Introduction to Event Planning

How to plan a successful event at Hofstra University

Popular Spaces for EVERYONE

• Meeting Rooms- Student Center, Axinn Library

• Outdoor spaces- Quads on South Campus (limited use)

• Theater Facilities- John Cranford Adams Playhouse, Spiegel Theater, West End Theater, Dance Studios

• Classrooms- Buildings on North and South Campus

• Sports Facilities- Outdoor fields, athletics, concerts

Locations

• Ideal and Alternate

• South Campus and North Campus

• Indoor and Outdoor

• Parking needs

Date

• Academic Calendar• Best time for your

audience• Location availability• Outdoor events-

alternate date or location

• Day of the week

Academic Calendar Dates for 2004-2005

• 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

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

Times

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

activities• Class schedule• Adequate parking for

your event participants

Food Services and Catering

• Contact the Catering Manager at x35395

• Order all items at least 7 days in advance

• Guarantee number of people 3 days in advance

• Add extra time for decoration and registration of guests and after the event for cleanup

Audio Visual Services

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

• Consult with Event Management or the website about available facilities and services

Room Arrangements• Use the Event Management

website For Diagrams of set upsFor Diagrams of set ups– Theater- rows of chairs

facing front– Classroom- rows of chairs

and tables– Banquet- round tables with

chairs– Conference- chairs around

table(s)– Lecterns, easels, flags and

banners, table skirts and cloths, dividers

Find the Place and Schedule the Space

• Event Management Office- Complete Reservation Request form and/or New Contact form

• Pick up Room Assignment form

• Go to Student Activities Office in Room 260-

Get signatures of Advisor and Student Activities

• Return signed form to Event Management Office to confirm your event

Classroom Use• Requests for Requests for

classroomsclassrooms In November for Spring

Semester (Jan- May)

In July for Fall Semester (Sept- Dec)

– Noise

– Rearranging rooms

– Be courteous

– Keep it neat

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

Have a Plan

• Meet with the Office of Student Activities

• Promote your event

• Work with your advisor

• Contact Event Management with questions

Find Events at Hofstra

• Daily event schedule

• Visit the Hospitality Center

• Contact Office of Student Activities

Hope to See You Soon

The Office of Event Management

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