2023-24 Internal Event Request Form

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Please fill in this form with your event or meeting enquiry details. We will be in touch within 5 business days with availability or follow up questions.

Ensure you include all event details such as approximate guest count, food services, AV services, room set up, timing of your event, and allocated budget.

We will try to accommodate all requests, provided they are received within a reasonable timeframe: requests received less than 20 business days in advance are not guaranteed.

Thank you,

Food & Conference Services Team - Thunder Bay and Orillia

Email *

THUNDER BAY or ORILLIA *

Thunder Bay

Orillia

Event Name *

Event Description *

The Event Name will be used for indoor directional signage.

Department, Faculty, or LUSU Group/Club *

Contact Name *

Contact Phone Number *

Secondary Contact Name

Secondary Contact Phone Number or E-mail

Internal Budget Code *

If LUSU, please indicate 'LUSU' below

Signing Authority *

Approximate Event Budget *

Type of Event *

If Table request or for catering tables, please use this form: Table Bookings: Thunder Bay or Orillia
If Fire Pit request, please use this form: Fire Pit Thunder Bay or Orillia

One-Day Meeting

One-Day Event (including luncheons, dinners, special activities)

Multi-Day Conference or Event

Virtual

Hybrid

Accommodations

Media Announcement

Other:

Required

Event Start Date *

YYYY

Event End Date *

YYYY

If Multi-Day or Repeat Booking, please provide details:

Start Time of Event *

Time

End Time of Event *

Time

Your arrival time for pre-event set up *

Time

Number of Guests/Attendees *

Event Space Required? *

Include preferred location on campus (non academic or classroom space)

Room Set up / Layout: *

Full Round Tables

Half Rounds (facing the front of the room)

Classroom

Theatre

Boardroom

Podium

Panel Table at front of the room with tablecloth/skirting

Registration Table with tablecloth/skirting and 2 chairs

Other:

Required

Audio-Visual Needs *

PA system with 1 wired microphone on stand

Projector, Laptop with Screen

Zoom / Video Conference

Additional microphone

Lapel or Wireless microphone

On-site TSC Support (based on availability)

N/A

Other:

Required

Will there be guests arriving off campus and require directional signage to event space?

Yes, please provide directional signage

No, guests do not need directional signage

Clear selection

If ZOOM/Video Conference:

Request 2-way communication (ie. the presenter, the in person audience, and the virtual audience need to communicate to eachother verbally)

Stream out only (ie. the presenter is in the room, broadcasting to virtual attendees)

Stream in only (ie. the presenter is virtual, and in person & virtual attendees need to watch/listen)

We will be sharing content (presentations, powerpoints, videos, streamed content etc.)

I would like to share the link publicly (NOTE: Webinar is the suggested format for this type of request)

I will moderate my own meeting and Q&A (control the waiting room, allow host control etc.)

I would like to have Coordinator support for my waiting room, meeting moderation, and Q&A

I would like to Zoom between both Lakehead University campuses

Other:

Do your guests require parking passes? ($4.50 each pass used.) If so, how many?

If ZOOM/Video Conference and Moderating on your own, please confirm the Host's Name and @lakeheadu Email Account. (must be @lakeheadu)

Catering Required? *

Include budget information; preferred meal service style (Buffet, Plated, Cocktail); timing of services (start of event, mid-event, for duration etc.); and if you have a menu in mind.
NOTE: we will place your order with the Food Services Provider on your behalf with the other details of your event. We require a minimum of 15 business days for your original order, and final numbers no later than 3 business days prior to your event date. Please keep these timeframes in mind as you confirm your guests.

Bar Services? If yes, please include requested timing of the bar and type of service. (Full Bar, Beer & Wine only) *

Dietary Restrictions or Requests

These will be required a minimum 5 business days prior to your event date.

Overnight Lodging/Accommodations Required?

We will follow up with availability and options: please have the following information on hand for this discussion: Number of nights; anticipated number of overnight guests; if guests are responsible for own payment; if preferred location on campus or accommodation type.

Yes

Other:

Clear selection

OTHER (centrepieces, staff support, special requests) or any unique information about your event that will help us better see your vision and expectations.

A copy of your responses will be emailed to the address you provided.

Submit

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