INFORMATION TO PROVIDE WHEN AN EXECUTIVE MEMBER IS ATTEND YOUR EVENT
Event:
Date:
Time:
Location:
Hosts:
Contact:
Name of your event
Day of week, Month Day, Year
00:00 -.m. until 00:00 -.m.
if the location is off campus, please give street address & room number
The name of the person(s) hosting the event
name of the contact person and their contact info (email, phone number & cell phone)
Purpose:
Detailed description of the purpose of the event. A separete sheet can be attached.
Overview:
A description of the event.
Background:
Any background information on the event.
Theme/Tone:
Describe the tone of the event.
Audience:
approximate number of guests attending.
Who will be in the crowd. (ie: students, donors, VIPs, etc…)
Set – up:
is there a podium, multi-media equipment, microphones.
Is the audience/guests standing or sitting?
Guests of Note:
Name (with title) any internal or external VIPs that will be in attendance
Program: [SAMPLE]
00:00 p.m.
00:10 p.m.
00:12 p.m.
00:14 p.m.
00:30 p.m.
00:40 p.m.
Guests arrive
Formal program begins
Professor Smith (Emcee) introduces Mrs. Speaker
Mrs. Speaker
Professor Smith, Emcee thanks Mrs. Speaker and thanks everyone for
attending
Event concludes
Suggested Remarks:
If you have requested for the Executive member to speak at your event, please provide a few
bullet points you would suggest they incorporate in their remarks. Here are some samples:
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Other:
This is important because…
A special thank you goes to…
An interesting story related is…
Our next step is…
Please include any other pertinent information.
Prepared by the CAO – July 7 2011