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

2. 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

3. 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

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

5. 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

6. 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

7. 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

8. 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

9. 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

10. Academic Calendar Dates for 2004-2005  Sept 7 – Dec 10 Fall Semester (Dec 13-18 Finals)  January Session- Jan 3-24  Jan 26 – May 13 Spring Semester (May 14-20 Finals)

11. 2004-2005 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

12. 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)

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

14. 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

15. 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

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

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

18.  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

19.  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.

20.  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.

21. 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).

22. 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:www.hofstra.edu/OEM