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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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Step 1. Basic Event Information/First Steps
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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.
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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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*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.
For more information on reserving a space, please visit Reserving Space for an Event
Maintenance and/or Furniture Requests
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.
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You can find catering menus and prices on the Syracuse University Food Services website.
All catering orders should be submitted to campuscatering@syr.edu. the Catering Event Order Form.
For more 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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- Email: campuscatering@syr.edu
- Phone: 315.443.3605
It is important to note that SU Campus Catering will be taking take care of the linens for your tables. The cost of the linens will be added to your catering contract. So make sure you are in communication communicate with Catering on how many tables are ordered through Century so they know how many linens to provide.
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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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