云顶集团 College is proud to provide the community with a venue for entertainment, reflection, discussion, and thinking. The college provides resources to help you plan a successful event that maintains our high standard of professionalism and well-earned reputation for hosting top-notch events.

The checklist below will help you navigate the process. 方便沟通 among the various campus offices that will work to make your event a success, and to avoid duplication of efforts, we encourage all members of the campus community to incorporate the checklist into their planning. Please feel free to contact the people listed at any time for assistance. Best wishes for a successful event!

关于活动

标题:
演讲者(s) /表演者(s):
日期:
时间:
地点:
目标受众:

选择日期 & Time

• 检查 活动日历 潜在的冲突. Also search for events such as 宗教节日 以及大型体育赛事.
• Consider 观众 availability (e.g., travel time, class schedules).
• If you would like the president of the college to attend, give remarks, moderate a discussion, or participate in some other way, please contact the 总统办公室 可用性. 

空间保留

• To reserve a space, please contact 事件 and Conference Services. Please note that classes are given top priority.
• 不确定? 事件 and Conference Services will recommend a room and will tell you what's available for the date(s) and time(s) you are considering.

预算/赞助

• Secure support from a department within the college.
• 确定资金来源.
• 分配预算代码.
• Plan for additional staffing costs, including security, technician, student ushers, 摄影师.

设置

联系 事件 and Conference Services (410-337-5054) to discuss set-up needs for your event. 需要考虑的事项:

• Virtual or Hybrid event - please submit a form to request a Zoom webinar or large virtual meeting.
• A / V设备
• Sound needs (lectern, microphone(s), lavaliere)
• 照明需求
• 房间布置
• 舞台上的椅子
• 面板表
• Signage (Upon request, 事件 and Conference Services will request signs from FMS.)
• 喷雾(花)
• 水(水罐、玻璃杯)

扬声器/专家/表演者

• Assign primary contact for the guest.
• For assistance with selection, booking, and promotion contact 约翰托马斯, Live 事件 Presenter, 6-8 weeks prior to event.
• 合同. 所有的合同都应该 提交审查 在签署之前. Please allow two weeks for this step.
• 酬金. For payment procedures, contact 丽莎吕弗勒 in the Controller's Office at 410-337-6063. For guests without US tax status, please contact 控制器的办公室 at least 8 weeks prior to event to make sure that all paperwork can be completed 参观前.
• 背景资料(e).g., curriculum vitae/resume, photograph for publicity, title 讲座).
• 安排校园护送.
• 安全的旅行行程.
• 住宿. For the Baltimore Sheraton North, call 410-321-7400 and ask for the 云顶集团率. The 云顶集团 website lists additional 酒店的建议 和驾驶指南 云顶集团和方向 页面.
• Arrange ground transportation with local car/taxi service. 选项列在 云顶集团和方向 在云顶集团的网站上.
• Identify person to introduce guest at event.
• 付款跟进.
• 发送感谢.

签书

• Secure title(s) of book(s) that speaker would like to be made available.
• 联系 bookstore manager 至少提前六周 with titles.
• Secure location of book signing with 事件, Scheduling, and Facilities Rentals.
• 供图书馆展示， 图书管理员联系 至少提前六周.

活动推广

• Make sure to budget for promotional materials for your event.
• To ensure ample time for processing and promotions, please submit a project request form 6-8 weeks prior to the proposed event.
• 事件日历 - 提交事件 致在线 事件日历. The listing will need to be approved before it appears live. 挂起的事件有 typically reviewed and published within 2 business days.
• 电子邮件- A weekly events email is sent each Monday to 云顶集团 students, faculty, and staff.  The events are pulled from the online 事件日历 and include events for the current 接下来的一周.
• 数字标牌, Social Media, and Advertising -请 submit a project request form for any of these marketing and communication services:
  • 数字标牌 – Your  event would  appear on the flat panel displays around campus
  • Social Media – Your event would be considered for the college’s social media accounts
  • Advertising - Your event has an  advertising budget to support external paid advertising 事件的

印刷材料

During your initial conversation with the 通讯办公室, the staff will discuss and at times recommend materials and distribution methods to reach your desired 观众. If necessary, a meeting will be arranged. 方法不同. 这里有一些 常用工具:

• 明信片
• 邀请
• 海报
• 传单
• 程序手册
• PDF version of flyer for e-mailing
• 数字显示

TIMELINE FOR PRINTED MATERIALS

Please remember that the 通讯办公室 must approve all materials intended for mass distribution to an off-campus 观众. Please plan sufficient time for writing, copy editing, designing, printing and distributing your materials. 下面的时间轴 应作为指导方针:

• 1 week to compile copy and photos and write copy
• 1 week to request, receive, and prepare mailing data, if project involves mailing 
• 2-5 weeks for design and editing
• 印刷1-2周
• 1 week for the mail house to prepare labels
• 1周交货时间

票 & 座位

All issues related to tickets and seating must be discussed with the 事件 and Conference Services 员工(410-337-5054).

• 发布日期
• Reserved seating or general admission
• VIP或普通票
• 分配法
• Special needs section (interpreter, etc.)

接待/晚餐

• 预算
• 联系 祝你有个好胃口 for menus, pricing, and dietary concerns (410-337-6416).
• 讨论建立 事件 and Conference Services (410-337-5054). 需要考虑的项目:
  • Number of table and chairs for dining/head table
  • 鲜花或装饰品
  • 最后的数
  • 地方卡
  • 事件的时间线/时间表
  • 主机/司仪