The Benefits of a

Central Events Department

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CSUEPN Annual Conference

July 19, 2022

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Be careful what you ask for,

you might just get it …

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Anonymous

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Timeline to a Centralized Events Department

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2007 - Joined the CSUMB Staff (Advancement)

2011 - Created UPSE (Admin & Finance)

2013 - Split Approach

* UPSE (Academic Affairs)

* UASE (President’s Office)

* SELD (Student Affairs)

2021 - UACE Formed (President’s Office)

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Why now after all these years ?

• Live in the Risk Era
• Track campus events
• Ensure consistent application of protocols across events
• Provide CSUMB Administration with a clear picture of events being hosted on- and off-campus
• Limited liability and mitigate risk

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Central

Events Dept.

Create an event pipeline system

Develop partnerships

within the University

UACE Purpose …

UACE does not approve or deny events …

We are a friend in the event business …

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UACE Mission …

UACE facilitates, educates, and communicates to ensure events are held safely and successfully within the established guidelines and protocols.

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Goals …

• Identify event needs
• Provide resources to meet those needs
• Work collaboratively with campus stakeholders
• Offer consistent service across campus

How did we do it ?

Here’s what we’ve done so far …

Merged Pro Staff Team ...

Phyllis Grillo

Manager

Susan Mangan

Event Professional

Marlena Rose

Event Professional

Nearly 60 years of event experience

Joey Pendergrass

Multimedia Tech

Allison Le

Admin Professional

Claudia Velazquez

Event Professional

Created an EP Relationship Matrix ...

Find this matrix at on our webpage: https://csumb.edu/specialevents/resources/staff/

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• Facility
• Division
• College

Setup a Single Point of Contact …

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Main number: (831) 582-4001

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Staffed by Student Asst … Mon-Fri, 9A - 4P

Electronic phone tree … 24/7

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Established a Department Email …

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Email: specialevents@csumb.edu

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Checked several times throughout each day

Response within 24 hours

Developed a Department Website …

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Website: csumb.edu/specialevents

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Positioned UACE as Communication Hub/ Campus Resource …

Division

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EP’s duties:

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Check in at the beginning of each semester (July/Aug)

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Check in mid-term (Oct)

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Check in at end of each semester (Dec)

Client duties:

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Provide overview of events planned for semester (July/Aug)

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Provide updates on changes (Oct)

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Let us know how we did, what we can do better and what’s coming up next semester (Dec)

Built key partnerships …

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• Risk Management
• Assist with developing and communicating the COVID Protocols in Event Spaces
• Messaging: Health & Safety is not dependent on a single person or department. Campus health and safety is everyone’s responsibility.

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Built key partnerships …

• University Communications
• Promoting a single events calendar
• Ensure all events are confirmed before being added to the events calendar
• Encouraging and supporting advance event planning

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Built key partnerships …

• Division VPs, College Deans & their Staff
• Made presentations at meetings
• Sent personal emails asking for their support
• Presented at Cabinet meetings
• Currently scheduling trainings before start of AY22-23

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Developed the ELF …

• Event Logistics Form (ELF)
• Community Event Logistics Form (C-ELF)
• Messaging: Get your event into the pipeline

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Created the Backside of Event System …

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Event Logistic Form Review Process

Reached out to stakeholders and asked them to be POCs.

Established relationships were key.

Defined Event Categories and Lead Times …

Tabling

A recognized tabling area (e.g., Main Quad, Library) with no catering and no vendor contracts. Allows for the setup of one table and two chairs.

(1 week minimum lead time)

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Meeting

A recognized meeting room with no catering, no room setup, and no vendor contracts.

(1 week minimum lead time)

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Meeting with Catering

A recognized meeting room with catering and/or a room setup or vendor contracts.

(2 weeks minimum lead time)

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Special Event

An event that takes place with catering and/or a special setup, vendor contracts, keynote or guest speakers or performers, or a group project/physical activity. (4-6+ weeks minimum lead time)

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Off Campus Event

An event that is held off campus, no matter how close or far. (8+ weeks minimum lead time)

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Signature Event

An event that occurs annually and involves multiple departments, colleges or division, which benefits the campus. (8 - 12+ weeks minimum lead time)

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Established the Event Booking Process …

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1. Student organizations submit via MyRaft (Pro Staff submits for Students)
2. Reserve the event space in 25Live
3. Complete and submit the Event Logistics Form (ELF) (now embedded in 25Live)
4. Complete a Special Event Safety Plan (SESP) Form, if required.
5. Within 48 hours the event organizer will be contacted and connected with the necessary campus stakeholders.

Rinse, Repeat and Adjust …

Communicate Educate Facilitate

Your Turn ...