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Event Planning

Planning a successful event requires cooperation by developing a strong relationship between Event Sponsor (you) and the Event Management (Scheduling Office).

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.

Use the Event Planning Checklist as a quick guide. 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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students registering

Event Sponsor Responsibilities

Requestor
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The event sponsor is the group originating the request. Sponsors vary from university departments and ecclesiastical units to study groups and individuals. This includes university and non-university users.

  • Request a calendar date and location (community request form may be submitted 90 days prior to the event date for consideration)
  • Identify target audience (estimate number of attendees and the type of guests attending)
  • Determine event content & talent - must adhere to university policies and Honor Code guidelines
  • Identify adequate budget to host event
  • Produce printed programs, invitations, or promotional material
  • Gain copyright permissions
  • Assure food safety
  • Provide program outline and conducting notes, if applicable
  • Request resources - FM equipment, media services, etc.
  • Provide seating layouts & program outline
  • Obtain required Indemnification and Insurance (see Indemnification and Insurance Information for details and coverage amounts)
  • Provide team roster including coaches (athletic practices only)
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A calendar book on a wooden desk

Event Management Responsibilities

Scheduling Office
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  • Confirm date, space and resource availability and coordinate requestor's needs with resource
  • Verify the event complies with all university policies
  • Confirm date, space, and resource availability
  • Custodial, room and staging set ups
  • Security and parking
  • Manage house at event including ushering and emergency services (required if over 1,000)