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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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To appear in this week's Event Digest submit by Monday COB. |
Step 1. Basic Event Information/First Steps
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Step 2. Location and Time
Space Reservations
To check room availability, you can access the room's calendar via Outlook. Simply click on the "Add Calendar" tab and select "From Room List."
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Non-academic vs. Academic Events and Programs
Please note that scheduling for academic events should be submitted to the Syracuse University Space Reservation System to reserve classroom space. Maxwell Captive Spaces are reserved for non-academic and special event use. 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 prior to before your event date.
Please review the Room Reservation Guidelines and the Available Facilities Outline before submitting a request. Maxwell's captive space includes the Maxwell Foyer, 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. For alternative event space requests or classroom requests, please fill out the Academic Room Reservation Form.
You can access the room's calendar via Outlook to check room availability. Click on the "Add Calendar" tab and select "From Room List."
*Keep in mind set-up and clean-up time. If your event is being recorded or live-streamed, you should reserve at least two hours of set-up time and one hour of clean-up time , so your Event Support will have enough time to set up and tear down the equipment.
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You are solely responsible for cleaning up and resetting the room for your event. Meaning This means that if you would like to change the room's layout of the room, you are going to will have to reach out to Physical Plant and put make a request in. First, you will need to fill out a purchase requisition form, describe in detail exactly what you want to have done by Physical Plant, and send it to facilities@syr.edu. 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 services service requests on the BFAS website.
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While you are organizing and planning the details for you your event, for example, where and when you want to have your event, keep in mind the room lay out layout and location. Is your event occurring in the Maxwell Foyer, Strasser Commons, Strasser Legacy Room, or the Founders' Room? If so, you need to order tables and chairs directly from Century Party Rental, as SU Catering is not no longer responsible for providing tables and chairs anymorethem.
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.
Important Note: If you are hosting your event outside after business hours, please keep in mind that Century will most likely do a next-day pick-up for the tents, tables, and chairs. This means that you are required to reach out to DPS (Department of Public Safety) so that they can assign a DPS officer to patrol the event area over nightovernight. 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 Bethany.contact maxwellroomrequest@syr.edu.
Catering Requests/Alcohol Permits:
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All catering orders should be submitted to campuscatering@syr.edu.
For more detail details or additional needs, please reach out to the Catering leadership team members below and they will happily follow up with you:
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Once your event is put together and you have a set time and location, you can start thinking about how you want to advertise your event. Whether it is sending out an email through the email generator or creating a poster/flyer to post around the building and campus, you can find all the information you need here! After you have uploaded your event information to the Maxwell Events Outlook Calendar, you can now input your event information information on Sitefinity. Uploading your event information to Sitefinity will ensure that your event will show up on the Maxwell Events Calendar as well as the SU Calendar.
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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. |
Email Generator
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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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.
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For more questions on marketing your event, please contact Bethany Walawender directly.
Step 5: Technology Needs
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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 that space.
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