Planning a Successful Special Event with the

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PLANNING A SUCCESSFUL
SPECIAL EVENT WITH THE
PRESIDENT OF PACE UNIVERSITY,
STEPHEN J. FRIEDMAN
PROCEDURE
1.
Contact Magda Ghali in the Office of the President via e-mail at
[email protected] to determine if President Friedman is
available on the date you wish to hold your event. In the e-mail
please include date, time, and brief purpose/description of the
event. It’s very helpful to let Magda know what you expect of
President Friedman. If the date and time is available on his
calendar, she will call or e-mail to inform you if President
Friedman will attend.
NOTE: It is essential that all dates be cleared well in advance of the
event through his administrative assistant to ensure the president’s
availability to participate.
2.
Once his participation has been confirmed, contact the
President’s Office to discuss the role of the President at your
event. For example: welcome remarks, introduce guest
speakers, or present a speech on a certain topic. If you have any
questions about his role at events, please call Allison Sokaris,
University Director of Special Events at x11699 or email her at
[email protected] She will gladly review ideas, event logistics,
flower choice, invitation design or protocol, etc.
PROCEDURE (CONT.)
3. If you desire President Friedman to be more than guest, the Office
of the President must receive a briefing packet seven days prior to
the actual event date.
A briefing packet should include the following information:
 Date of Event
 Event Program
 Time (start and end)
 Location (including floor, room or suite number)
 Approximate time you would like the President to arrive
 Short background on the event and purpose
 Speaker/VIP biographical information
 Attendance list with guest affiliations
 Preferred seating chart
PROCEDURE (CONT.)
4. Pace University events held on or off campus, reflect the
image of the university to the Pace Community and the public
at large. Therefore, the Pace logo, mark, or seal should be
displayed properly at all events President Friedman attends.
The Pace logo or mark may be in the form of lectern sign, easel
sign or banner.
Note: The Pace logo, mark or seal should be displayed properly at all
events President Friedman attends off-site. The logo or mark may be in
the form of lectern sign, an easel sign or banner. -this is repeating what
is said above
PROCEDURE (CONT.)
Seated Dinner in the Home of
President and Mrs. Stephen J.
Friedman:

Date of event

Copy of the invitation
PaNET Events:




Copy of Program


Philanthropy contact person


Time (start and end)


Speaker/VIP biographical information

Attendance list with guest affiliations


Seating




Date of event
Copy of the invitation
Directions to venue
Alumni contact person
Event program
Time (start and end)
Location (including floor, room or suite
number)
Approximate time you would like the
President to arrive
Short background on the event and
purpose
Speaker/VIP biographical information
Attendance list with guest affiliations
REQUIREMENTS FOR AN EVENT HOSTED BY
THE PRESIDENT







Contact Magda Ghali in the Office of the President by phone or via e-mail at [email protected] as
early as possible. In the e-mail, please include date, time and brief purpose/description of the event.
After the date has been confirmed, work with Allison Sokaris, University Director of Special to
determine invitation list, program, remarks, menu, favors, itinerary, seating, menu, flowers and
overall logistics of the event.
Programs should be printed on white cardstock, blue ink with the Presidential seal at the top. At a
dinner, luncheon or brunch a program should be placed on the seat of each guest.
Upon arrival of President and his wife, the contact person should greet and brief President on event
etc. Encourage the caterer to take their coats and offer them a beverage.
At any seated event or cocktail reception, a registration table (with linen) should be in place and
staffed by two individuals.
The Pace logo, mark, or seal should be displayed properly at on campus and off campus events. The
logo or mark may be in the form of lectern sign, an easel sign or banner.
President’s table should be arranged by escort card and located in the center of the room.
THE PRESIDENT AT A UNIVERSITY
DEPARTMENT EVENT
General University Wide Special Events


Contact Magda Ghali in the Office of the President via e-mail
at [email protected] to determine if President Friedman is
available on the date you wish to hold your event. In the email, please include date, time and brief purpose/description of
the event. It’s very helpful to let Magda know what you
expect. If the date and time is clear on the President’s
calendar, she will call or e-mail to inform you.
NOTE: It is essential that all dates be cleared well in advance
of the event through Magda to ensure the President’s
availability to participate.
Once participation has been confirmed, contact Allison Sokaris
to discuss the role you’d like the President to play. For
example: welcome remarks, introduce guest speakers or
present a speech on a certain topic. Allison will be happy to
review ideas, event logistics, event spaces, menu, flower
choice, invitation design, table placement or protocol.
THE PRESIDENT AT A UNIVERSITY
DEPARTMENT EVENT – CONT.
A briefing packet should include the following information:











Date of event
Copy of the invitation
Philanthropy/University Department contact person
Event program
Time (start and end)
Location (including floor, room or suite number)
Approximate time you would like me to arrive
Short background on the event and purpose
Speaker/VIP biographical information
Attendance list with guest affiliations
President’s Table (place cards are requirement)
The Pace logo, mark or seal should be displayed properly at all events the
President attends. Logo or mark may be in the form of lectern sign, an
easel sign or banner.
THE PRESIDENT AT A UNIVERSITY
DEPARTMENT EVENT – CONT.
Seated Dinner in the President’s Residence-this repeats a lot of
slide 5, maybe you can take it out and just add what you don’t
have to slide 5











Date of event
Copy of the invitation
Copy of Program (if possible)
Philanthropy contact person
Time (start and end)
Speaker/VIP biographical information
Bullet points for President
Attendance list with guest affiliations
Printed guest list for doorman
Seating (Allison will provide place cards)
Print names (not table numbers) on clear labels (Allison
will affix to place cards that evening and write numbers
inside place cards)
THE PRESIDENT AT A UNIVERSITY
DEPARTMENT EVENT – CONT.
PaNET Events- same thing, repeats slide 5 so take out slide 5 or
take out 9 & 10











Date of event
Copy of the invitation
Directions to venue
Alumni contact person
Event program
Time (start and end)
Location (including floor, room or suite number)
Approximate time you would like the President to arrive
Short background on the event and purpose
Speaker/VIP biographical information
Attendance list with guest affiliations
The Pace logo, mark or seal should be displayed properly at all events the
President attends. Logo or mark may be in the form of lectern sign, an
easel sign or banner.
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