HOW DO I...

Create an event?

12 TO 16 WEEKS BEFORE EVENT
Determine what your club wants to accomplish with your event and then select a format that fits. For example, if you want to promote networking, hold a reception instead of a dinner.
Invite any special speaker(s). If requesting a university speaker submit the online request form.
Set a budget.
Find a facility and caterer.
Consider a save-the-date e-mail.

10 TO 12 WEEKS BEFORE EVENT
Confirm any special guests.
Confirm the date and times for your facility.
Make assignments for the responsibilities on your event checklist. SAMPLE CHECKLIST
Set dates for pre-event volunteer meetings.

SEVEN TO EIGHT WEEKS BEFORE EVENT
Follow-up with volunteers.
Send invitations.
Confirm facility arrangements.
Contact local media for publicity.

THREE WEEKS BEFORE EVENT
Check the RSVP list. Make calls to regular attendees and members who have not registered.

TWO WEEKS BEFORE EVENT
Purchase gifts, awards or certificates.
Secure decorations.
Finish your printed programs.
Confirm audio-visual needs with the facility.
Plan the evening’s agenda; include an alumni representative if applicable.

WITHIN ONE WEEK BEFORE EVENT
Confirm the attendance count and all arrangements with the facility.
Confirm all assignments on the checklist.

SHORTLY AFTER EVENT
Set a follow-up and evaluation meeting shortly after the event.
SAMPLE EVALUATION

Request meeting space at Longaberger Alumni House?
To reserve a space, please contact the Conferences Services department at (614) 292-3067.
LAH Rental Guidelines

Meeting space policies:

● Free room rentals still apply to all clubs and societies.

● All clubs MUST have a signed contract in the Conference Services department for all scheduled events BEFORE the event, even though the event rental is free. If the Conferences Services department does not have a signed contract on file before an event, then the event will not be held on that day.

● Meetings that are scheduled on a regular basis may be reserved in advance but must be renewed each year.  These reservations will not extend without a contract.

● All additional equipment requested for an event is billed to the club.  (Example: long distance fees, audio-visual equipment, linens, skirting, flipcharts, etc.)

● No outside food or beverage is permitted inside the facility. A 15 percent catering site fee will be added to all food and beverage orders through the approved caterers list. All alcohol must go through the Conference Services department.

● Clubs that have meetings after 5 p.m. will be allowed into the building 30 minutes prior to their meeting start time, banquets excluded. Other special arrangements can be made through the Conference Services department at (614) 292-3067.

● With the intent of effective use of the building, we request that groups of less than five re-evaluate their need for a room. 

● Clubs are allowed to schedule an event up to a two-year period from the date or origination if they are going to have a “paid” status.  Paid status means they are having catering with the 15 percent fee not that they pay room rental. 

● Clubs may choose to have their general meetings after hours on Tuesday or Wednesday evenings ONLY or Saturday mornings from 9 a.m. to 12 noon only. They may also have their meetings M-F during normal building hours. These meetings are “free.” If a club would like to have a meeting on a different evening other than a Tuesday or Wednesday they are more than welcome to book that date. Please note that there may be charge of $40.00 for a labor fee if there is not another paid event reserved the night of the requested meeting. Reservations can be anytime up until 12 a.m.  

● A conference set-up fee of $75 will be assessed to all events that require an event reservation over one rental room.  

● Housekeeping fees will now be assessed to weekend events for societies and clubs. These fees will be assessed to the groups that are larger than 25 guests and/or if there is catering reserved for the event. The minimum fee will be $200.  Housekeeping is required and is reserved by OSUAA with a minimum of four hours. Additional fees may occur if the housekeeper is required to do additional work not feasible for completion within the four-hour shift. The price of housekeeping is based on OSU's rate and may change if their prices change.

● If a club cancels their “paid” event less than 30 days before the scheduled event date a full room rental will be assessed to their group as a cancellation fee. Meetings-only require a minimum of a two-week notice for cancellation. If less than two weeks are given then a $20.00 cancellation fee will be assessed to the group.

Request a speaker?
Browse the speakers list and complete the request form. Please note that our speakers are volunteers with busy schedules, we cannot guarantee their availability.

Publicize my event?
Share event details in your newsletter, on your Web site and through your listserv. Send a news release to local media. Use a phone tree to extend personal invitations. E-mail your event details to Susan Long to be added to your club's profile on the Alumni Association's Web site.

Get name tags and other event materials?
Contact Susan Long.

Conduct a post-event survey?
Collect e-mail addresses at your event and send a survey to attendees. Ask about pre-event publicity, registration, facility, food, speaker, program and solicit ideas for future events. Be sure to survey those involved with the planning and execution of the event. Look for feedback on the planning process, timeline, flow of the event and other event details. 

Report back to OSUAA?
Send your attendance counts and event photos to Susan Long.