EVENT MANAGEMENT TRAINING
Fall 2014
SHARED RESPONSIBILITY
Event
Coordination
Audiovisual
House
Management
Event
Registration
Security
Funding
Approvals
Event Sponsor
Responsibilities
University
Responsibilities
Ticketing
Parking
Space
Reservations
Talent
Custodial
Support
Publicity
Website
Information
Staging
Services
GENERAL EVENT INFORMATION
Planning Your Event
Reserving Space
Registration & Evaluation
Event Supplies
Co-Sponsoring
PLANNING YOUR EVENT
1.
Identify purpose and objective of the event – let us know how we can help!
2.
Identify target audience
3.
Request space and determine set up
4.
Determine event content and talent (band, DJ, comedian, etc.)
5.
Develop a budget
Funding opportunities – Student Activity Fee (SAF) and Diversity & Collaboration Fund (DCF)
6.
Create and distribute promotional material
7.
Register event
8.
Host event
9.
Evaluate the success of the event
Throughout the event, consider risk associated with your event and how your group will manage this
RESERVING SPACE
Deacon Space: https://rooms.wfu.edu
Examples of Spaces
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The Barn
Benson Meeting Rooms
Davis Field
Wait Chapel
Reynolds Gym
Recreation Fields
Mag Room
Residence Life & Housing space is reserved through their website
REGISTRATION & EVALUATION
Event Registration
 Register your on campus event at
events.campuslife.wfu.edu
 Deadlines according to chart 
 Allows you to plan and us to gather resources
for your group
Event Evaluations
 Evaluate your on campus event at
events.campuslife.wfu.edu
 Deadline is 10am the day after your event
 Allows you to reflect and us to develop a better
system
Date of Event
Deadline for
Registration
Weekday Event
(Monday-Thursday)
Monday by 3pm
Weekend Event
(Friday-Sunday)
Thursday by 3pm
EVENT SUPPLIES
Red Binder includes:
Sign In Logs
Wristbands
 Mandatory for all events with alcohol
 Available for events without alcohol to assist with crowd management
21+ Signs
 Must be hung in accordance with North Carolina state law
BYOB Supplies
 Indicate on your registration what supplies you would like
Pick up by 5pm the day of your event. Return by noon the business day after you event.
CO-SPONSORING EVENTS
Each group is individually responsible for the event. Each group must:
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Fill out separate event registration forms
Have an adequate number of certified event hosts
Communicate with one another while planning
Assume responsibility for activities during the event
KEY POLICIES
Event Guidelines
Events with Alcohol
BYOB Guidelines
Entertainment Tax
Security
GENERAL EVENT GUIDELINES
Events must take place on campus or at a third party vendor
Lounge Event Times
 Weeknight events (Sun-Thurs) – must conclude by midnight
 Weekend events (Fri-Sat) – must conclude by 2am
The Barn Event Times
 Events must conclude by 1am
 Alcohol-free weekend events (Fri-Sat) can stay open until 2am
Other Guidelines
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If guests leave the event, there is no re-admittance
Once capacity is reached, there is no further admission for the duration of the event (NO 1-in-1-out policy)
At the conclusion of events, lights on, music off, alcohol distribution (if applicable) ends
Initial cleaning for 1 hour, final cleaning expected by the following morning at noon
Events with food and/or beverages must utilize ARAMARK (unless BYOB)
Event themes should NOT be disrespectful or degrading to any person or population
Some space have specific needs. Check with these spaces while planning your event.
EVENTS WITH ALCOHOL
Cannot last longer that 4 hours
Must be either BYOB or served by ARAMARK
Only guests 21+ may bring and/or consume alcohol
Only beer and unfortified wine are permitted
Plastic cups must be clear
Must provide non-salty snacks and alcohol-free beverages
The following are NOT permitted:
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Hard alcohol, punch, fortified wine
Alcohol purchases using SAF, DCF, Chapter Funds and “pass the hat”
Common sources (kegs, punch, accessible refrigerator, etc.)
Glass containers
Beer slides, drinking contests or drinking contest paraphernalia
Open containers brought into the venue or taken out. Can only be sealed, primary containers.
Storing alcohol in lounges at the conclusion of the event
BYOB GUIDELINES
An individual guest/group member who
is 21+ brings the alcohol that he/she can
consume themselves
Amount of alcohol should be no more
than what that individual can consume on
his/her own
Organizations can set a limit to the
amount of alcohol each guest brings
When registering your event, you’ll need
to tell us what BYOB system you’ll use
Types of BYOB Systems
 Ticket System – guest receives a ticket for each
drink he/she brought, trades tickets at the bar
 Punch Card System – guest receives a punch
card with the number of drinks he/she brought,
card is punched or marked for each drink
received from the bar
 Bartender List System – bartender keeps a list
of the alcohol each guest brings, checks off
each drink when handed back to the guest
Available Resources
ENTERTAINMENT TAX
Effective January 1, 2014 by the NC General Assembly
The NC Department of Revenue has ruled that the owners of venues (i.e. any place
where an entertainment event is taking place) are ultimately responsible for the
collecting and remitting of sales tax for hosted events; thus, WFU must assume
responsibility for the collecting and remitting of sales tax for all ticketed events on
campus.
If your event will have ticket sales or if you are selling any merchandise, you must
notify our office so we can assess your event to determine its eligibility.
SECURITY
Required for any event with 200+ guests
A minimum 1 officer per 100 guests is required (so 5 officers for an event with
attendance of 500)
Cost ranges from $25-30/hour per officer, minimum 4 hour requirement
 Currently events with more than 200 guests at The Barn must have 9 security guards/officers and 7
event staff.
 Our goal is to reduce the number of required security officers. At this time, the Office of the Dean of
Students is assisting with the cost until we can reduce this number.
 Additionally, events at The Barn can receive $400 toward security needs
Must be reserved at least 10 days prior to your event
EVENT HOSTS
Eligibility
Event Monitors
Front Door Hosts
Bartenders (if applicable)
ELIGIBILITY
Must…
Cannot…
Be at least 18 years old (21 if serving
as a bartender)
Be new members of
fraternities/sororities
Be at least 3-5 event hosts per event
Consume alcohol before or during the
event
Have at least one junior/senior event
host per event
Be certified each semester using the
online training
Be the same people assigned host duties
at each event
EVENT MONITORS
At least 1 event host is dedicated to this role
Make rounds during the event
Ensure all event guidelines are being followed
Ensure all event hosts are in contact with one another
Keep event coordinator and/or president abreast of all issues and concerns
FRONT DOOR HOSTS
At least 2 event hosts are dedicated to this role
Check IDs
 Must be college-aged students
 Non-WFU students must be sponsored by a WFU student
 Check name, birthdate, photo and expiration date to ensure accuracy
Monitor Guest Logs
 Guest logs can release a group’s liability if used properly
 Ensure they are completed accurately, have guest sign, indicate amount of alcohol (if applicable)
Distribute Wristbands
 If alcohol is present, only guests who are 21+ receive a wristband. If alcohol is not present, all attendees get
a wristband.
 Tightly secure the wristband around guest’s wrist so it cannot be removed and given to someone else
 Do not trust wristbands from other events.
Monitor entrance and exit for unauthorized access
BARTENDERS (IF APPLICABLE)
At least 2 event hosts are dedicated to bartending if the event is BYOB
 If ARAMARK is serving alcohol, these event hosts will become event monitors instead
Follow all BYOB policies
Be familiar with the BYOB system being used at the event
Collect and secure alcohol as guests bring it to the bar
Do not open alcohol when handing it back to the guest
RISK ASSESSMENT & MANAGEMENT
CATEGORIES OF RISK
Physical – involve harm or injuries to the physical body. Examples might include injuries from physical activity,
inclement weather, equipment or materials, food-related illnesses, alcohol consumption, dangerous travel
conditions, medical emergencies, etc.
Reputation – apply to the reputation of the individual officers and members present, the reputation of the
student organization and the reputation of the university as a whole. Examples might include poor conduct or
behavior at an event, a negative representation of the group or hazing of members.
Emotional – pertain to the thoughts and feelings of the organization’s members, participants or attendees, and
any other constituents of the event or activity. Examples might include hazing of members, lack of accessibility
to the event, discrimination against constituents, controversy or disruption of the campus, averse reactions of
participants, sensitive subject matter and the strain of planning the event.
Financial – involve both the budget for the specific event and the overall financial health of the student
organization. Examples might include a lack of cost reduction where possible, poor budgeting, failing to meet
fundraising goals, etc.
Facilities – include both the safety of the facilities used for your members/participants and the maintenance of
the facilities used by your members/participants. Examples might include a lack of proper set-up or clean-up
for the event, safety and security issues at your location, a lack of familiarity with the facilities and location or
the disruption of university facilities.
MANAGING RISK
Comprehensively assess all physical, reputational, emotional, financial and facilities risks associated
with the event or activity.
Realistically assess all risks, considering the probability of occurrence and the severity of potential
consequences
Comprehensively explore and examine actions that can be taken to mitigate each risk
Select the most appropriate mitigating action(s) for each risk
Develop thorough contingency and crisis response plans in case of emergencies
Consult with relevant “campus experts” and resources in the planning of the event
Effectively communicate risk management plans to other constituents of the organization and/or
event
Implement the event according to the pre-established risk management plans
Document and evaluate the efficacy of the risk management plans for future reference
EMERGENCIES
For all emergencies, contact University Police
336-758-5911
As needed, contact your organization faculty/staff/alumni advisor
OTHER RESOURCES
Event Management Website: events.campuslife.wfu.edu
Student Engagement Staff Support
Event Help Request Form
Event Planning Checklist
COMING SOON!
New developments for
Event Management
COMING SOON!
BYOB Resources
Event Support Staff
Fall planning group with Dr. Adam Goldstein, Dean of Students
 Student involvement
 Event study