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Basic Event Information/First Steps
Define the Purpose and Audience
- What is the purpose of your event?
- Who is your target audience?
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Initial Planning Questions
- Where should the event take place?
- What time/day?
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- Wirtual or In
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- -person?
- How am I going to market the
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- Event?
Adding to Maxwell Events Outlook Calendar
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Maxwell Events Outlook Calendar - ALL Events
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- The Outlook calendar is used for all events, including public and private events, department meetings, department or institute speaker series, and named lectures. The main purpose of this calendar is
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- to plan and
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- avoid overlap between departments.
- If you do
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- not have access to the Outlook Event Calendar
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- , please email Bethany Walawender
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- to request access.
Calendar Name: Max Events (maxevents@syr.edu
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ii. To add to your calendar
in outlook click on Add Calendar
Open shared calendar
Type in maxwevents@syr.edu
Click enter
iii. Add your event
In the notes section add your name, a brief description of the event, the intended audience, and a contact person for the event for example:
Maxwell Dean's Office Staff Meeting
All Dean's Office Staff including Dean's
BW, 9382
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)
- Event Details to include on the calendar:
- Event Title
- Brief Description of Event
- Intended Audience
- Contact Person
Location and Time
Non-academic vs. Academic Events and Programs
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- Academic events: Submit to the Syracuse University Space Reservation System
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An academic event directly relates to formal education and typically involves activities contributing to a student's academic progress or faculty research. Examples include:
- Classes and lectures
- Academic conferences and symposiums
- Thesis reviews and defenses
- Study sessions and tutoring
- Research presentations and workshops
- Non-academic events: Reserve Maxwell Captive Spaces.
A non-academic event is not directly related to formal education or academic credit. These events often focus on social, cultural, or extracurricular activities. Examples include:
- Department meetings and staff gatherings
- Public lectures and speaker series
- Social events and celebrations
- Club meetings and fraternity/sorority functions
- Community outreach and public workshops
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If you have questions about whether your event is an academic or non-academic event, please get in touch with us at maxwellroomrequest@syr.edu.
Maxwell Non-academic Space
To reserve space for your event within Maxwell or Eggers, contact Maxwell Room Reservation, maxwellroomrequest@syr.edu, at least three weeks before your event date.
Please review the Room Reservation Guidelines and the Available Facilities Outline before submitting a request. Maxwell's captive space includes Maxwell Founders' Room (Maxwell 118), Maxwell Foyer and Patio, Strasser Legacy Room (Eggers 220), and the Strasser Commons. Rooms cannot be reserved more than 90 days before the scheduled Event.
You can access the room's calendar via Outlook to check room availability. Click on the "Add Calendar" tab and select "From Room List."
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Reserve Maxwell Captive Spaces
Check Room Availability
- Desktop Version: Click "Add Calendar" > "From Room List" > Type in the calendar name
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- Web-based Version: Select "Add Calendar" > "Add from directory" > Select your account > Type in the calendar name.
Form: Maxwell School Room Reservation Form (PDF)
Contact: maxwellroomrequest@syr.edu
Guidelines: Review Room Reservation Guidelines and Available Facilities Outline.
Maintenance and Furniture Request
- Complete a Billed Services request form (required NetID and password).
- Maintenance Type: Billed Services
- Type of Issues/ Request: Event Support
- Attributes
- For Trash Collection and Clean up, select YES for Custodial Support
- For Room Set up/ Reset, select YES for Move Crew
- Summary of Problme must include: Example: Black Women Taught Us, 2/12/25, 6-8 pm
- Event Title
- Event Date
- Set up or Reset the window
- Optional Additional Information: Example: Please vacuum floors, mop tiles, and wet wipe tables in Eggers 220 on February 12, between 6-8 pm.
- Description of Set up or clean up request
- Location
- Date and Time of Clean-up
- Include Stephanie Williams (sdwillia@syr.edu) as the affected user for captive space maintenance requests.
- Complete a Billed Services request form (required NetID and password).
- Additional Information
- You can explore additional information about service requests on the BFAS website.
- Keep in mind set-up and clean-up time. If your event is being recorded or live-streamed, you should reserve at least two (2) hours of set-up time and one (1) hour of clean-up time, so your Event Support will have enough time to set up and tear down the equipment.
- For more information on reserving a space, please visit Reserving Space for an Event.
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Catering and
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You are solely responsible for cleaning up and resetting the room for your event. This means that if you would like to change the room's layout, you will have to reach out to Physical Plant and make a request. You will also have to complete a Billed Services request form (required NetID and password). Remember to include Stephanie Williams, sdwillia@syr.edu, as the affected user for all captive space maintenance requests. For assistance with the form, please contact maxwellroomrequest@syr.edu.
You can explore additional information about service requests on the BFAS website.
Step 3. Century/Catering Requests
Century Party Rentals:
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Equipment Requests
Catering Requests/Alcohol Permits:
- Compliance: Follow Syracuse University alcohol policy.
- Permits: Submit a request at least 30 days in advance.
- Catering Orders: Use the Catering Event Order Form.
- Menu: Syracuse University Food Services website
- Compliance: Follow Syracuse University alcohol policy.
For more details or additional needs, please reach out to Catering:
- Email: campuscatering@syr.edu
- Phone: 315.443.3605
Please note that SU Campus Catering will handle the linens for your tables. The cost of the linens will be added to your catering contract. Ensure you communicate with Catering about the number of tables ordered through Century so they know how many linens to provide..
Century Party Rentals
For event equipment rentals, please contact Century Party Rental, as SU Catering is no longer responsible for providing
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Are you planning on hosting your event outside? If so, what if it rains? You may want to consider a tent for your event. For tent rental, you must contact Century as well. Please call Jackie or Glen at Century at 315-452-1240 to discuss your event needs.
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tables and chairs.
- Contact: Jackie, jdcenturydec@cnymail.com or Glen
- Phone Number: (315-452-1240)
- Required Details:
- Contact: Jackie, jdcenturydec@cnymail.com or Glen
Details:
Contact Information
Name: Stephanie Williams
Phone: 315.443.3272
Email: sdwillia@syr.edu
Event Information
Event Date:
Event time:
Set-up time:
Pick-up time:
Event Location:
Item needed:
Attach Diagram of Space and Set-up
Important Note: Century will likely schedule a next-day pick-up for the tents, tables, and chairs
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if you are hosting your event outside after business hours. Therefore, you must contact the Department of Public Safety
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(DPS) to assign a DPS officer to patrol the event area overnight. This is required by Century! To reach out to DPS, please submit the Special Events Request Form.
For questions or concerns with ordering tables and , chairs, and/or tents from Century, please contact contact maxwellroomrequest@syr.edu.
Catering Requests/Alcohol Permits:
To serve alcohol at a campus event, you must comply with the Syracuse University alcohol policy. Liquor licenses must be present and permits for serving alcohol must be submitted AT LEAST 30 days in advance. To submit a permit, please email SU catering at campuscatering@syr.edu.
You can find catering menus and prices on the Syracuse University Food Services website.
All catering orders should be submitted to the Catering Event Order Form.
For more details or additional needs, please reach out to Catering:
- Email: campuscatering@syr.edu
- Phone: 315.443.3605
It is important to note that SU Campus Catering will take care of the linens for your tables. The cost of the linens will be added to your catering contract. So make sure you communicate with Catering on how many tables are ordered through Century so they know how many linens to provide.
Step 4. Marketing
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Marketing
Advertising Your Event
- Upload event information to the Maxwell Events Outlook Calendar
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Sitefinity - Departmental/Dean's Office events
- and Sitefinity.
Sitefinity: Sitefinity is used to transfer event information to various calendars on our website, including the SU Calendar, the Maxwell Events Calendar, and each individual department/institute calendarscalendar.
To log into Sitefinity click here.
- For specific instructions on how to add your event to the Sitefinity Calendar, please visit our, Adding Maxwell Calendar Events answers page.
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- To appear in this week's Event Digest, submit by Monday COB.
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This is the marking system used to create event emails – they have logo’s already loaded in the system and you can select from different templates. It is also easier to read than sending a picture/pdf of a poster. If you have yet to use the email generator feel free to reach out to Morgan for training, as it can be a little confusing at first.
Log onto the email generator system - https://emailgen.syr.edu/
: Create event emails using templates.
Posters
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If you are planning on creating a poster and/or flyer for your event, please take the format from one of the templates listed below. There are three different theme's to choose from. Each of the templates are offered in PowerPoint and these templates abide by the Syracuse University Branding Guidelines. The difference between a poster and a flyer is the size. Posters are 11x17 in size where as flyers are 8 1/2x11 in size. Feel free to download the templates listed below and edit based on your event.
There is also a "Save the Date" template below as well. Feel free to download that template and use it to spread the word in the early stages of your event. and Flyers: Syracuse University Branding Guidelines.
Posters (11x17)
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Save the Date Template Template
View file name Save the Date Template - Powerpoint.pptx height 250
Accessibility Statement
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At : Include at the bottom right of each poster, there should be an accessibility statement.
- Large Events (>100): "American Sign Language (ASL) interpretation and Communication Access Realtime Translation (CART) will be available. Please contact (enter contact and email address) for additional accommodations."
- Small Events (<100): "Please contact (enter contact and email address) for accommodations."
- For more questions on marketing your event, please contact Bethany Walawender directly.
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Technology Needs
Captive vs. Registrar’s Room Support
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- Captive Spaces: Supported by Maxwell ICT.
- Registrar’s Classrooms: Supported by SU’s Learning Environments and Media Production (LEMP)
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If you are unfamiliar with the technology in a specific location, you should begin by connecting with the room’s named contactto verify what the specific capabilities are for of that space.
Captive Space Training and Assistance
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- Contact: MaxwellAV@syr.edu
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- For technology in captive spaces
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Live Web Streaming and Multi-Camera Recording
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- Live Streaming and Recording: Contact Brian Simons at Sensational Events
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- Please note that Brian is an external vendor, and there will be a cost
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- for his event assistance. For recorded events with live streaming and
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- CART, we recommend reserving the space 2 hours
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- before and after your event’s advertised start and end times. This will allow ample time for set-up and take-down.
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Inclusive Events
- Use Syracuse University's inclusive events website to make sure that your event is inclusive.
- On that resource page, you will find resources like:
- Guide to Planning an Inclusive Event
- ASL Interpreting Services (
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- CART providers
- If you are expecting more than 100 guests at your event, then you MUST include CART.
- Please contact maxwellav@syr.edu to secure your CART
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- They will need a chart string and
- budget approver information to process the $125/per hour fee. (Minimum charge is 1 hour, then 1/4 hour increments.)
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VIP Invites
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- Maxwell Dean
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- : Notify Morgan Hipkens (mahipken@syr.edu).
- Campus VIPs: Notify Morgan Hipkens (mahipken@syr.edu) and she will complete the Meeting and Event Request Form (MERF) to request the Chancellor's attendance.
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Other Important Event Information
Student Events
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Students must : Must have a faculty or Staff sponsor for any event in the Maxwell Eggers Complexstaff sponsor.
Off-
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If your event will require off-hour building access, please coordinate Hour Building Access: Coordinate with Morgan Hipkens , (mahipken@syr.edu to get access to the building after business hours. ).
Swag
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Submit requests for swag and other giveaway items Requests: Submit to Morgan Hipkens , (mahipken@syr.edu).
Parking
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Any of the below-authorized users can complete the : Complete the Parking Request Form.