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Events

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Events

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Events

Event Planners

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Event Protocol and Responsibilities

In general, University Events staff will manage the event logistics, while the event owner or planner must provide all aspects of the event program.

Printable version (.pdf)

University Event Responsibilities

  • Update Event Detail Summary (EDS) and send to Donna Burch and Sponsoring Dept./Division/College Contact Person
  • Event Logistics
  • Invitation: design/text, print*, and mail/email
  • Handle food/catering needs* (SPEV logistics)
    • Ensure per diem rates are enforced
  • Room set-up
  • Decor and centerpieces*
  • Nametags* (Production and Distribution)
  • Shuttle/transportation*
  • Photography*
  • Parking
  • Audio and visual set-up, equipment*

  • UE staffs the event (if Pres. Alger is hosting)
    • If co-hosting, sponsor department provides staff as well
  • Venue booking
  • Music/entertainment*
  • Email Post-Event Survey to Sponsoring Dept
*Indicates expense paid for by the Sponsoring College/Division/Department

  Event Planner Responsibilities

  • Fill out the Event Request Form and send to University Events (UE) at MSC 1602. Once received/approved, EDS will be sent
  • Speaking Engagement form - Work with Donna Burch (568-6868 or burchde@jmu.edu) 
  • Invitation List Development 

  • Review and approve SPEV contract and any rentals required
    • Ensure per diem rates are enforced

  • Invitation (design/text), if preferred
    • Response (collect replies)

  • Program development (written approval of message/theme from Office of the President)
    • Timeline of the event
    • Speakers invite and coordination

  • Script development (messaging)
    • President Alger
    • Guest Speaker
  • Media/web materials

  • Audio visual set-up, equipment

  • Recruit and manage event volunteers
  • Assist with event staffing (such as greeting guests, introductions, transportation needs, distribution of name tags, and closing the event)
  • Printed Program
    • Design
    • Content
    • Printing
  • Complete Post-Event Survey