PUBLIC EVENT PLANNING FOR STUDENTS Wabash College 2017-2018
Public events must be planned by a trained event planner. Event planners are the main contact for events and will be held accountable for organizing the event regardless of designation of duties. All public events are submitted through the scheduler/calendar to Mrs. Benge for final approval.
Public Private Open to entire campus or general public Publicized through @student or @everyone list Publicized through printed material or social media Invitation only Rehearsals and club meetings Study Tables National Act Chapel Talk Club Call Out Visiting Speakers Visiting Performers Film Screenings German Club meeting Glee Club rehearsal Course review sessions Departmental Meetings
AS A GENERAL RULE PUBLIC EVENTS SHOULD BE SCHEDULED AS FAR IN ADVANCE AS POSSIBLE, NEAR THE START OF THE SCHOOL YEAR OR START OF THE SEMESTER. Avoid Conflicts Reserve Proper Venue Notify Support Services Maximize Publicity
Avoid scheduling over other events Be aware of breaks and other campus activities Balance the calendar DO NOT SCHEDULE OVER Visiting Artist Series Named Lectures Signature Events
CHECKING THE WEB CALENDAR
CHECK THE SCHEDULER View Today s Schedule: Shows only current day schedule Room Schedule Grid: Shows campus wide reservations for current day with ability to jump to other dates Room-By-Room Calendar: Shows chosen room for one month with ability to jump to other rooms Search my reservations: Search engine for your confirmed reservations Search for Rooms and Capacities: Search engine for venue details including capacity, room type and technology available
CONSIDERATIONS WHEN CHOOSING A VENUE Expected audience size and capacity of room Room set up (lecture, classroom, conference room) Catering and A/V needs Special advance permission for large venues Not all rooms can accommodate food or tech needs Contact Mrs. Benge with any questions
LOG ON TO MYBASH >SCHEDULER Check Again for Conflicts Hard Conflicts: Events which cannot be scheduled over. For example Endowed Lectures, Chapel Talk Soft Conflicts: FILL OUT WEB FORM Events which can run concurrent dependent on minimal audience overlap, efficient use of resources, and adequate planning. For example: Multiple club callouts
Public Events Should Always Appear on the Campus Calendar. You are responsible for making arrangements with Support Services.
SET UP AND TEAR DOWN TIME Start Time indicated here will appear on the public web calendar If additional time is needed to set up chairs, tables, catering supplies, or AV, please add in that time here: This will be reflected in the room reservation time, but not the event start time. If setup time is added to the event start time, the time will be incorrect on the calendar.
FINALIZING YOUR EVENT Category Student Life Click Here to Submit for Approval
YOU SHOULD RECEIVE 2 EMAILS Your event is not confirmed until you receive this email.
Publicity is not a permitted for an event until the venue is approved and it is on the Wabash web calendar. If your event is public, you must indicate that it should appear on the web calendar when submitting your venue reservation. PUBLICITY GUIDELINES TWO All Campus Emails Per Event Regardless of # of sponsors Groups may use their own personal social media account to publicize campus events. Twitter, Instagram, Facebook etc.
One of the most effective ways to publicize your event is word of mouth. Asking others to promote an event at their event can also be helpful when appropriate. PUBLICITY GUIDELINES Students may ask the Media Center to create posters. Allow 2 weeks notice and provide all details. Prices vary by size. Posters are allowed in specified areas and must be taken down after the event. The complete list of publicity guidelines is available online. Please refer to that document before placing posters around campus.
REQUIRED PERMISSIONS
Film/Movie Viewing : Public performances of audiovisual material generally require permission of the copyright holder in the form of Public Performance Rights (PPR) and may incur a fee. Contact Susan Albrecht for assistance in obtaining permission.
SPECIAL PERMISSION FOR LARGE VENUES ALLEN CENTER Greg Shaheen is building approver Contact must be made 4 weeks prior to event for any AV (avsupport@wabash.edu) or Campus Services(campserv@Wabash.edu)needs. Proof of contact required before event is approved. FINE ARTS CENTER Minde Mills is building approver Both Ball and Salter require on site AV supervision for ANY USE. AV support must be contacted 6 weeks prior to event for Ball, and 4 weeks prior to event for Salter. Proof of contact is required before event is approved.
NOTIFY SUPPORT SERVICES For audio-video needs please contact avsupport@wabash.edu as far in advance as possible. Revised guidelines are being developed and will be updated soon.
IT IS YOUR RESPONSIBILITY TO MAKE APPROPRIATE ARRANGEMENTS WITH SUPPORT SERVICES Failure to provide sufficient time to meet events needs can result in the delay or cancellation of an event.
A FEW RANDOM THINGS
TO REQUEST CHANGES TO AN EXISTING EVENT Minor changes may be requested as long as they follow the original scheduling guidelines. Examples include: Moving an event by 15 minutes, Updating speaker information Updating title Email Mrs. Benge with the following event information: Date, time, location Scheduler or Calendar Event number Desired adjustments Major changes may require more time or consideration including: Change of date Significant time change Change of Venue
RANDOM FACTOID FOR PICK UP GAMES If there is an all campus or all-student email going out for a pick up game, the space needs to be reserved through the scheduler before an email goes out. If there is not an all campus or all-student email, students do not need to reserve the space. In this situation students should utilize good judgement when using the shared recreational areas, and defer to any athletic team or activity that has a more significant/ immediate need for the space.
REMEMBER ALWAYS ALWAYS ALWAYS Check with Mrs. Benge before you confirm a date with a visitor who will do a public event. Contact Support Services in a timely manner. Be mindful of the overall balance of the calendar If one day has several things and other days are empty, try to schedule your activity for the empty days. Communicate with other clubs or sponsors where necessary to ensure everyone has their best event. Never assume that your public event is not subject to these guidelines
REASONS WHY MRS. BENGE WILL EMAIL ME I submitted a public event as a Room only Reservation (Callout, Game Night, Movie, etc.) I m inviting @everyone or @student to an event that has no approved venue I m inviting @everyone or @student to an event I submitted as room only I am not trained on the Tech Equipment in the room I am asking for a major venue and don t have building approval There is a calendar conflict with another event
WHERE DO I FIND THIS INFORMATION ONLINE? Reference Documents Campus Events Scheduling Outline Support Services Timeline Publicity Guidelines This PowerPoint! These documents are available on the Wabash website at My Bash> Scheduler> General Info> Policies and Procedures.
QUESTIONS?