University Events
It is in the University’s best interest to have certain standards and be consistent in our planning and implementation process, while at the same time ensuring quality in a cost efficient way. If the event is being hosted by the Office of the President, the Office of Special Events & Projects will coordinate the event. If it is being held by one of the other colleges, schools and centers, the Office of Special Events & Projects is available to assist the area event coordinator with the event.
Coordinating a University Event
- All invitations to campus events must include a professionally prepared map and written directions. Please specify parking locations.
- Each event should have an itinerary to be given to each speaker and/or other appropriate people. The itinerary needs to include details necessary for the evening’s program. When possible, the dignitary should be given this information prior to the event.
- If the President is expected to attend, make sure he has an itinerary or time certain/agenda for the event and that he has proper information regarding the event.
- Reserve the room/area needed for the event as soon as the date is set.
- As soon as the date is set for the event, contact the Public Affairs office to place all University events on the University’s master calendar.
- NSU Classic Catering must be contacted for any and all catering arrangements for events to be held on campus. They reserve the right of refusal before any other catering companies can be brought on campus.
- Contact the Office of Information Technologies to arrange for any special equipment such as Audio/Visual needs.
- Outdoor and indoor directional signage to assist guests with locating the event.
- Volunteers are needed to meet and greet guests, as well as direct them to where they need to go.
- If there is not a volunteer available to assist the guests in locating the restrooms, it is recommended that signage directing guests to the restrooms be placed appropriately.
- Any physical labor involved in setting up or breaking down the event needs to be done by Physical Plant. Place any and all orders with physical plant no later than two weeks prior to the event.
- Contact Novalert to let them know about the upcoming event, as well as to make any necessary parking or security arrangements for the guests.
- All employees attending or working the event are encouraged to wear name badges.
- All reserved seating for dignitaries should have the name of the guest placed on the assigned seat. An usher or host should seat each person, removing the name sign before the guest is seated.