A Guide to Hosting Special Events within the Student Centers

Introduction The Special Events Toolkit & Operations Plan is provided by Student Centers Administration to assist you in planning and delivering successful activities and will compliment your other special event planning. This serves as a guideline for the development of special event operations that comply with University policy and local and state laws and regulations associated with the production and management of non-routine activities The Operations Plan reflects the University’s expectations for managing risk at events and should be populated in consultation with the event guidelines found in this document. It is the Event Coordinator’s responsibility to plan and manage your event’s operations and risk. Special Events are by their very nature not "routine operations“, but are often modified or new processes and procedures used to support a "one time activity". Given that these "special" activities are not routine, the exposure to risk is increased This template suggests format, wording and content tailored to your event scale, nature and complexity that may not be captured in the space reservation form. Event Coordinators are responsible for identifying additional content, editing wording to reflect your management approach and adding any and all information critical to your event operations

Operations Plan Special Features Blue, underlined, bolded & not bolded text are hyper links that when connected to the internet and clicked, will allow another screen of information on special event processes & policies to appear to help guide you on completing that section. Grey, bolded, italicized text indicates where a drop down field of options for you to select an answer from will appear Black, bolded, italicized text is where specific event information must be tailored to/from your event’s operational information or where indicated, a choice in checkboxes should be selected if applicable

Operations Plan Sections Form sections are listed A – Z with the following adjacencies: Sections A – D: Basic event and sponsor details Sections E – H: Event feature types (talent, lecturers, animals, etc.) history at the University Section I: For non-University / external event sponsors and Conference Services customers Sections J – P: Student Centers Administration special event planning services and resources Section Q: Department of Facilities special event services and resources Sections R – S: Office of Marketing & Communications special event services and resources Section T: University Dining Services (managed by Aramark) & food information for special events Sections U – W: Department of Public Safety special event services and resources Sections X – Z: Risk Management, Learning Outcomes & Policy / Procedure Confirmation

Evaluating Requests For The Special Event Process Level 1 Special Events Routine Activities Must be scheduled no less than 30 business days in advance May have 100 or more current University students, faculty, and / or staff attending May have food or drinks consumed or served at the special event May have activity governed by a contractual agreement May be an outdoor event that uses amplified sound May have controversial topics discussed May be resource / staffing intensive May disrupt normal University operations May have registration / admission / ticketing needs ***NOTE*** Determination of status is not limited to these guidelines Participants / attendees are current University students, faculty and / or staff only Involves routine University resources & coordination to execute (Ex. simple chair, table and smart room setup) Does not possess a significant amount of ”Risk” to the University community, property, image or its guests May be requested at least three (3) business days in advance of activity Usually confirmed or denied within three (3) business activity

Evaluating Requests For The Special Event Process Level 3 Special Events Level 2 Special Events Any of Level 1’s attributes Participation of non-members of the University community maybe subject to the University’s Guest Policy for special events Confirmed or denied at least one (1) month before the tentative special event date ***NOTE*** Determination of status is not limited to these guidelines ***NOTE*** Aspects of this policy may be relaxed or heightened based on preliminary event review and level of operations / security required for the special event in question Any Level 1 and / or 2’s attributes Does not adhere to limitations within the University guest policy, but allows non-members of the University community to participate Level 3 special events may only be held as a University wide special events as authorized by the collective University President’s Cabinet (Ex. Orientation, Hawktober & Commencement) ***NOTE*** Determination of status is not limited to these guidelines ***NOTE*** Aspects of this policy may be relaxed or heightened based on preliminary event review and level of operations / security required for the event in question

Goals Of The Special Event Review Process To ensure the health, safety and welfare of the University and its guests during a special event activity To identify and minimize the financial and legal risks to the sponsor and the University To balance the benefits of special events against disruption to normal University business, its residential community and our external community neighbors To protect University assets, persons and reputation To facilitate learning regarding special event coordination, management and risk management

Special Event Toolkit & Operations Plan Instructions After you submit a space request form for a location to host a special event (usually 30 business days (Monday –Friday) before the proposed special event date), Student Centers Administration will contact you within three (3) business days to schedule you for a meeting with the Event Services Committee (held Tuesdays (Student Events) & Thursdays (Campus Events)) at 12 noon in GSU 218 Download the Special Event Toolkit & Operations Plan form Complete the Operations Plan form using Word 2010 & up for PC, (enable “Editing”, “Macros” & “Content Control”, if asked), based on the applicable details regarding your special event Submit Operations Plan, along with any electronic accompanying documents by the deadline established by Student Centers Administration or no later than 14 business days (Monday – Friday) prior to the special event by attaching the form to an e-mail to: Scasched@Hartford.Edu

Meeting With The Event Services Committee The Event Services Committee meets throughout the year with Event Coordinators for the purposes of pre- event coordination, post-event evaluation and discussion of needs unique to a special event. Review meetings provide event coordinators with feedback regarding proposed new special events coordination At least one (1) Sponsoring Organization representative who attends the meeting should have intimate knowledge of and can make decisions on the special event’s operations The Event Coordinator presents their special event’s Operations Plan using the A-Z headings on the Operations Plan as talking points to discuss the special event’s operations Operations Plans must be submitted by the deadline established by Student Centers Administration for copies to be distributed to Event Services committee members Operations Plans and meeting minutes are achieved here for one academic year for reference

Special Event Request & Review Process Meet with your Department Authority when you deicide to host a special event for their knowledge & support Request a space to host the special event no later than 30 business days (Monday – Friday) before the event through Student Centers Administration Coordinate the special event’s needs. Use the Special Events Toolkit & Operations Plan to help you decide, what details need to be handled, track your progress and how you go about accomplishing the tasks to be completed Once all planning is done and services secured, the Event Coordinator can submit an Operations Plan for final review by the Event Services Committee by deadline given and/or no later than 14 business days before the event At the discretion of the Director of Student Centers, an Event Coordinator may resubmit an accepted Operations Plan due to unique or changing circumstances related to the event information or requested / clarified information by a designated reviewer can be added to a prior submitted Operations Plan. Save your Operations Plans so that you and future Event Coordinators can have a roadmap on developing the same or similar events. Upon approval by the Director of Student Centers, in consultation with the Event Services Committee, you may promote & host the event ***** No activity deemed a special event is authorized to take place unless granted approval by the Director of Student Centers under consultation with the Event Services Committee *****

Special Event Incident Handling & Reporting Incidents during special events should be reported to on-duty event staff. For example: On-site Student Centers Administration Operations Manager or staff On-Site Public Safety Supervisor or officers Public Safety Dispatcher (860-768-7985 – Routine; 860-768-7777 – Emergency) In the case of “external events”, your risk manager or insurer may need to know about an incident as well, in case a claim against your insurance is filed Human Resources should be contacted in case of University employee injury You may also refer to the Student Centers Administration Crisis & Emergency Guide

Too Detailed vs. Too Vague It is not enough to get a space or arrange support services for your special event. For more complex events, you need to tailor spaces and services specific to that event. Details allow service providers a greater idea of how they can support your vision and success of an event. The more detail you provide the better and the greater the chance you will have of having a successful event Keep these points in mind as you plan your events. Because spaces, policies / laws, services, service providers change, it’s worth a phone call or two to ensure you’ve covered your bases

Basic Special Event Planning Checklist Inform your Department Authority of the event Secure funding for the event Check space availability & request the space Coordinate the event including determining who will be responsible for what? Begin communication with the event’s feature (copyrighted, talent, and / or animal) or representative (if needed) Design the event's promotion plan Consider event needs & review contract rider for: Space set-up & event resource requirements with Student Centers Administration Department of Facilities needs (if needed) Catering arrangements (if needed) Security and Safety requirements (if needed) Schedule organization members to work the event Draft a Operations Plan & send to Student Centers Administration for initial review Attend Event Services Meeting at least 2 WEEKS before event & revise Operations Plan as needed Enact the event’s promotion plan At the event, execute / follow your Operations Plan At the event, wear organization apparel or nametags to identify yourself as event staff Welcome people to your event Be on time (which means early) Stay after to help clean or tear down

Special Event Operations Plan Table Of Contents Event Summary Sponsoring Organization Event Space & Décor Event / Production Schedule Copyrighted Feature Talent / Lecture Feature Animal Feature Event History ***For External Groups Only*** Concessions / Vending Hawk Hub Ticket System V.I.P.s A.D.A. Accommodation N. Event Resources O. City & State Regulations P. Event Signage Q. Facilities Services R. Event Promotion S. External Media T. Food & Beverage U. Safety & Security V. Health Care W. Parking Lots & Traffic Control X. Risk Management Y. Learning Outcome Z. Acknowledgements

Contact Us With Questions Student Centers Leadership Team Charles Amerson Director of Student Centers Gengras Student Union, Room 205 Phone: 860.768.4413 amerson@hartford.edu Fallon Roberson-Roby Business and Scheduling Services Administrator Gengras Student Union, Room 205 Phone: 860.768.4757 scasched@hartford.edu Matthew Matarese Coordinator Gengras Student Union, Room 205 Phone: 860.768.4283 matarese@hartford.edu Marissa Theriault Coordinator Gengras Student Union, Room 205 Phone: 860.768.4283 theriault@hartford.edu