Meeting With Success! At Hofstra University

From the Office of Event Management

Space

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

When You Choose

Outdoors - Have an alternate date or location

Space for food service Parking needs Number attending Plan early Know about other

major events

Also Remember

Consider the Academic Calendar

Audience availability Day of the week Time of the day University Relations

and Public Safety for VIP Guests

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

Extra time for decorating and clean up

Type of service and amount of time needed

Audio Visual Services

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

Speak with AV manager for special requests, changes, use of room for best sound, and visual effects

Contact Person

Knows the arrangement needs Set ups, Registration table, sound and video to address the

audience, hospitality (water for speakers, name cards, chalk or markers), time needed before and after, signs

Knows the needs of presenters Deadlines: order equipment 1 week ahead (so talk about it 2

weeks ahead), ask about type of presentation, audio visual needs, copying services, storage of items, lighting, preferred set up of room.

Knows the needs of the audience Travel directions, parking, restrooms, information (before,

during, after), special guests, public, students

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

facing front Banquet- round tables with chairs Conference- chairs around table(s) Lecterns, easels, flags and banners,

table skirts and cloths, dividers

Speakers needs Back of room is where door is Placement of food

Billing Information

No charges for meeting rooms Moving of items, rearrangement of furnishings,

clean up on weekends, very early start may require charges

Hofstra Dining Services charges your budget directly

Discuss your alternatives with Event Management staff

Academic Calendar Dates for 2004-2005

Sept 7 – Dec 10 Fall Semester (Dec 13-18 Finals)

January Session- Jan 3-24

Jan 26 – May 13 Spring Semester (May 14-20 Finals)

2004-2005 University Holidays

Thanksgiving – 11/25-11/26

Christmas/New Year’s – 12/23-1/2

Martin Luther King Birthday – 1/17

Good Friday – 3/25 Memorial Day –

5/30

Office of Event Management

University Organization Contact Form

Student Organization Room Request Form (with Student Activities, Advisor, Public Safety signatures)

Hofstra University Reservation Request Form (sign and return)

Classroom Use Requests November for Spring

(Feb-May) July for Fall (Sept-Jan)

CourtesyNoise Rearranging roomsKeep it neat

Promoting your event

Meet with the Office of Student ActivitiesUse Broadcast Bulletin, Hofstra

Chronicle, Info Channel, Signs, Flyers, Eye on Events Newsletter

Reach your audience

Timeframe for planning

Up to one year- reserve spaceSubmit for OSA approvalOne week ahead for food ordersOne week ahead for final review and

confirmation of all arrangementsUp to one week after for review and

changes for future events

Find Events at Hofstra

Daily event scheduleVisit the Hospitality CenterContact Office of Student

Activities

Step By Step

Contact Information

Choose contact people by June 1st of the previous year.

Complete Contact Form when changes occur.

Complete the Student Organization Room Request Form and return to the Hospitality Center, Room 112 Student Center at least 5 business days prior to the event. Allow 10 business days for large and outdoor events, multi day events or locations outside of the Student Center.

Pick up Hofstra University Reservation Request Form, complete and return to Event Management/Hospitality Center at least 5 business days prior to the event with furniture and audio-visual requirements.

Work Requests, for moving of furniture and equipment or any electrical, telephone, carpentry or trucking needs, will be coordinated by the Associate Director of Student Activities.

Meet with Event Management If a space or date is not available on the

day/time you request (Event Management will contact you)

Help with planning and information about rooms and equipment. Office hours are 8:30am until 5pm Monday through Friday.

To verify confirmed events (yours and other groups).

Visit us

The Office of Event Management

Hospitality Center Student Center room 112

8:30am – 11pm Monday thru Thursday8:30am – 9pm Friday

9am – 5pm Saturday and SundayTelephone x36925

On the WEB: www.hofstra.edu/OEMwww.hofstra.edu/OEM