Event Planning Tips - University
Planning a successful event requires cooperation by developing a strong relationship between event sponsor (you) and the event management (University Scheduling).
Like any meaningful project, successful events begin with identifying objectives and allowing plenty of time for planning and preparation. Paying attention to the details becomes critical.
As BYU–Hawaii continues to grow, there comes increasing demands for limited resources. This seems obvious for space and facilities, but it also includes the resources of manpower, equipment, and furniture. From the point of first submitting your request, accurately identifying what resources are needed to support your event becomes just as critical as finding the right space.
We encourage you to plan for a successful event well in advance so you can enjoy the fruits of your labors.
PLANNING FOR A SUCCESSFUL EVENT
*Academic course scheduling has priority for space. All scheduling is subject to change if university needs arise.
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Event Sponsor Responsibilities
Requestor
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The event sponsor is the university department originating the request.
- Complete and submit the form that best fits your event. Make sure to read the information and follow through with requirements.
- Determine event content & talent - must adhere to university policies and Honor Code guidelines.
- Identify adequate budget to host event.
- Produce printed programs, invitations, or promotional material.
- Gain copyright permissions if necessary.
- Assure food safety.
- Provide program outline and conducting notes, if applicable.
- Request resources with University Scheduling such as FM equipment, Sound and Lighting, etc.
- Provide set up maps to University Scheduling.
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Event Management Responsibilities
University Scheduling
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- Confirm date, space, and resource availability and coordinate requestor's needs with resource.
- Verify the event complies with all university policies.
- Confirm date, space, and resource availability.
- Custodial, room, and staging setups.
- Security and parking.
- Manage house at the event including ushering and emergency services (required if over 1,000).