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Event Coordination

Arts & Scicences Event Coordinators

Arts & Sciences event coordinators support faculty conferences and symposiums, programming affiliated with the Dialogue Project, and other special events. Additionally, we provide resources and information on event planning (see resounces listed below). Please note that managemnt of typical departmental events held within each unit remains unchanged. Our team, though, is available to help as needed.

What We Offer

Pre-Event Preparation:

  • Venue Management: Find and maintain relationships with venues (guest room blocks, event spaces).
  • Vendor Coordination: Source, negotiate, and communicate with vendors (florists, caterers, etc.).
  • Catering Organization: Arrange catering for guests and staff.
  • Speaker and Sponsor Liaison: Coordinate with speakers, exhibitors, and sponsors to meet their needs.
  • Guest Management: Set up and maintain guest lists and RSVPs; organize seating charts and table plans.
  • Material Printing: Print materials like nametags, table tents, and programs.

Event Management:

  • Event Setup: Lead event setup with hands-on support; collaborate with C&E and CTS.
  • Vendor Support: Welcome and organize vendors and exhibitors; serve as their main point of contact.
  • Problem Solving: Assist vendors, sponsors, and partners with any issues.
  • Guest Support: Welcome guests and ensure they enjoy the event.
  • Technical Support: Assist speakers and sponsors with technical setup and troubleshooting.
  • Event Takedown: Assist with takedown and gathering belongings at the venue.
  • Administrative Tasks: Manage attendance and feedback forms.

Post Event:

  • Thank You Notes: Write thank you notes to vendors, sponsors, and stakeholders.
  • Feedback Collection: Manage surveys and collect post-event feedback.
  • Data Collection: Gather data to analyze and plan future events.

 

Services We Don't Offer:

  • Invoice Management: We do not process invoices and payments.
  • Website Creation: We do not create websites; Communications can assist with that.
  • Travel Booking: We do not book travel but can help facilitate the initial contact with Concur Travel Leaders for speakers to make travel arrangements through our preferred travel vendor.
  • Post-Event Emails: We do not send post-event emails to guests.