OVERALL GOALS & OBJECTIVES

The first step in planning any event is to think through the reasons for having the event and the outcome you hope to achieve. 这些问题会帮助你获得必要的关注.

• Is an event the best and most appropriate way to achieve your goal?
  • For example, would a press release or targeted communication be as effective?
• Should your event be virtual, in-person, or presented in a hybrid format (virtual and in-person)?
• 活动的主要目标和目的是什么?
  • Specifically, what is the desired outcome and what do you want your guests to take away from this experience?
    
• What is the long-term value of the activity to the university?
• 这个活动会有多复杂? 你希望通过这种形式传达什么信息?
• 你们有资金吗?

COMMUNICATIONS & MARKETING

• 你的活动的主要信息和主题是什么?
  • 如果你有扬声器, 谁是合适的联系人(立法者), administrator, faculty, student, etc.)?
  • 如果你有多个扬声器, how will their messages be appropriately differentiated and integrated into your program? 该项目将如何组织?
• 这次活动的营销方式是什么? 大学如何利用这次活动的成果?
  • Have you considered soliciting assistance from Strategic Marketing & 沟通，探索进一步的市场机会?
• Consider how your message will be communicated or reinforced through the following communication vehicles:
  • Invitations; Publications (InsideODU, Monarch Magazine, 社区连接通讯, College/Department newsletters); Social Media (Facebook, Twitter, Instagram, etc.); Advertising (The Virginian-Pilot, Daily Press, Inside Business, flyers, banners, 广播广告, web-based advertisements); Websites; Listservs; Local/national media outlets
• Do the collateral materials (both design and copy) clearly reflect and identify the University?
  • 你是否遵循了适当的品牌指导方针? (To include University Branding Standards and Trademark Licensing Policy?) http://nxq.ycdwkj666.com/facultystaff/communication/toolkit
• How many speakers will you have (if any), and in what order will they speak?
  • Have you followed appropriate campus protocol for speaking order?
  • Speaking Order:
    • Emcee
    • 有人来介绍一下总统
    • President
    • Provost
    • Vice President
    • Dean
    • Department Head
    • 以上任何一种方式都可以介绍贵宾
    • Guest of Honor

事件发生前1年至6个月

(年度活动1年，一次性活动6个月)

1. 定义活动目的和目标
2. 清除所有相关日历上的事件
   • 所有活动都需要大学校历
   • 总统日历(如适用)
   • 项目参与者日程表
3. 保留空间/地点
   • 如有需要，预留备用座位以应付恶劣天气
4. 确定目标受众
5. Develop PR/marketing plan, consult University 战略沟通s & 营销(如有必要)
6. 创建并邮寄演讲者合同/协议
7. 在酒店预订房间(如适用)

活动前12周

1. 邀请函和日程草案
   • 如果使用大学出版物，开始生产过程
2. Draft script
3. 书娱乐
4. 创建宾客名单并清除错误
5. 一旦签订合同，安排演讲者的行程

活动前五周

1. 如果在公司内部制作邀请函，请进行校对、定稿和打印
2. 发送打印好的邀请函
3. 提交工作订单和/或电子邮件大学服务
   • 泊车服务(网站上的表格)
   • 韦布媒体(在其网站上的表格)
   • 学术电视服务(电邮)
   • 搬家和特殊事件(工作单)
   • 客房部(工单)
   • 理由(工作单)
   • 摄影(网站表格)
   • 公共安全(电邮)
   • 战略沟通 & 市场营销(电子邮件)
4. Order gifts
5. Determine look of event and order décor (stage plants, centerpieces, linens, etc.)

活动前四周

1. 发送电子邀请
2. 发送设置备忘录(提供示例)
3. 在Catertrax提交订单或联系餐饮部定制菜单
4. Submit any payment paperwork required for hotel/travel payment

活动前三周

1. 如果可以的话，发送额外的邀请
2. 跟进战略沟通 & Marketing

活动前两周

1. 如在公司内部制作节目，负责校对、定稿和打印
2. Follow up with guests who haven't responded/identify individuals from target audience for personal follow up

事件前一周/事件发生的那一周

1. 校对，定稿，打印脚本
2. 确认所有合同服务和大学服务
   • 将VIP泊车表发送给停车场服务部
   • 把最后的号码发给餐饮部
3. 确定并打印宾客名单和座位表
4. Print nametags
5. Print menu cards
6. Print signage
7. 如果总统出席的话, send the final RSVP list to President's Office (If seated dinner, 包括就座客人的姓名)

DAY OF EVENT

1. Arrive early, confirm setup is correct - count chairs, rows, tables, etc.
2. 接受交付
3. Hang signs
4. 设置注册区

WEEK AFTER EVENT

1. 归还任何借来的物品
2. 提交所有差旅，餐饮等财务文件.

• 观众应该由哪些群体组成? Who else might benefit from this event beyond the primary attendees? If it's appropriate and feasible within budgetary constraints, 考虑一下把校友包括进来是否有意义, donors, 社区成员, legislators, media, students, 教职员工. Coordinate with the appropriate colleagues who have the primary responsibility for those audiences.
• 宾客名单的合适人数是多少?
• If you anticipate a role for the President or Executive Office Member, it is critical that their assistant be consulted as far in advance as possible. Be prepared to discuss what their role would be and any implications of including or not including them.
• Are there opportunities to partner/collaborate across campus units or off-campus entities?
• 这个活动的最佳日期和地点是什么时候? Why?
• Have you cleared your event date with all pertinent calendars? (Master 大学的日历, Executive Office Calendar, Departmental Calendar, etc.)
• Have you selected a fair weather and a rain site for your event, if necessary?
• 你的客人把车停在哪里?
• 指定座位或一般入场?
• 房间应该如何配置? 座位数是多少? 你将如何处理这件事?)
• 有讲台吗??
• 这个房间能容纳残疾人吗?
• What are your audio/visual and electrical needs and/or concerns?
• 你准备好备忘录/图表了吗?
• 有什么地方可以做餐饮舞台?
• Have you considered the dietary issues/concerns of your guests? 如有饮食限制，你有否通知餐饮部?
• Have you considered entertainment for your event (audio and visual)?
• 你需要用植物或花来装饰房间吗, stage backdrop, lighting, centerpieces, signs, etc.? 你和场地确认交货日期/时间了吗? 谁会收到这些物品?
• 你考虑过给你的贵宾/演讲者送礼物吗?
• Does your guest speaker need lodging and transportation arrangements?
• 你的活动有任何横幅/标志吗?
• Have you notified Support Services about your event (via work management system; work orders; parking forms; Webb Media forms)?
• 你通知大学摄影师你的活动了吗? 这个活动需要录像吗? If so, have you contracted with Academic 技术服务 (ATS)?
• 你把服装告诉你的客人了吗?

餐饮服务(君主餐饮服务)
Aramark
http://oducatering.catertrax.com/index.asp
757-683-4691

ODU韦伯大学中心
韦伯中心服务
Shannon Hurt
韦伯大学中心副主任
757-683-7141

Webb Media
*Fill out the media services request form at least 2 weeks in advance:
汤姆·奥多姆，凯西·科勒或者卡森·埃夫斯
757-683-6228
webbmedia@ycdwkj666.com

ODU工作管理
Moving & Special Events (桌子、椅子、舞台、管道和窗帘、旗帜等.)
提交工单安排送货和提货.
http://nxq.ycdwkj666.com/life/buildings/md
757-683-4600

ODU停车服务
Parking & 运输服务
*Fill out the parking services request form at least 2 weeks in advance:
http://nxq.ycdwkj666.com/life/parking-and-transportation/parking/events-parking
757-683-5649
parking@ycdwkj666.com

ODU Photography
大学摄影
*Fill out the photography request form at least 2 weeks in advance:
http://nxq.ycdwkj666.com/photography
Chuck Thomas，大学摄影
757-683-3124
cthomas@ycdwkj666.com

ODU出版物设计
大学的出版物
*填写申请表格:
http://nxq.ycdwkj666.com/univpublications
757-683-3114

ODU战略营销 & Communications
Giovanna Genard, Assistant Vice President for 战略沟通s and Marketing
757-683-3114
ggenad@ycdwkj666.com

凯特琳·钱德勒，执行董事
757-683-3580
cchandler@ycdwkj666.com

ODU网络和数字通信
埃里卡·福里斯特，Web总监 & Digital Strategy
757-683-4903
webcomm@ycdwkj666.com

贾米拉·沃克，社交媒体经理
757-683-5514
jtwalker@ycdwkj666.com

ODU学术技术服务和视频制作
Miguel Ramlatchan，技术助理副总裁
757-683-5314
mramlatc@ycdwkj666.com

杰瑞·哈勒尔，视频制作经理，视频 & 生产服务
757-683-3171
jharrell@ycdwkj666.com

Awards & Plaques
G&W由Allogram South表示
www.gwawards.com
757-461-7676
sales@gwawards.com

植物的安排
绿蔷薇花店
http://greenbrierflorist.com
757-420-8000

Jeff's Flowers
http://www.jeffsflowers.com/

Page Kremp
page@jeffsflowers.hrcoxmail.com
757-827-5333

新叶(在新的管理下)
Dina Reynolds
http://newleafghent.com
757-627-6028
design@newleafghent.com

分期厂房租金
Jeff's Flowers
Page Kremp
page@jeffsflowers.hrcoxmail.com
757-827-5333

The New Leaf
迪娜·雷诺兹(在新的管理下)
http://newleafghent.com
757-627-6028
design@newleafghent.com

Hotel
万豪斯普林希尔套房-最靠谱的网赌软件
http://www.marriott.com/hotels/travel/orfod-springhill-suites-norfolk-old-dominion-university/
汉普顿大道4500号.弗吉尼亚州诺福克23508
757-423-4100

活动租赁:亚麻布 & Tent Etc.
*帐篷需要设施管理处提供的帐篷许可证*

弗吉尼亚特别活动
http://www.virginiaspecialevents.com
Tammy Hicks
757-485-1212
tammy@virginiaspecialevents.com

特色活动租赁
http://distinctiveeventrentals.com
Lisa Albert
757-420-7000
lisa@distinctiveeventrentals.com

reservations@acclaimedevents.com

TO: Shannon Sauerwald，韦伯中心
Janet McLaughlin，爱玛客
康妮·佩特，爱玛客
桑迪·布恩，君主餐饮公司
特别活动泊车
韦布媒体服务

FROM: Name, Department

DATE: April 11, 2016

RE: 参观委员会午宴- 2016年4月21日

On Thursday, April 21, President Broderick will be hosting a luncheon for the Board of Visitors in the President's Dining Room at Webb Center from 12:30 p.m. - 1:15 p.m.

您所在地区是否会因此事件产生任何费用, 请发邮件告诉我具体的预期费用. As with all events, we need cost estimates prior to the function. 请使用预算码 TBD Budget Code.

韦伯中心客房服务

• 请在上午11点前安排好.m.
• Please provide (1) pop up table in front of the President's Dining Room for registration
• 请在每张桌子上放上7张5英尺的椅子 (最终桌椅数量待定)

Monarch Catering

• Set by 11:30 a.m. 午餐将在上午11点45分开始.m.)
• Please provide blue and white linen (No white napkins, please)
• 中心装饰品将由绿蔷薇花店提供
• Please provide a linen for the registration table outside of the room

停车服务:

• I am sure you already have the requirements from Donna for the board. However, I do have few special guests to be included in the parking list who will be attending from campus
• 本次活动没有校外嘉宾

Please call or email me if you have questions at xXXXX or name@ycdwkj666.com. 一如既往，感谢您所做的一切!

室内空间预订(可能会增加/更改)

学术的教室, Scheduling@ycdwkj666.com

Baron and Ellin Gordon Art Gallery, Arts and 字母调度

巴里艺术博物馆， lcagneyh@ycdwkj666.com

半岛高等教育中心， phecrental@ycdwkj666.com

斯特罗姆创业中心， ent@ycdwkj666.com

学生娱乐中心，娱乐中心 & Wellness 使用ODU EMS调度

三城高等教育中心， TCRooms@ycdwkj666.com

弗吉尼亚海滩高等教育中心， VBRooms@ycdwkj666.com

韦伯领导力中心 & 学生的参与, LSIScheduling@ycdwkj666.com

户外场地预订

领导能力及学生参与安排(使用ODU EMS调度)

Kaufman Mall

Quarantine Trail

康乐及健康安排(使用ODU EMS调度)

Bolling Square

Dominion House草坪

工程/佩里图书馆草坪

1号、42号和43号停车场(田径尾随除外)

波瓦坦馆

Runte Quad

路人行道/闭包

学生康乐中心场地

Whitehurst Beach

Whitehurst Field

威廉斯堡的草坪

Arts & 字母调度

Brock Commons

无论是面对面的还是虚拟的活动, 你需要有效地推广活动, 吸引你的与会者, 为与会者创造难忘的时刻, 证明活动成功. By thinking of virtual events not as small one-off presentations, 而是作为增值, engagement-driven经验, you can create an impactful event that extends well beyond a computer screen.

请按此下载指引.