Your Blueprint to a Successful Event Campus Event Planning Tips for Rider Faculty and Staff On-Campus Events

The Role of Auxiliary Services Support on and off campus groups with event planning Schedule all facilities on Lawrenceville campus Manage the Bart Luedeke Center and Student Recreation Center

Things to think about… When do I want to have my event? Do I have an alternative date? Where do I want to have my event? Do I have an alternative space? Am I going to have food service? Do I have audio visual needs? Where will my participants park?

Choosing a Date Check the online calendaronline calendar Call Scheduling Office with questions Try to avoid major holidays and University functions Plan as far in advance as possible

Appropriate for the number of people Appropriate for the kind of event Appropriate setup for the space / event Breakout rooms Choosing a Space

Be creative! Most popular spaces: BLC Cavalla and Fireside / SRC Seminar Room Think about classrooms Be sure to schedule lobbies Schedule setup and tear down time Choosing a Space – Tips & Tricks

Theater Style Rows of chairs all facing the front of the room Classroom Style Six foot tables with seating for three on one side all facing the front of the room Choosing a Space – Setup

Round Tables and Chairs Round tables with chairs around (usually 10 chairs per table) Conference Style Six foot tables put together with chairs around Choosing a Space – Setup

Complete online Event Request FormEvent Request Form

Don’t commit to space before you receive your confirmation Be sure to read it carefully Don’t advertise before your event is confirmed Event Request Confirmation

For academic buildings: Complete a Facilities Work Order online Work Order SystemWork Order System For other buildings and outdoor spaces: Complete Room Diagram Form Room Setups & Work Orders

Discuss menu with Aramark catering Complete Contract for Food Service and send copy to Aramark; send original to Budget Office Be sure to place orders for linens with Aramark (tablecloths are not provided by Auxiliary Services) Food Service

Call the OIT Help Desk, Ext option 4 Be sure to have your event details Who, what, when, where An esupport request ticket will be submitted Media Services will follow up to confirm Audio Visual

If you have a large group during class time, you will need to plan for alternate parking If your event may require assistance from Public Safety to ensure crowd safety or traffic control, please call their office to review your event. You are responsible for your guests Parking & Safety Concerns

Electronic display boards axisTV Rider News Bulletin Boards All flyers must be stamped by Office of Campus Life Publicizing Your Event

Web Calendar Publicizing Your Event – Web Calendar

Be sure to CANCEL your room reservation and services if you cancel your program Be sure to request anything you may need for your event If unsure, just ASK! Tips & Tricks

Scheduling Office / Christa Martin Ext Event Operations / Jill Shockley Ext External Camps and Conferences / Ext Contacts