Introduction to Event Planning How to plan a successful event at Hofstra University

Popular Spaces for EVERYONE Meeting Rooms- Student Center, Axinn LibraryStudent Center Outdoor spaces- Quads on South Campus (limited use) Theater Facilities- John Cranford Adams Playhouse, Spiegel Theater, West End Theater, Dance Studios Classrooms- Buildings on North and South Campus Sports Facilities- Outdoor fields, athletics, concerts

Locations Ideal and Alternate South Campus and North Campus Indoor and Outdoor Parking needs

Date Academic Calendar Best time for your audience Location availability Outdoor events- alternate date or location Day of the week

Academic Calendar Dates for Fall Semester- Sept 7-Dec 10 –Fall Semester Finals - Dec January Session- Jan 3-24 Spring Semester- Jan 26-May 13 –Spring Recess – 3/23-4/3 –Spring Semester Finals - May 14-20

University Holidays Thanksgiving – 11/25- 11/26 Christmas/New Year’s – 12/23-1/2 Martin Luther King Birthday – 1/17 President’s Day – 2/21- 2/22 Good Friday – 3/25 Memorial Day – 5/30

Times Be flexible Day vs. Evening Length of time needed Other concurrent activities Class schedule Adequate parking for your event participants

Food Services and Catering Contact the Catering Manager at x35395 Order all items at least 7 days in advance Guarantee number of people 3 days in advance Add extra time for decoration and registration of guests and after the event for cleanup

Audio Visual Services Format- presentation, panel discussion, lecture, instruction or interactive group Consult with Event Management or the website about available facilities and services website

Room Arrangements Use the Event Management website website For Diagrams of set ups –Theater- rows of chairs facing front –Classroom- rows of chairs and tables –Banquet- round tables with chairs –Conference- chairs around table(s) –Lecterns, easels, flags and banners, table skirts and cloths, dividers

Find the Place and Schedule the Space Event Management Office- Complete Reservation Request form and/or New Contact form Pick up Room Assignment form Go to Student Activities Office in Room 260- Get signatures of Advisor and Student Activities Return signed form to Event Management Office to confirm your event

Classroom Use Requests for classroomsRequests for classrooms In November for Spring Semester (Jan- May) In July for Fall Semester (Sept- Dec) –Noise –Rearranging rooms –Be courteous –Keep it neat

Contact Information One point of contact for each event 2 contacts for each group address and cell phone number When sponsoring an event Hofstra sponsors Hofstra makes arrangements Hofstra budget number is needed

Have a Plan Meet with the Office of Student Activities Promote your event Work with your advisor Contact Event Management with questions

Find Events at Hofstra Daily event scheduleschedule Visit the Hospitality Center Contact Office of Student Activities

Hope to See You Soon The Office of Event Management In the Student Center room 112 8:30am – 11pm Monday thru Thursday 8:30am – 9pm Friday 9am – 5pm Saturday and Sunday Telephone x36925 On the WEB