INSTRUCTIONS &
HELPFUL HINTS
Event Briefing Instructions
Briefing Overview:
Briefing documents provide necessary information to the chancellor, the associate of the chancellor, the
provost & executive vice chancellor, and other senior administrators who have key roles at an event or
meeting (hereafter referred to as recipients). Recipients rely on these briefings to acquaint themselves
with key issues to consider while planning their participation and to familiarize themselves with the
individual(s) involved in the event.
It is the responsibility of the unit sponsoring the event to ensure that the briefing is prepared
accurately and on time. Please keep in mind that briefings reflect on the preparer, their unit and their
department as a whole. Please follow the instructions outlined below and ensure that the submitted
document is free of errors and typos.
Briefing Instructions:
1.) Please take note of the following deadlines:
a. Briefing document should be submitted to your supervisory or AVC’s office for review
at least 7 business days before the event.
b. Finalized briefing documents are due in the chancellor’s or provost’s office 5
business days (OR 7 calendar days) before the event and so should be submitted to
the VC’s/dean’s office before this time.
2.) Fill out all required information within the Briefing Template which can be found at
______________ (NOTE: for the convenience of the preparer, this template is provided in
an unrestricted Word document (for customizing fields as needed for unique
events/meetings). In order to maintain consistency for recipients, please do not alter the
format of the document including font, spacing and order of pre-existing fields.
3.) Attach/insert biographical profiles or annotated guest list to briefing document for all
attendees at the event. Proof for typos, formatting problems, etc.
4.) Once complete, the document must be reviewed and approved by the preparer’s supervisor
and/or assistant/associate vice chancellor (AVC).
Resources for Help
Research:
Matt
Heimdahl,
5.) Once approved by the supervisor and/or AVC, the Constituent
final version
should be
sent
to the VC’s or
Natasha
Kashefipour,
Wendy (no
Johnson
Dean’s office by e-mailing it directly to the executive
administrative
specialist
later than
Stewardship:
Pat
Kohlmeier
5 business days before the event) who will then review the document before sending it to
Associate
Chancellor’s
Office:
Jessica
the recipient’s office, the AVC and all other required
parties.Vice
NOTE:
additional
clarification
may be requested upon review of the document toGordon
ensure clarity for the recipient.
Vice Chancellor’s Office: Ian Foster
6.) Once the briefing document has been submitted, if there are any last minute changes to the
event, please notify the VC’s or dean’s executive administrative specialist who will provide
updated details to the recipient’s office. However, if the change occurs after 5 p.m. within 24
hours of the event or on a weekend within 48 hours of the event, send the change directly to
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Revised June 24, 2015
INSTRUCTIONS &
HELPFUL HINTS
the recipient’s office via e-mail and copy the vice chancellor or dean, the executive
administrative specialist, and the AVC or supervisor as necessary.
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Revised June 24, 2015