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Introduction to Event Planning

How to plan a successful event atHofstra University

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Popular Spaces for EVERYONE

• Meeting Rooms- StudentCenter , Axinn Library

• Outdoor spaces- Quads onSouth Campus (limited use)

• Theater Facilities- JohnCranford Adams Playhouse,Spiegel Theater, West EndTheater, Dance Studios

• Classrooms- Buildings on North and South Campus

• Sports Facilities- Outdoorfields, athletics, concerts

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Locations

• Ideal and Alternate• South Campus and

North Campus• Indoor and Outdoor• Parking needs

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Date

• Academic Calendar• Best time for your

audience

• Location availability• Outdoor events-

alternate date orlocation

• Day of the week

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Academic Calendar Dates for2004-2005

• Fall Semester- Sept 7-Dec 10 – Fall Semester Finals - Dec 13-18

• January Session- Jan 3-24

• Spring Semester- Jan 26-May 13 – Spring Recess – 3/23-4/3 – Spring Semester Finals - May 14-20

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2004-2005 University Holidays

• Thanksgiving – 11/25-11/26• Christmas/New Year’s –

12/23-1/2• Martin Luther King

Birthday – 1/17• President’s Day – 2/21-

2/22• Good Friday – 3/25• Memorial Day – 5/30

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Times

• Be flexible• Day vs. Evening• Length of time needed

• Other concurrentactivities

• Class schedule

• Adequate parking foryour event participants

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Food Services and Catering

• Contact the CateringManager at x35395

• Order all items at least 7days in advance

• Guarantee number of people 3 days inadvance

• Add extra time fordecoration andregistration of guestsand after the event forcleanup

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Audio Visual Services

• Format- presentation, panel discussion, lecture,instruction or interactive

group• Consult with Event

Management or thewebsite about availablefacilities and services

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Room Arrangements• Use the Event Management

websiteF or Diagrams of set ups

– Theater- rows of chairsfacing front

– Classroom- rows of chairs

and tables – Banquet- round tables withchairs

– Conference- chairs aroundtable(s)

– Lecterns, easels, flags and banners, table skirts andcloths, dividers

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Find the Place and Schedule theSpace

• Event ManagementOffice- CompleteReservation Request formand/or New Contact form

• Pick up RoomAssignment form

• Go to Student ActivitiesOffice in Room 260-Get signatures of Advisorand Student Activities

• Return signed form toEvent Management Officeto confirm your event

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Classroom Use• Requests for

classrooms In November for Spring

Semester (Jan- May)In July for Fall Semester

(Sept- Dec) – Noise – Rearranging rooms – Be courteous

– Keep it neat

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Contact Information

• One point of contact for each event• 2 contacts for each group• Email address and cell phone number• When sponsoring an event

Hofstra sponsors Hofstra makes arrangements Hofstra budget number is needed

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Have a Plan

• Meet with the Office of Student Activities• Promote your event• Work with your advisor• Contact Event Management with

questions

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Hope to See You Soon

The Office of EventManagement

In the Student Center room 1128:30am – 11pm Monday thru Thursday

8:30am – 9pm Friday9am – 5pm Saturday and Sunday

Telephone x36925

On the WEB www.hofstra.edu/oem