HOW DO I...

Create an event?

12 TO 16 WEEKS BEFORE EVENT
Each group has its own personality and different programming goals. Determine what your society 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 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 the event
Purchase gifts, awards or certificates.
Secure decorations.
Complete printed programs
Confirm audio-visual needs with the facility.
Plan the evening’s agenda; include an alumni representative.
SAMPLE AGENDA

WITHIN ONE WEEK
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.
SAMPLE EVALUATION

Request meeting space at Longaberger Alumni House?
To reserve a space, please contact the events department at (614) 292-3067.

Meeting space policies
● Free room rentals still apply to societies when general meetings are held after hours on Tuesday or Wednesday evenings, Saturday mornings from 9 a.m.-12 p.m. or weekdays during normal business hours. These meetings are “free.”  If a society 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 for a labor fee if there is not another paid event reserved the night of the requested meeting. Reservations can be anytime up until 12:00am.  
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● All societies MUST have a signed contract in the events department for all scheduled events BEFORE the event, even though the event rental is free. If the event 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 society.  (Example: long distance fees, audio-visual equipment, linens, skirting, flipcharts, etc.)

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

● Societies that have meetings after 5:00 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 events 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 reservation of a rental room. 

● Societies 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.  If there is not a “paid” status then a club may reserve space up to 2 years but the “bumping clause” will be in affect, see “bumping clause” below.

●The event department is placing in affect a “bumping clause” for societies and clubs for their “meeting only” events. p to 60 days prior to the event reservation the event department has the option to reassign the meeting to an alternative room or date. The Event Department will first call the society or club to discuss.

● A conference set-up fee of $75.00 will be assessed to all events that require more than one room.  

● Housekeeping fees will now be assessed to weekend events for societies. 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 $150.00.  Housekeeping is required and is reserved by OSU 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 events department has the right to adjust the fees if OSU changes the rate. 

● If a society 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 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. Be sure to notify OSUAA with this information.

Get name tags and other event materials?
Contact Craig Little or Heidi Glanzman

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 to Heidi Glanzman.