Event Logistics
Once you have completed your pre-event planning, it’s time to establish the event logistics to ensure your event runs as smoothly as possible.
Establish the Event Time and Schedule
A well-organized schedule helps to maintain a smooth flow and allows for better coordination with vendors and participants. Since the time and schedule of your event impacts other elements of planning, be mindful of the following:
Define your Schedule
Create a clear timeline for all event activities. The event schedule should align well with the agenda and programmed content for the event, allowing adequate time for set-up, registration, programming components, break-down, etc.
Include Breaks
Be sure that attendees have opportunities to stretch their legs or use the restroom.
Consider Meals
Your event’s timing can determine if meals, snacks, or refreshments are required. Note that catering is a significant addition to an event budget, so you may want to strategically time your event to avoid an extra meal or refreshment break to yield significant savings.
Select the Venue
Choosing the right venue means more than finding a space to host your event. Your venue creates an environment that reinforces your event’s objectives, ensures the comfort of attendees, and sets the right tone. Ultimately, the venue is critical to the overall experience you aim to deliver.
When thinking about your ideal venue, start by assessing the needs of your event. Consider factors such as:
- Event size
- Event type (e.g., formal conference, casual workshop, gala, etc.)
- Technical requirements
- Accessibility for attendees
- Parking options
As you scout locations, review the venue layout, capacity, and amenities. Ask yourself the following:
- Does the venue offer catering?
- Is there enough parking?
- Will the venue support my technology/AV needs?
- Is there technology/AV support?
- Are separate spaces available for registration, meals, networking, or breakout sessions?
- Are accommodations for out-of-town attendees close in proximity?
Before selecting a venue, it's always advisable to conduct a visit in person. This will give you a firsthand impression of the space, the acoustics, and the vibe.
Popular venues can get booked months in advance. As soon as you’ve settled on your preferred choice, ensure you secure your desired date and time.
Ensure that your logistics, catering, and technical teams are familiar with the venue with pre-event walk-throughs. This is important because it helps identify potential challenges, streamline communication, and proactively address any issues that may arise during the event.
Once you've selected the venue, be sure to maintain close communication with its management. This helps ensure that any changes or updates to the event's requirements can be addressed promptly.
Book a 51³Ô¹ÏºÚÁÏ Venue
Whether you’re looking for a formal conference setting or an intimate meeting area, the 51³Ô¹ÏºÚÁÏ campus offers various venue choices for different event needs. The Guidelines for Scheduling University Facilities provides university and non-university groups with information on policies and procedures related to the use of 51³Ô¹ÏºÚÁÏ venues and spaces for events.
Manage Your Event Space(s)
Optimizing your event space is crucial for attendee comfort, safety, and attendee flow during the event. An organized space can elevate the event experience while also adhering to safety protocols and ensuring smooth transitions.
Create detailed visualizations of the event setup, including tables, stages and technical equipment, catering, and technical flow. Some venues provide floor plans, but if they don’t, you can use tools such as , , or even .
If appropriate, outline zones within the venue such as stage or presentation areas, food and beverage stations, registration tables, and networking spaces. This can help manage catering and crowd flow.
Understand the maximum occupancy limits of your selected venue and plan your guest list accordingly. If you exceed capacity, you will be breaching the contract and also creating a safety hazard. For that reason, be sure to maintain the space for easy mobility, emergency exits, and comfortable seating arrangements.
Regularly communicate with the venue’s management team, as they can provide insights on best practices and specific regulations or guidelines that you need to consider.
Ensure that your event space is accessible to all, including attendees with disabilities. This might involve setting up ramps, ensuring wide enough pathways for wheelchairs, and establishing special seating areas.
Ensure that stages, screens, and speakers are placed so that all attendees have clear sight and can hear presentations or announcements without any interference.
Plan for Catering and Meals
The right meal choices can enhance the event experience and strike a memorable cord with attendees. Craft your menus to resonate with the time of year, nature of the gathering, and dietary preferences of your audience.
51³Ô¹ÏºÚÁÏ catering staff are well-versed in curating meals for diverse groups and occasions. Engage with them early in your planning process to leverage their insights on optimal timing, menu selection, and portions.
Familiarize yourself with the university’s preferred and available catering services to ensure the best culinary experience at 51³Ô¹ÏºÚÁÏ events.
Primary Options and Guidelines
- General 51³Ô¹ÏºÚÁÏ Campus Catering: Aramark is the contracted and preferred caterer for services provided on the 51³Ô¹ÏºÚÁÏ campus, unless otherwise noted. To plan and order catering services for your event, use , Aramark’s online system.
- Hospitality Hall or Stan Fulton Building: Chef Mark Sandoval is the designated catering provider for venues within these buildings. If Chef Mark’s team is unavailable, Aramark or another outside caterer may be contacted for catering services. Visit the Hospitality Events and Catering webpage for more information.
- Specialty Outside Food Trucks: 51³Ô¹ÏºÚÁÏ Dining has designated specialty that may be available for event catering.
If you opt to use an outside caterer, be advised that there is additional work to ensure they comply with health and safety standards. The chosen caterer must provide proof of a valid health permit and carry adequate insurance coverage. Work with Risk Management and Safety to ensure you obtain all necessary documentation to meet all safety requirements.
Ensure easy access to food and drink tables for all attendees and minimize any disruptions that might arise during the setup or dismantling of catering stations.
Provide sufficient vegetarian, vegan, gluten-free, and other specialized meal options. Inclusivity goes a long way in making all attendees feel valued.
The time of year and scheduled hours of your event significantly influence your food and beverage choices.
Examples of Complimentary Meal and Season Pairings
- Summer events might lean towards lighter and cooler options (such as salads) to reflect a preference for refreshing dishes.
- During the fall and winter, warmer and heartier meals become more fitting to meet the desire for hot meals during colder weather.
You can strategically switch between meal types to minimize expensive meals. For example, serving a hearty breakfast can offset the need for an elaborate lunch.
Examples of Cost-Saving Meal Strategies
The following approaches can help manage attendees' meal expectations and optimize costs.
- Short events or tighter budgets: Prioritize beverages and light snacks to keep attendees refreshed without the costs of full meal service.
- Events ending before lunchtime: Consider ending the event before the typical lunch hour and compensate with a more filling breakfast.
- Events running from the morning to the early afternoon: Consider a combination of a light continental breakfast and a substantial lunch.
Morning events should include options such as coffee, tea, water, or juice. Afternoon sessions can benefit from refreshing choices like iced tea or infused water. Evening events might offer decaffeinated beverages or, where appropriate, a selection of alcoholic drinks.
Strictly adhere to the University Alcohol Policy and protocols regarding alcoholic beverages. This includes completing the and ensuring all beverages are served by a licensed bartender with up-to-date certifications.
For further information, email the Division of Student Affairs, which manages this process.