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This event planning checklist is for Event Coordinators throughout the Maxwell School. Please use it to make sure you are covering all tasks related to organizing and hosting a successful event. Read this checklist thoroughly.
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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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Once you figure out the date and time of your event, the first thing you want to do is input your event information onto the Maxwell Events Outlook Calendar. Uploading your event information to the to the Events Outlook calendar will let the rest of the Maxwell events community know when your event is to avoid potential overlap. To add the Maxwell Events Outlook Calendar to your Outlook account, please see below.
Maxwell Events Outlook Calendar - ALL Events
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Event?
Adding to Maxwell Events Outlook Calendar
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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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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.
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
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.
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Form: Maxwell School Room Reservation Form (PDF)
Contact: maxwellroomrequest@syr.edu
Guidelines: Review Room Reservation Guidelines and Available Facilities Outline.
Maintenance and Furniture Request
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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 Problem 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 Tom Fazzio (tfazzio@syr.edu) as the affected user for captive space maintenance requests.
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
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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.
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:
Details:
Contact Information
Name:
Phone:
Email:
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
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, chairs, and/or tents from Century, please
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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
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department/institute
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calendar.
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.
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: Create event emails using templates.
Posters
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and Flyers: Syracuse University Branding Guidelines.
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Posters (11x17)
Flyers (8 1/2 x 11)
Save the Date
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Template
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Accessibility Statement
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: Include at the bottom right of each poster
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.
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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."
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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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.
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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 contact to verify
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the specific capabilities
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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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t
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
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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
If you are planning to invite the Maxwell Dean to your event, please notify Katlyn Anderson, kander35@syr.edu.
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Maxwell Dean: 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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: Must have a faculty or
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staff sponsor.
Off-
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Hour Building Access: Coordinate with Morgan Hipkens
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Swag
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Requests: Submit to Morgan Hipkens
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Parking
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: Complete the Parking Request Form.