WELCOME TO EVENT LEADERSHIP TRAINING FOR EVENT STAFF

WELCOME TO EVENT LEADERSHIP TRAINING FOR EVENT STAFF, ADMIN ASSISTANTS, & COORDINATORS SPONSORED BY: ADMINISTRATIVE SERVICES & GUEST DEPARTMENTS

EVENTS CALENDAR WEB LOCATION New: My. Regent Portal First: “Submit An Event”: http: //regent. edu/events If you have any questions about the process, please contact eventscalendar@regent. edu.

START – NEW: MYREGENT PORTAL Special Events Page: http: //www. regent. edu/specialevents Welcome all university faculty and staff event planners. There are many details involved with planning, coordinating, and executing an event, and this website is geared to streamline all special event processes for the event planner. (Click on the category that applies to you below. ) Schools/Departments/Centers Student Organizations Regent-Hosted Outside Groups

TOOLS FOR PLANNING DATES! Calendar Links: Choosing a date is important, especially as it relates to what is already scheduled on campus and the availability of your desired audience. It is better to plan well and even combine efforts with other likemissioned Regent student orgs. , to execute, hold, and achieve maximum impact for your time and resources. 1. University Events Calendar (short cut: www. regent. edu/events) 2. Administrative Services’ reservation calendars (i. e. special event rooms, Ordinary, chapel, several conference rooms) These LINKS are listed on all Quick Glances and can help you discern good, potential dates with less conflicts. To request the Admin Services’ calendar link, email adminservices@regent. edu. The email will include these instructions: DO NOT USE LINK WITHIN MYREGENT PORTAL

SCHOOLS-DEPARTMENTSCENTERS Tools to Navigate Event Policies and Procedures: • • Special Events Approval Form (SEAF) Quick-Glance Instructions for a Regent Event All Forms Alphabetical All Forms by Department Central Departments (Contact Information) Events Calendar Special Events Manual

SPECIAL EVENT APPROVAL FORM Complete the - Special Event Approval Form (SEAF) when any of the following apply to your event: Encompasses any number of participants and/or guest speakers from outside the university. May involve direct invoicing the outside group and signed copy of the university’s Facility Use Agreement § Requires promotion beyond standard communication channels (i. e. email) § Requires the joint planning of various support departments, such as Administrative Services, Purchasing, Facility Services/Housekeeping, Media Services, Ordinary, and/or Campus Police § Requires the specific attention of staff (either from the host department or from event teams within the university) to manage important aspects and communication. § Include high profile guests/speaker, such as high ranking military officials or Chancellor, Dr. Robertson Continued…

SEAF CONTINUED - SPEAKERS Not required for guest speakers in academic classes, however, the Dean/VP must be aware and approve of the speaker. For alumni speakers, Alumni Relations must be notified in advance. When in doubt, the dean should bring the question to Deans’ Council or the VP to the Executive Council. This form does not substitute for any other form or process related to events. No other event forms should be completed until the approved SEAF is received. Please contact Angela Gast (agast@regent. edu) for non Student Services SEAF forms; Kara-Leigh Sakis (karasak@regent. edu) for those under Dr. Umidi’s leadership. Your approvals will also come from these offices.

FUNDRAISING-SOLICITATIONS • If you are planning a fundraiser that requires solicitation to community businesses, • YOU MUST complete the “Staff Initiated Fundraising form. ” • A detailed list of businesses, complete with addresses and contact information is also required. • Soliciting any business/entity without written approval from the Office of Special Events is prohibited.

COLLECTION DRIVES Only 1 collection drive permitted at a time; 2 week limit. • Most lobby areas are acceptable • Need to provide your own decorated boxes • Label with your group’s name and include an attractive flier, sharing the purpose and intended recipients of the collection effort. • Boxes must be checked regularly to make sure they are not overflowing • ALL boxes and items must be removed promptly after the final date

REGENT-HOSTED OUTSIDE GROUPS (RHOG) 1. If you are working with an outside group to hold their event on our campus, the event is classified as a Regent-Hosted Outside Group (RHOG) event. 2. A SEAF (see previous slides) is required. 3. The outside group will benefit by receiving the special event rooms at no charge; however, they will pay for all setup items (tables/chairs), media equipment and support, catering, and cleaning/restroom supplies. 4. Please communicate the final event items and costs to Administrative Services, as they will prepare the invoice and Facility Use Agreement for payment before the event date. 5. If a Regent school/dept. /center invites an outside group and will pay for all costs involved, it is then classified as a regular Regent event; therefore, an invoice will not be created.

RESERVATION REQUESTS The location you select determines which office receives your request for room reservation. Administrative Services: Special Event Areas § Special Event Areas (indoor & outdoor) § Ordinary Rooms § President’s Board Room (PBR) & Executive Conference Room (ECR) § Divinity Conference Room (DIV 151) § Regent Chapel, all rooms Registrar: University Classrooms All Special Event Areas and Classrooms are to be requested through the Room Reservation Form: http: //www. regent. edu/admin/reservation_revised/

CLASSROOM GUIDELINES All academic classrooms are equipped with a certain amount of chairs/tables depending upon their capacity. The Registrar’s Office schedules courses based on the number of seats per room. If any classroom furnishings are adjusted during an event, it is imperative that all event coordinators return each classroom to its original position. The next class depends on it. Please use anti-dusk chalk. An Equipment Request Form is required for needs/services not listed on the Room Information List of technology available per classroom.

SOUND? § REHEARSALS/AMPLIFIED Throughout the school year, amplified sound can be used on a limited basis in Robertson Hall and the Library. Classrooms RH 107 and 112 will need to be blocked during any events using music rehearsals in the Moot Court Room. § Media Equipment Request form is needed for worship events and sound checks in special event spaces. § Under no circumstances will events with amplified sound be scheduled into Robertson Hall or Library during the reading period and final exam week. § Each event coordinator should be a good neighbor and proactively contact professors of scheduled classes during any planned music or

COMMUNICATION BUILDING (PERFORMING ARTS CENTER) Theatre areas (Performing Arts Center) require a different form; email Kiel Thorlton, kthorlton@regent. edu or email techscheduling@regent. edu for questions. Fees may apply. THEATRE (Com-324 Combat/Rehearsal Lab, Studio Theater, Main Theater) FILM & TV (TV Studio, Film Stage) COM Bldg. General Room Request Form

RESERVATION REMINDERS Remember: ü Include set-up and clean-up time ü Reserve a rain site for outdoor events ü Submit Cancel An Event Form to notify all offices at once (includes Events Calendar) ü Administrative Services’ Reservation calendar can be viewed to check the availability of special event areas reserved by Admin Services: http: //www. regent. edu/admin/admsrv/special_events/room. Reservation. Calendars. cfm

NEW: RESERVATION SYSTEM COMING The University is currently working to implement a new software system. 1. Users being able to see what event locations/classrooms/other spaces may available campus wide. 2. The university will be on one system, including the Communication & Performing Arts Center 3. Eventually, equipment and resources will also be managed within the system. 4. Course scheduling can be completed much sooner.

UPDATED: BUILDING HOURS Email adminservices@regent. edu if you need to request adjusted building hours for your event. Your ID keycard will be required for access outside the hours listed below: During the fall and spring semesters the Library Building, Robertson Hall, Communication Building, Student Center, Divinity, and Chapel are open 7 a. m. to midnight. (Chapel will close at 5 pm on Sundays) The Administration and Classroom Buildings are open Monday through Friday from 7: 00 a. m. to 10: 00 p. m. ; Saturday and Sunday 7: 00 a. m. to 5: 00 p. m. During the summer, all doors will be on an abbreviated schedule.

NEW CATERING MENU & FORM https: //www. regent. edu/campus/ordinary/docs/Catering_Menu. pdf NOW YOU CAN ORDER BY PANS INSTEAD OF PER ITEM FOR EXAMPLE: Popcorn Chicken: q. Full Pan 580 pcs $100. 00 q. Half Pan 290 pcs $55. 00 q 1/3 Pan 195 pcs $45. 00 SANDWICHES AND BOXED LUNCHES ARE THE SAME.

NEW CATERING FOOD TABLES It is important that each event coordinator requests adequate number of food/beverage tables from housekeeping based on the catering order and the Ordinary’s needs. All food/beverage tables consist of table, cloth, skirt, and plastic and are requested via the Set-Up Form. No set up changes are permitted by housekeeping 48 hours before the event. Here are general estimates to keep in mind: ESTIMATED FOOD TABLES 50 or below attendees: 1 6 ft. rectangle for drinks + 3 for food 50 - 125 attendees: 2 6 ft. rectangle for drinks + 4 for food 125 + attendees: contact the Ordinary to customized based on food order

CAMPUS CATERING ORDINARY & FOUNDERS INN v Catering Policy: If university funds are being used, then you must give Ordinary/Founders Inn first right of refusal. This is true, even for Saturday and Sunday events. v The director of food services for the Ordinary is Jennifer Gribble, x 4968 (new extension) v First step is to complete the Catering Request Form 2 weeks before the event date. v If Ordinary is unable (declines/refuses), which will be noted on the request form, Purchasing is notified. v NOTE: Please realize that if you send in a late Catering Request and receive a decline, you’re not leaving yourself much time to obtain the required quotes. v If the Ordinary accepts the catering request, you will receive a quote with detailed food items provided. v Please respond back to this email with “Book My Order” in the subject line to confirm.

CATERING QUOTES § Three (3) quotes must be obtained from a comparable source (apples to apples). For example: Moe’s, Q-doba , and Salsarita’s Panera would not be a suitable comparison for price/quality. § All catering quotes must be submitted to Purchasing for approval and signature. The purchasing office must approve the outside caterer used. § Outside catering sources must have a Certificate of Insurance on file with Administrative Services. The most up-to-date list is available by calling x 4006 or emailing PURCHASING@regent. edu. § See full Catering Policy: http: //www. regent. edu/campus/ordinary/catering_policy. cfm

“SELF-SERVE TRASHCANS” CLASSROOMS & CONFERENCE ROOMS All groups will be responsible to clean up the room and remove trash after each event. Failure to leave the rooms clean and/or take trash to the outside dumpster will incur a minimum charge of $50 from Housekeeping. Trash cans should be returned to the locations noted above per building. Each user must replace the liner after the trash has been emptied leaving the can ready for the next person. Please do not stack the cans.

FOOD TRUCKS ü Must have permission from cost center manager or dean. ü Not approved to be on campus until the Certificate of Insurance is received by the purchasing department, purchasing@regent. edu. ü Contracts are required when food is pre-purchased.

TAX EXEMPT FORM – Nonprofit organizations and nonprofit churches may use their Retail Sales and Use Tax exemption certificates issued pursuant to make exempt purchases of catered or prepared food. You can find this form on the Business Office forms page. ONLY APPLYS TO THE STATE OF VIRGINIA q Ordinary food items may be ordered from the catering menu. Regent Ordinary catering is tax-free and saves the university 11. 5%. q Outside caterers, including the Founders Inn, the 6% State Tax should be waived. Check your receipts!! q Regent-hosted outside groups are subject to paying all taxes on their catering unless non-profit documentation is provided to the Business Office.

NEW: PRE-APPROVAL STEPS: WHOLESALE SHOPPING Imperative to submit the Wholesale Club Card Request Form, because now your budget manager is receiving a copy of the request as well so they many approved the “maximum $ amount” you wish to spend. Also, your request will be received and processed even if the purchasing coordinator is out of the office.

WHOLESALE SHOPPING 1. First time users must sign a copy of the user policy, which will be included in your reservation confirmation email. No personal purchases allowed. 2. Be sure you have the pre-approved, budgeted amount available from your cost center manager BEFORE shopping. 3. Do NOT lend the card to another person for use; your reservation is NON-transferable. 4. All purchased items are invoiced directly to Regent’s Account for payment; your cost center will be charged internally. 5. Return card & original receipt within 24 hours to Admin 116 unless other arrangements are made in advance.

PURCHASING: TRAVELING & RENTAL CARS Web. Site: q IMPORTANT: Please ensure that you clearly document and even take “before/after” photos of the rental car you receive. q This will greatly help protect Regent from unwarranted claims. q The Accident Information Brochure and the ID Card must be printed and kept in the vehicle. q In the event there is an accident, it is your responsibility to report the claim to Hanover Insurance immediately. q You must contact purchasing@regent. edu the very next business day and give the claim number and any other important information for their followup.

CONTRACTS The following information must be submitted 2 -4 weeks in advance of event: ü Vendors Signature must be included ü Cost Code approver’s signature with correct cost code #. ü Contact information ü Detailed description/name of EVENT and SERVICE. ü Date services are to be rendered ü Itemized and total cost/estimate of services ü Complex contracts are often submitted to General Counsel for legal review and therefore, must be received 30 days in advance. Only the Purchasing Manager can bind the university to the conditions or terms. This includes Founders Inn, vendors for outdoor events, & catering.

A-FRAME EVENT SIGNS Up to 20 A-frames are available for event use, reserved through Administrative Services via the request form: https: //www. regent. edu/admin/admsrv/special_events/aframe_banner_rod. cfm A-frames do not come with custom signage. To order signage, follow the protocol below: § The Marketing dept. is able to typeset and produce 2 ft x 3 ft signs for the A-frames at minimal cost (approx. $25/sign). § Submit the marketing Job Request Form. § You will need to provide the copy that you want on the sign and specify if you need a right, left, straight arrow or no arrow. If you are doing a right/left arrow you can ask to have the board cut so it can point in either direction. Signs include magnets on the back. § The A-frames are two sided, so you must assess whether you will utilize both sides of the frame and order two signs, or just one side. Allow 2 - 3 weeks for sign completion.

EVENT PARKING Do you anticipate the need for Reserved Parking for your Guest Speaker(s), caterer or VIPs? All parking forms can be accessed through Parking Services’ website: http: //www. regent. edu/parking Please note there are criteria associated with each type of parking reservation. 2 spots per event. Contact Parking Services for questions.

SPECIAL EVENT SET-UP FORM To rent tables, chairs, cloths, skirts, etc. : http: //www. regent. edu/admin/admsrv/event_setup. cfm • A separate set-up form must be submitted for each space (i. e. Chapel Lobby vs. DIV Welcome Center, Library plaza vs. Library Atrium, etc. ) • All tables used for buffet lines, food, or beverage service, must be covered with white plastic before skirting. • All Lobby tables must be covered with linens. Submit all set-up forms 30 days before the event date to avoid the $100 late fee.

ITEM Housekeeping now has elastic plastic table coverings for outdoor and casual events. These are not appropriate for lobby areas. They are available in black and white. If requested and used, please do not throw them away after your event. Rental cost at this time is $2. 00 each.

DIAGRAMS Diagrams are required for multiple table set ups. Please label your diagrams with name of event, name of the space, and the event date. Analyze your diagram against your set up form to ensure that the number of items match.

SET UP CHANGES! Event coordinators receive email confirmations that their set up forms has been printed and scheduled in Housekeeping’s set up book by event date. If changes are needed, please go to this email, edit the changes to the actual form/items located at the bottom, and resend to adminservices@regent. edu, until 3 business days before the event. No changes will be accepted by housekeeping 48 hours prior to the event date. Administrative Services only prints and schedules set up forms and does not edit another school/department/center’s work.

MEDIA SERVICES Late Requests and Cancellations: Requests submitted fewer than 30 days in advance for events and 7 business days in advance for classes, there will be a $50 late fee changed to your school, department, or center. Last minute cancellations/re-schedules (24 hours or less) or failure to communicate a cancellation/re-schedule to Media Services, a $25 fee will be charged. No media request will be scheduled during university chapel service on Wednesdays from 11: 00 am to 1: 00 pm.

MEDIA SERVICES WALK THROUGH q. Walk through appointments are encouraged for media driven events. Email avmedia@regent. edu following your Equipment Request Form. q. Regent Media fees do apply at Founders Inn.

PANOPTO – MEDIA SERVICES There are several locations where self-serve recording, streaming, chatting, and an archive link can be accomplished. Request a link from Media Services if web streaming or chatting is needed. No media tech support is needed unless a Lavalier mic, panel mics, worship, or recording is needed in these spaces. MCR RH 107 DIV 177 CRB 228

OUTDOOR EVENT APPROVAL A new details Outdoor Policy is posted in the Special Events Manual. www. regent. edu/specialevents Multiple forms need to be submitted to various departments for consideration and approval before advertising or obtaining contracts.

CBN BUILDING SERVICES/REGENT FACILITIES WORKORDERS Shortcut: www. regent. edu/workorder New Registration Required – only one time Login with your email and the password you selected Final password is still the default word “P A S S W O R D” and not your personalized registration information. Use “housekeeping” icon for pest control, large recycling jobs, and office move cleaning. Use “H/VAC” icon for temperature changes; goes to CBN Building Services Use “special events” icon for requesting ladders or banners to be hung on exterior bldgs.

CAMPUS POLICE/SECURITY For a medical emergency call 911 immediately. For a campus safety emergency call 226 -2911 or 226 -2075, option 1, immediately. For non-emergency requests for police services call Regent University Police Department dispatch at 226 -2075, option 2. Campus Police Request Form should be completed at the time of reservation confirmation for all events with more than 30 people in attendance, large community/recruiting events, high-profile guests are attending, or when police presence is desired.

DECORATION POLICY o No candles, glitter, confetti, sand or similar materials permitted. o No tape of any type is permitted on floors, walls, windows, or doors. Only wall putty may be used to secure event signage. o An additional minimum housekeeping fee of $50 will be charged for noncompliance. o Especially for floors, a group that puts down tape and damages the floor will be charged extra for the hours of labor required to strip and refinish the floor to restore it. o If there is a need to secure cords on the floor, cord covers are available through Administrative Services upon request through the Special Event Set-Up Form.

BEFORE YOUR GUESTS ARRIVE Have you given them…? Campus Map Parking Instructions Visitors can park in Main Visitor Parking Lot L on the Campus Map (COM Lot) Directions from the Highway Your event/meeting location on the map

Sample Sign Template

CLEAN UP § All facilities and supplies must be left clean of crumbs and debris (tables, chairs, floor, etc. ) § Don’t forget to wipe off food tables, especially in lobby areas! § Trash must be removed after each event and placed in nearest dumpster § Make sure all punchbowls, coffee pots, and filter baskets are clean. § Linens and elasticized plastic cloths should stay on the tables A $50 fee will be charged for failure to abide by the clean-up policy guidelines.