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.

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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*, mail/email, and manage responses.
  • Handle food/catering needs* (SPEV logistics).
  • Room set-up.
  • Arrange and set-up decorations*.
  • Print nametags*.
  • Arrange for shuttle/transportation* between venue and parking areas.
  • Arrange for photography*.
  • Parking
  • Provide for audio and visual needs*.
  • Reserve the venue.
  • Book music/entertainment*.
  • Arrange for Student Ambassadors to serve as greeters, if desired.
  • UE Staffs event (if Pres. Alger is attending)
*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.
  • Fill out the Event Summary Sheet (EDS) with detailed information and send to UE.
  • Work with Donna Burch (568-6868 or burchde@jmu.edu) on the Speaking Engagement/Talking Points form.
  • Make your invitation list. We will need first and last names of invitees, e-mail addresses, mailing addresses, salutations, titles, and any other information you feel is important.
  • Develop your program, including:
    • Message and theme. This will require written approval from the Office of the President.
    • Timeline of the event.
    • Script development.
    • Coordination and invitation of speakers, including guest presenters and President Alger.
  • Develop and publish/print your promotional materials: media and/or web, printed programs (design, content, printing).
  • Manage event volunteers.
  • Assist with event staffing.
  • Help greet, distribute nametags and programs.
  • Complete Post-Event Survey