The most important thing to consider when planning an event is how it will affect other people and other areas of Van Munching Hall. If you are planning an event during a time when classes are in session, it’s very important to ensure that your group does not disrupt classes.
How will the arrival, departure and traffic from your event impact other people and other areas of the building? This includes transportation to and from Van Munching Hall, as well as traffic in the building caused by your event. Are there classes in session during your event? Are exams taking place during your event? Who else will be using stairs, elevators, hallways and restrooms during your event?
What Kind of Event?
Are you hosting a conference, lecture, panel discussion, round-table discussion, information session, reception or meeting?
What Time of Day Can Events Take Place?
Generally, the best day to host an event in Van Munching Hall is on Friday when there aren’t as many classes scheduled. Of course, all events cannot and will not occur on Friday. As such, there are other considerations when scheduling your event. The most important considerations are classes and other events occurring in the building on the potential date of the event.
Who May Host an Event in Van Munching Hall?
Any Smith School faculty, staff member or recognized student group may host events in Van Munching Hall. Other members of the Smith and campus communities may be able to host an event or meeting in Van Munching Hall. Members of Smith School student groups should go through their appropriate governing body for planning events (i.e. SUSA, MBAA). In general, Van Munching Hall rooms are not open to the public to host events or for rental.
Who Is Attending?
Who is coming to your event? Are your attendees from inside the Smith Community or outside the Smith community? Will this be the first time any of your guests have visited Van Munching Hall? Are any of your guests members of the Smith Alumni Chapter Board, the Dean’s Advisory Council or the Board of Visitors? Are any of your guests’ alumni or corporate friends of the Smith School with existing relationships with other departments in the school such as the Dean’s Office, Office of Development and Alumni Relations, Office of Marketing Communications, Office of Career Services, or Office of Executive Education?
Who Is Paying for It?
Your first task is to determine a budget for your event and how expenses will be paid for the event. Common sources are departmental and faculty budgets, fees and sponsorships. If you plan to charge a fee, you need to let your business manager in the business office know and they will help you manage the process.
The Office of Development and Alumni Relations (DAR) staff may have contacts and/or connections with various corporations and could be instrumental in securing sponsorship for your event. DAR should be contacted to coordinate event sponsorship. In addition, it’s important to understand the strategic relationships with various organizations.
Where Can It Be Held?
What spaces are available for my event? What is the best location for my event? How to best utilize space in the building for my event? Will the spaces that have been reserved reflect the type of event, # of attendees, audience and hopeful outcomes? Generally, classrooms and public spaces in Van Munching Hall, the Ronald Reagan Building and Bio Park can be reserved for your event if they are not being used for academic purposes.
Where Can I Go for Help?
The Smith Programs and Events Team is a one-stop shop for advice and resources for your event planning questions for Smith School events. If you have invited external guests to attend your event, this should be your first point of reference when planning an event at Van Munching Hall and as a Smith School community member.
How Much Will My Event Cost?
In addition to the cost of food, you will want to consider costs for marketing, invitations, printing, signs, parking, facilities requests, housekeeping, equipment rentals, photography and gifts for speakers. Please note: If the event occurs during regular business hours, there will be no charge for A/V for events directly related to academics or Event team support except for departments or groups outside of the Smith School of Business. There is no cost for the use of the space.
NOTE: Please work with your department’s representative in the business office to determine the length of time it will take to access funds received from the business office. This information will be extremely important as you negotiate services with vendors to ensure you are upfront with the business procedures.
How Will People Find Out?
How are people going to find out about your event? It may be a simple email invitation to members of the Smith School community or an elaborate mailing to thousands of people. Depending on the purpose of your event this will be a key component in your planning.
How will people tell you they are coming? Small audiences may RSVP to an individual while larger groups or groups collecting a registration fee should use Cvent for online registration and payment. Career-related activities should contact the OCS for posting events and collecting RSVP’s via HireSmith
Cvent is an online registration management program. With this program, you can register guests, collect payments (options include creating invoices and payment by credit card), ask questions (type of meal, t-shirt size) and send e-mails to registrants. This program can also assist with post-event follow-up such as surveys, which allow you to prepare for future events. The system secures current contact information from guests as they register, enabling you to update your records.
Why hold this event?
What is the purpose of your event? Will your event help to elevate the Smith Brand with the group or impact other areas? Are you trying to create awareness and/or exposure for your department, club or group? Do you want to provide information to existing constituents? Attract new constituents? Do you want to provide a platform for speakers to address relevant business topics/issues? Should this event be held?
Which department will cover the cost of my event?
One of the most important factors to consider for your event is the department to be charged for the event. There must be an FRS# associated with the event in order to use any resources either inside the Smith School or campus-wide services. In addition, to use online registration for fee-based events an FRS accounting number must be used to accept income.