Meeting With Success! At Hofstra University From the Office of Event Management

Space  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

When You Choose  Outdoors - Have an alternate date or location  Space for food service  Parking needs  Number attending  Plan early  Know about other major events

Also Remember  Consider the Academic Calendar  Audience availability  Day of the week  Time of the day  University Relations and Public Safety for VIP Guests

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  Extra time for decorating and clean up  Type of service and amount of time needed

Audio Visual Services  Consult with Event Management or the website about available facilities and services website  Speak with AV manager for special requests, changes, use of room for best sound, and visual effects

Contact Person  Knows the arrangement needs  Set ups, Registration table, sound and video to address the audience, hospitality (water for speakers, name cards, chalk or markers), time needed before and after, signs  Knows the needs of presenters  Deadlines: order equipment 1 week ahead (so talk about it 2 weeks ahead), ask about type of presentation, audio visual needs, copying services, storage of items, lighting, preferred set up of room.  Knows the needs of the audience  Travel directions, parking, restrooms, information (before, during, after), special guests, public, students

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 facing front  Banquet- round tables with chairs  Conference- chairs around table(s)  Lecterns, easels, flags and banners, table skirts and cloths, dividers  Speakers needs  Back of room is where door is  Placement of food

Billing Information  No charges for meeting rooms  Moving of items, rearrangement of furnishings, clean up on weekends, very early start may require charges  Hofstra Dining Services charges your budget directly  Discuss your alternatives with Event Management staff

Academic Calendar Dates for  Sept 7 – Dec 10 Fall Semester (Dec Finals)  January Session- Jan 3-24  Jan 26 – May 13 Spring Semester (May Finals)

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

Office of Event Management  University Organization Contact Form University Organization Contact Form  Student Organization Room Request Form (with Student Activities, Advisor, Public Safety signatures) Student Organization Room Request Form  Hofstra University Reservation Request Form (sign and return)

Classroom Use  Requests November for Spring (Feb-May) July for Fall (Sept-Jan)  Courtesy Noise Rearranging rooms Keep it neat

Promoting your event  Meet with the Office of Student Activities  Use Broadcast Bulletin, Hofstra Chronicle, Info Channel, Signs, Flyers, Eye on Events Newsletter  Reach your audience

Timeframe for planning  Up to one year- reserve space  Submit for OSA approval  One week ahead for food orders  One week ahead for final review and confirmation of all arrangements  Up to one week after for review and changes for future events

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

Step By Step Contact Information  Choose contact people by June 1st of the previous year.  Complete Contact Form when changes occur.

 Complete the Student Organization Room Request Form and return to the Hospitality Center, Room 112 Student Center at least 5 business days prior to the event. Allow 10 business days for large and outdoor events, multi day events or locations outside of the Student Center.Student Organization Room Request Form

 Pick up Hofstra University Reservation Request Form, complete and return to Event Management/Hospitality Center at least 5 business days prior to the event with furniture and audio-visual requirements.

 Work Requests, for moving of furniture and equipment or any electrical, telephone, carpentry or trucking needs, will be coordinated by the Associate Director of Student Activities.

Meet with Event Management  If a space or date is not available on the day/time you request (Event Management will contact you)  Help with planning and information about rooms and equipment. Office hours are 8:30am until 5pm Monday through Friday.  To verify confirmed events (yours and other groups).

Visit us The Office of Event Management Hospitality Center Student Center room 112 8:30am – 11pm Monday thru Thursday 8:30am – 9pm Friday 9am – 5pm Saturday and Sunday Telephone x36925 On the WEB: