Relationship Marketing and Events Management
412-268-5052
The office of Relationship Marketing and Events Management manages numerous events of various types per year. Our
primary focus is VIP relationship building and broad-based, major university-level events for a variety of audiences,
although often we work with other campus colleagues to help develop and support college, departmental and other
important programs.
The following items are general guidelines for planning a Carnegie Mellon event. Please note that all events are unique,
and thus will have different needs. If you have any concerns, please contact the Events Management department at 85052 and we will be happy to consult with you on your event details.
“EVENT PLANNING 101”:
Thinking strategically: In order to make the most out of your event, try to brainstorm ideals that make up the foundation
for a successful program.
. Goals – What is the reason behind having this event? What do you hope to get out of it?
. Priority – Does this event fall into the strategic goals of your division, school, or college? Does it have higher
importance than other programs that might be happening within your area?
. Audience – Who are you trying to reach? What medium will you use to get their attention?
. Decision makers – Who should be involved in the planning processes? Who should be involved with the final
decisions?
. Measuring success – What will it take for your event to be a success? How do you plan on achieving the goals set?
. Event Logistics – (expanded on the following pages) Event Scheduling, Budget, Communications, Branding,
Audio/Visual, Catering, Security/Parking, Timelines, Classifications, and other details that are usually overlooked
when planning events.
. Assistance - Conference services is available as an events resource: http://confserv.housing.cmu.edu/
Scheduling an event: Before setting a date for the event, be sure to check the date with the following to make sure your
proposed date/time doesn’t have any conflicts.
. Religious calendars
. Call Events Management any additional insights you may need
. University academic calendar (http://www.cmu.edu/hub/calendar.html)
. University events calendar (http://calendar.web.cmu.edu/)
. The calendars of all speakers or university administrators who need to participate/attend
. Pittsburgh events calendar (check for major city-wide events, such as the Pittsburgh Marathon which may draw
attendance away from your event or cause access/traffic problems)
. The availability of the space where you would like to hold your event.
(https://acis.as.cmu.edu/moksha/servlet/r25webapp)
Budget: Be sure to know the budget available and ask for cost proposals before finalizing orders
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Relationship Marketing and Events Management
412-268-5052
Communications about the event: Communications Design can design and produce printed pieces and web
communications, including:
. Invitations,
. Posters and flyers
. Banners
. Programs
. Tickets
. Signage
. Web sites
The CM News, 8 1/2 x 11 News and B-boards can communicate information to the university community. Contact
Bruce Gerson or Ed Delaney at 8-2900 or bg02@andrew or ed47@andrew.
If appropriate, post your event on the official university events calendar on the Carnegie Mellon web site.
Internal communications might include departmental emails, posts on your web site, distribution to campus dormitories . .
. whatever works best for your specific needs.
For communications to the external community and media, contact the appropriate media relations director by calling 82900.
Utilizing the Carnegie Mellon brand: Be sure to think about how the look of your event could and should carry the
Carnegie Mellon identity, consistent with the university’s identity strategy.
Check out: http://www.cmu.edu/identity/index.html
Contact the Communications Design Group (8-6963) or Events Management (8-5052) with questions about how to use
and obtain the Carnegie Mellon identity.
Examples of placement of the Carnegie Mellon identity (check with Communications Design to make sure the word mark
is used correctly):
. the university seal on a lectern (as appropriate)
. podium sign
. banners
. tartan plaid runners
. giveaway items (e.g. lapel pins, car stickers, mugs, mouse pads, t-shirts, pens)
. Carnegie Mellon folders
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. Catering items (see catering) – (e.g. plates, cups, napkins, bud vases)
. University communication vehicles (CM News, Magazine, etc.)
Relationship Marketing and Events Management
Audio/Visual Needs: Does your event have a speaking program? A presentation? Need background music? Any other
special a/v requirements?
. Instructional Technology (8-2430) can provide audio visual equipment, setup and operation, including:
. Mult-box (for media)
. Overhead projector
. TV screens for simulcast or video projection
. Microphones (standing, lectern, hand-held and clip-on)
. Lectern
. Flip charts or easels
. Projector (computer and video)
. Internet hookup
. Laptop computers
. Teleconference
. Extension cords
. Basic lighting
. CD players
. Videotaping
Catering: Carnegie Mellon Catering Services (8-2129 phone) or (8-6588 fax) can provide the following:
Informal Event Setting (utilizing the brand)
- No Additional Charge – instead of the regular coffee cups and plastic cups, you can request materials with the logo
and it will not cost you any extra.
Formal Event Setting
- $1.50 Per Person for China (this includes all plates & silverware)
- $6.00 Per Table for Carnegie Mellon Logo Bud Vases
- $5.00 Per Table for Top Cloth Linens
- $10.00 Per Table for Top Cloths & Overlays
- $12.00 Per Table for Linen & Skirting
Miscellaneous Items
- $18.00 Per Dozen for Tartan Plaid Decorated Sugar Cookies
- $95.00 and Up for Full Sheet Cake with logo or Thistle Decoration
- $6.00 Per Table for Glass Bubble Bowls with Floating Red Flowers
- $5.00 Per Sleeve of Plastic Logo Cups (for your office use, 50 cups per sleeve)
- $93.00 Per Case of Plastic Logo Cups (1000 cups per case)
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-
$0.05 Each for Paper Beverage Napkins (red, ivory & white)
Staffing
- $80 per attendant (4 hour time block)
- $100 per on site Chef (per event)
- $75 per cashier for a cash bar (per event)
- $95 per bartender (per event)
Relationship Marketing and Events Management
Security/Parking: It’s usually a good idea to make security aware of your event.
Contact the parking office (8-2052) to arrange for parking as needed.
Alcohol:
If served, a staff trained as a Social Host must complete and submit a Social Host Form to Student Affairs for approval.
(Campus Security offers Social Host training – x8-2323) In addition, you may need to book a security officer to be
present at the event when alcohol is served.
Other event logistics: Below are other items that your event may require:
. United States, Carnegie Mellon, and the Pennsylvania state flags
. Gifts for speakers/panelists/attendees
. Schedules, scripts and other information for speakers and guests (as needed)
. Guest accommodations including travel, hotel, restaurant and entertainment
. Reserved seating for speakers, special guests, photographers, media, etc.
. Flowers and/or greens for added décor
. Human Resources-disability web page-
http://hr.web.cmu.edu/default.asp?n=&sectionID=430&message=&lvl1=4&lvl2=11&lvl3=0&lvl4=0&lvl5=0&lvl
6=0
. Event staff needed (e.g. greeters, staff to brief speakers, etc.)
. Setup required - place setup orders with FMS or the University Center Scheduling Office (as appropriate).
Reserve the space for enough time to allow for setup and breakdown of the event.
. Thank you cards to be send to those who have contributed.