Event Space & Décor This section refers to the process of identifying what your vision of the special event to be, in terms of its appearance. Event Coordinators can research design options and creating unique decor elements to support their special event’s goals and objectives.

Event Spaces Student Centers Administration Meeting Rooms: Indoor spaces which may be used for routine activities. Examples are: Gengras Student Union 218, 331, 333, 335, 339, 343, 345 Hawk Hall 106 and 115-A University Commons 116/118 University Commons Private Dining Room Student Centers Administration Special Event Venues: Large indoor or outdoor spaces accommodating a wide variety of activity requiring special event coordination. Examples of space are: Any single or combination use of Gengras Student Union 331, 333, 335 & 339 Outdoor spaces: (Alumni Plaza, GSU Lawn, KCC Picnic Area, Harry Jack Gray Amphitheater, Harry Jack Gray Lawn, University Commons Patio & the Village Apartments Lawn) Gengras Student Union Cafeteria (North and South Sides Separate or Combined) Konover Campus Center Great Room University Commons Cafeteria University Commons Hawks Nest

Event Décor Decorations at an event generally work within a theme determined by event coordinators, setting the stage for the bulk of the event proceedings Decorating can be simple, or as extensive as coordinated colors of tablecloths to colors event personnel wear. Flags, banners and posters lend upward interest when hung from the ceiling, while floor-level display easels post information about event times, welcome messages, and directions to specific meeting rooms. Not to be overlooked is the instant atmosphere suggested by clusters of balloons, centerpieces of fruit, or large urns flanking a main walkway. Ribbon streamers and bows also lend opulence to the affair, particularly when utilized as trimmings on tables, stages, or around entry doors While the Student Centers support creativity, please work with us in advance regarding developing your décor plans. We can assist you in developing a plan that does not impede policy or facility infrastructure. Not to be overlooked is the manpower & equipment needed to decorate a large hall for a special event. Any work that includes some level of alteration to the infrastructure of a Student Centers space must be approved in advance by the Director of Student Centers

Special Event Set-ups Details & Diagrams The Event Coordinator should submit applicable detailed room / site diagram by the deadline established by Student Centers Administration or no later than fourteen (14) business days prior to the special event along with their initial space request or with the Operations Plan There are various basic room layouts to choose from (banquet, cocktail, theater, classroom, hollow square, U- shaped, etc.). Select or design a layout that best meets your special event’s needs & the space you are using Social Tables: A web-based event diagram software used to build & design custom floor plans to room specification scale. You can use the URL given to you to on your to review your special event’s floor plan via the web. The URL will be linked to your 25Live reservation. Contact the Business & Scheduling Administrator for further information ***FOR OUTDOOR EVENTS*** Unobstructed access paths for fire doors, hydrants & emergency vehicles must be maintained. On all roads or other paved surfaces to a clear width of twenty feet (20’) & vertical clearance not less than thirteen feet, six inches (13’ 6”) For special events with fireworks, submit a diagram of the area used indicating the discharge site, spectator viewing area(s), buildings, highways, utilities, trees and any overhead obstructions, compass heading indicating north, the date the diagram was produced and who produced the diagram

Diagrams For Outdoor Events As a standard for creating diagrams for outdoor events, create diagrams that show unobstructed access paths for fire doors, hydrants & emergency vehicles must be maintained. On all roads or other paved surfaces to a clear width of twenty feet (20’) & vertical clearance not less than thirteen feet, six inches (13’ 6”) For Alumni Plaza, there must be a clear width for a fire apparatus in a straight line from the access point at the rear of B-Complex to the access point at the north of Alumni Plaza For special events with fireworks, submit a diagram of the area used indicating the discharge site, spectator viewing area(s), buildings, highways, utilities, trees and any overhead obstructions, compass heading indicating north, the date the diagram was produced and who produced the diagram. This should be the same diagram that will be submitted to State of Connecticut’s Department of Emergency Services & Public Protection’s Special Licensing and Firearms Unit For special events that have what is defined as special effect displays, please submit a diagram of the display site indicating the location and type of devices to be used, location of the audience, a list of all special effects and type of detonation mechanism(s) to be used. Also, include distances and measurements of the display area including audience location as well as between the effects and equipment/fixtures used. This should be the same diagram that will be submitted to State of Connecticut’s Department of Emergency Services & Public Protection’s Special Licensing and Firearms Unit

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