In general, University Events staff will manage the event logistics, while the event owner or planner must provide all aspects of the event program.
University Events Responsibilities:
- Update Event Detail Summary (EDS) and send to Anita Westfall and Sponsoring Dept./Division/College Contact Person
- Event Logistics
- Invitation: design/text, print*, iModules 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 a member of University Events will contact you!
- Speaking Engagement form - Work with Anita Westfall (568-6868 or westfaac@jmu.edu)
- Invitation List Development
- Review and approve Catering 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
- 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
University Events
James Madison Admin Complex #2
MSC 1602
1017 Harrison Street
Room Suite 4
Harrisonburg, Virginia 22807
MSC 1602
1017 Harrison Street
Room Suite 4
Harrisonburg, Virginia 22807
