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Event Planning Tips - Community Events

Planning a successful event requires cooperation by developing a strong relationship between event sponsor (you) and the event management (Event Services & Outreach).

Like any meaningful project, successful events begin with identifying objectives and allowing plenty of time for planning and preparation. Paying attention to the details becomes critical.

As BYU–Hawaii continues to grow, there comes increasing demands for limited resources. This seems obvious for space and facilities, but it also includes the resources of manpower, equipment, and furniture. From the point of first submitting your request, accurately identifying what resources are needed to support your event becomes just as critical as finding the right space.

We encourage you to plan for a successful event well in advance so you can enjoy the fruits of your labors.

PLANNING FOR A SUCCESSFUL EVENT
*Academic course scheduling has priority for space. All scheduling is subject to change if university needs arise.
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Event Sponsor Responsibilities

Requestor
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The event sponsor is the group originating the request.

  • Complete and submit the Community Event Scheduling Request form at least 10 business days in advance but no earlier than 90 days prior to your event date of your event.
  • For sports practices, complete the Community Sports Request form at least 10 business days in advance. You may not request more than 90 days.
  • Event content & talent - must adhere to university policies and Honor Code guidelines
  • Gain copyright permissions
  • Provide program outline and conducting notes, if applicable
  • Request resources - FM equipment, media services, etc.
  • Provide setup map
  • Obtain required Indemnification and Insurance (see Indemnification and Insurance Information for details and coverage amounts)
  • Submit any other required documentation
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Event Management Responsibilities

Scheduling Office
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  • Confirm date, space, and resource availability.
  • Coordinate event's needs with campus resources.
    • Facilities Management, Sound & Lighting, Nursery, Security, etc.
  • Coordinate scheduling of FM facility monitor as point of contact on day of event.