be hung in accordance with North Carolina state law

BYOB Supplies Indicate on your registration what supplies you would like

Pick up by 5pm the day of your event. Return by noon the business day after you event.

CO-SPONSORING EVENTS

Each group is individually responsible for the event. Each group must: Fill out separate event registration forms Have an adequate number of certified event hosts Communicate with one another while planning Assume responsibility for activities during the event

KEY POLICIESEvent GuidelinesEvents with AlcoholBYOB GuidelinesEntertainment TaxSecurity

GENERAL EVENT GUIDELINES Events must take place on campus or at a third party vendor

Lounge Event Times Weeknight events (Sun-Thurs) – must conclude by midnight Weekend events (Fri-Sat) – must conclude by 2am

The Barn Event Times Events must conclude by 1am Alcohol-free weekend events (Fri-Sat) can stay open until 2am

Other Guidelines If guests leave the event, there is no re-admittance Once capacity is reached, there is no further admission for the duration of the event (NO 1-in-1-out policy) At the conclusion of events, lights on, music off, alcohol distribution (if applicable) ends Initial cleaning for 1 hour, final cleaning expected by the following morning at noon Events with food and/or beverages must utilize ARAMARK (unless BYOB) Event themes should NOT be disrespectful or degrading to any person or population

Some space have specific needs. Check with these spaces while planning your event.

EVENTS WITH ALCOHOL

Cannot last longer that 4 hours

Must be either BYOB or served by ARAMARK

Only guests 21+ may bring and/or consume alcohol

Only beer and unfortified wine are permitted

Plastic cups must be clear

Must provide non-salty snacks and alcohol-free beverages

The following are NOT permitted: Hard alcohol, punch, fortified wine Alcohol purchases using SAF, DCF, Chapter Funds and “pass the hat” Common sources (kegs, punch, accessible refrigerator, etc.) Glass containers Beer slides, drinking contests or drinking contest paraphernalia Open containers brought into the venue or taken out. Can only be sealed, primary containers. Storing alcohol in lounges at the conclusion of the event

BYOB GUIDELINES

An individual guest/group member who is 21+ brings the alcohol that he/she can consume themselves

Amount of alcohol should be no more than what that individual can consume on his/her own

Organizations can set a limit to the amount of alcohol each guest brings

When registering your event, you’ll need to tell us what BYOB system you’ll use

Types of BYOB Systems Ticket System – guest receives a ticket for each drink he/she brought, trades tickets at the bar

Punch Card System – guest receives a punch card with the number of drinks he/she brought, card is punched or marked for each drink received from the bar

Bartender List System – bartender keeps a list of the alcohol each guest brings, checks off each drink when handed back to the guest

Available Resources

ENTERTAINMENT TAX

Effective January 1, 2014 by the NC General Assembly

The NC Department of Revenue has ruled that the owners of venues (i.e. any place where an entertainment event is taking place) are ultimately responsible for the collecting and remitting of sales tax for hosted events; thus, WFU must assume responsibility for the collecting and remitting of sales tax for all ticketed events on campus.

If your event will have ticket sales or if you are selling any merchandise, you must notify our office so we can assess your event to determine its eligibility.

SECURITY

Required for any event with 200+ guests

A minimum 1 officer per 100 guests is required (so 5 officers for an event with attendance of 500)

Cost ranges from $25-30/hour per officer, minimum 4 hour requirement Currently events with more than 200 guests at The Barn must have 9 security guards/officers and 7 event staff.

Our goal is to reduce the number of required security officers. At this time, the Office of the Dean of Students is assisting with the cost until we can reduce this number.

Additionally, events at The Barn can receive $400 toward security needs

Must be reserved at least 10 days prior to your event

EVENT HOSTSEligibilityEvent MonitorsFront Door HostsBartenders (if applicable)

ELIGIBILITY

Must…

Be at least 18 years old (21 if serving as a bartender)

Be at least 3-5 event hosts per event

Have at least one junior/senior event host per event

Be certified each semester using the online training

Cannot…

Be new members of fraternities/sororities

Consume alcohol before or during the event

Be the same people assigned host duties at each event

EVENT MONITORS

At least 1 event host is dedicated to this role

Make rounds during the event

Ensure all event guidelines are being followed

Ensure all event hosts are in contact with one another

Keep event coordinator and/or president abreast of all issues and concerns

FRONT DOOR HOSTS

At least 2 event hosts are dedicated to this role

Check IDs Must be college-aged students Non-WFU students must be sponsored by a WFU student Check name, birthdate, photo and expiration date to ensure accuracy

Monitor Guest Logs Guest logs can release a group’s liability if used properly Ensure they are completed accurately, have guest sign, indicate amount of alcohol (if applicable)

Distribute Wristbands If alcohol is present, only guests who are 21+ receive a wristband. If alcohol is not present, all

attendees get a wristband. Tightly secure the wristband around guest’s wrist so it cannot be removed and given to someone

else Do not trust wristbands from other events.

Monitor entrance and exit for unauthorized access

BARTENDERS (IF APPLICABLE) At least 2 event hosts are dedicated to bartending if the event is BYOB If ARAMARK is serving alcohol, these event hosts will become event monitors instead

Follow all BYOB policies

Be familiar with the BYOB system being used at the event

Collect and secure alcohol as guests bring it to the bar

Do not open alcohol when handing it back to the guest

RISK ASSESSMENT & MANAGEMENT

CATEGORIES OF RISK

Physical – involve harm or injuries to the physical body. Examples might include injuries from physical activity, inclement weather, equipment or materials, food-related illnesses, alcohol consumption, dangerous travel conditions, medical emergencies, etc.

Reputation – apply to the reputation of the individual officers and members present, the reputation of the student organization and the reputation of the university as a whole. Examples might include poor conduct or behavior at an event, a negative representation of the group or hazing of members.

Emotional – pertain to the thoughts and feelings of the organization’s members, participants or attendees, and any other constituents of the event or activity. Examples might include hazing of members, lack of accessibility to the event, discrimination against constituents, controversy or disruption of the campus, averse reactions of participants, sensitive subject matter and the strain of planning the event.

Financial – involve both the budget for the specific event and the overall financial health of the student organization. Examples might include a lack of cost reduction where possible, poor budgeting, failing to meet fundraising goals, etc.

Facilities – include both the safety of the facilities used for your members/participants and the maintenance of the facilities used by your members/participants. Examples might include a lack of proper set-up or clean-up for the event, safety and security issues at your location, a lack of familiarity with the facilities and location or the disruption of university facilities.

MANAGING RISK

Comprehensively assess all physical, reputational, emotional, financial and facilities risks associated with the event or activity.

Realistically assess all risks, considering the probability of occurrence and the severity of potential consequences

Comprehensively explore and examine actions that can be taken to mitigate each risk

Select the most appropriate mitigating action(s) for each risk

Develop thorough contingency and crisis response plans in case of emergencies

Consult with relevant “campus experts” and resources in the planning of the event

Effectively communicate risk management plans to other constituents of the organization and/or event

Implement the event according to the pre-established risk management plans

Document and evaluate the efficacy of the risk management plans for future reference

EMERGENCIES

For all emergencies, contact University Police

336-758-5911

As needed, contact your organization faculty/staff/alumni advisor

OTHER RESOURCES

Event Management Website: events.campuslife.wfu.edu

Student Engagement Staff Support

Event Help Request Form

Event Planning Checklist

COMING SOON! New developments forEvent Management

COMING SOON!

BYOB Resources

Event Support Staff

Fall planning group with Dr. Adam Goldstein, Dean of Students Student involvement Event study