- Is the facility you are considering conveniently located so students can find it easily and do not have to travel far to get there?
- Do students know the facility exists?
- Does the facility accommodate all accessibility needs?
- Will students be comfortable in the facility?
- Are there any distractions in the facility?
- Is the facility large enough to hold the expected crowd?
- Does the facility support the “mood” of the event you are planning?
- Have you allowed ample time to request a facility (at least one week before the event)?
*Please note that Event Services will not honor any request that is not submitted three working days prior to an event. - Reservation requests should be made on the “facility request forms” located near the front desk. You may also download a facility request form and print a copy. Requests for space should be made at least one week in advance of your event. Please fill out the form as thoroughly as possible. Tip: Check the university events calendar online before requesting space.
- Completed forms are signed by a full-time staff member and faxed to Event Services.
- You will receive an email confirmation from Event Services.
- Different request forms are needed to request the Fitness & Aquatic Center (FAC). Contact Rachael Finley in Recreational Sports for more details; you may download a FAC reservation form and print a copy.
- Please be aware that the initial person requesting a space for the event will be considered “the contact person” for that event. The contact person should make all changes, additions, and cancellations. If the contact person should change, please notify Event Services.
- Advertising for events should not begin until a confirmation has been received from Event Services.
- Evergreen card readers are available. To ensure proper credit, an account number (received from the Program Assistant) must be noted on the facility request form.
- Any final changes to layout and space must be made no later than 24 hours prior to the event.
When planning an event where food will be served, the location needs to be confirmed with Event Services before any food requests are submitted. Students should check with their supervisor to determine the budget amount for food and beverages. - Determine whether you will order Sodexho food, or food from another approved vendor;
- Check with the Program Assistant to determine the budget number necessary to request food for your event if using Sodexho;
- Sodexho menus are available online;
- Forms to order for Sodexho food are available in the rack near the front desk; you may also download a reservation form. Catering orders may also be sent to catering@loyola.edu. Always cc the Program Assistant and your supervisor when submitting catering orders.
- You will receive a faxed confirmation from Sodexho; Before signing off to confirm the event and the number of guests, verify the cost with your supervisor. Give a copy of the confirmation to your supervisor, and one to the Program Assistant for record keeping.
- Changes, especially in number of participants, must be communicated to Sodexho at least 72 hours before the event;
- If another caterer (check approved list of caterers) is being used, students must first determine the company’s preferred method of payment. It may be necessary for students to first obtain a cash advance (see Cash Advance procedures).
- Remember, Coke products are not allowed at university events.
This can be a time-consuming process, so START EARLY!!. All reservations for the semester must be made — ideally — within the first month of school. You will need:
- Dates/Start and end times for all programs
- Space needed (i.e. swimming pool, basketball courts, MAC court, etc.)
- Number of participants
- Number of Loyola volunteers who will be assisting (Must be a one to 10 ratio)
- Contact name who will escort guests
- List of all participants, including Loyola students
You will need to complete a walk-through of the facility before the event takes place with a member of the Fitness and Aquatic Center staff as well as an agency representative. Also, please make sure someone is accompanying guests at all times (especially in locker rooms). Speak with your supervisor for assistance in making the reservation. Also, a Recreational Sports staff member may ask to meet with you to assist in planning the event. You may download a FAC reservation form here. Contact Rachael Finley at Rec Sports with questions, and speak with your supervisor as well.
There are many options . . . . .
E-mail
Voice mail
Press releases/media advisories (through Public Relations)
Facebook
CCSJ homepage
Loyola homepage (through Public Relations)
Twitter
Greyhound
NewsHound
Posters (ask the CA staff for help)
Bulletin (for Faculty, Staff and Administrators) Remember to include the following in your publicity: - Date of the event
- Location of the event
- Time of the event
- CCSJ logo!
- Sponsoring organization(s)
- Stamp on the bottom saying it is okay to post (see Program Coordinator)
- Name of the event
- Additional information for persons with disabilities: “Persons with disabilities who may require special services should contact the Office of Disability Support Services at 410-617-2062 or (TDD) 410-617-2141”
1. Outdoor Displays (OD) must be in compliance with all existing University Policies.
2. All OD must be registered in the Office of Student Activities by using the Event/Facility Registration Form. Forms must be submitted to the Office of Student Activities at least two weeks prior to the beginning of the OD.
3. All requestors must submit a detailed description of the purpose of the display, the sponsoring campus organization, the OD’s physical appearance including the dimensions, and the timeframe of the OD.
4. All OD will be confined to one of two designated areas. Only one area may be in use at any given time.
5. OD must be in line with the Jesuit, Catholic mission of the University.
6. No OD can be displayed for more than 48 hours (two days). The University reserves the right to limit the duration of any OD.
7. All OD must have the approval of the Director of Student Activities. If permission is not granted, an appeal may be made to the Dean of Students Office.
8. All OD must have a sign that denotes the sponsoring organization.
9. Specific informational signs or disclaimers may be required as part of the OD by the Office of Student Activities.
10. All OD must be self supporting (i.e., no part of the OD can be inserted into the ground.) The “Datebook” section is published each week in The Greyhound. This section lists on- and off-campus activities that may interest students. To advertise an event in “Datebook”, simply submit an e-mail to greyhound@loyola.edu with the subject “datebook info”. Priority will be given to on-campus activities and events sponsored by campus clubs. This should be used very sparingly—only for very large-scale events. If you would like to send a voice mail message to the campus inviting them to an event your club/organization has planned, follow the directions described below… First, write down everything you would like to say in your voice mail message before actually recording it. This way you won’t forget to include any information, such as date, time, location, and title of your event, in the voice mail message. Then, talk to your supervisor before recording the voice mail message, and have this person approve, in writing, the information to be stated in your voice mail message. Dial x2110 to get into your voice mail. Press 1 for record. After you have recorded your message, hit *73 to listen to your message. If you need to re-record it, hit 6 to delete it and 1 to re-record the message. If you like the message, hit # and x2390. Listen to the instructions and hit # again and leave a message about who you want the message to go to—all faculty, staff, administration, etc. Hit # to complete your message. NewsHound is a campus-wide communication for announcing Loyola-related events and programs. This is an excellent tool for publicizing your event to the entire campus or to selected groups. Announcements can be sent to one or more of the following groups: faculty, administrators and/or staff, students, or all. 1. Address an e-mail to NewsHound@loyola.edu. 2. Enter the subject of the message in the Subject field. 3. Provide the following information in the body of the message: a. Group: Faculty/Staff, Students, All Campus b. Subject: whatever the title of the message should be c. Message: the text of your message. 4. Click the send button. ***Please send your message at least 48 hours prior to the event to allow enough time for Public Relations to process your request and for users to check and read their e-mail.*** Periodically throughout the year, we will put flyers into your mailboxes in the student staff office. During training, we will come up with a flyer distribution system so that we can divide the campus effectively according to where everyone lives. (Note: If you are making flyers, they MUST be stamped; See the Program Coordinator) The residential areas are: Newman Towers East (1 SC)
Newman Towers West (1 SC)
Campion (2 SC)
Gardens:(1 SC)
Upper Seton (including the row)(1 SC)
Lange Court (pit and the townhouses area:(1 SC)
Hopkins:(1 SC)
Academic area from bridge through Maryland Hall: (2 SCs)
Academic area from theater through Boulder Café:(2 SCs)
East Side: Butler, Hammerman, Flannery O’Connor, walkways(3 SCs)
McAuley/Ahern: (1 SC)
Aquinas (1 SC)
Rahner Village (2 SCs
**Please note—a generic access card is available at the front desk in order to access the residence halls to post flyers. Please see the Program Coordinator, Communications to sign out the card. The “How To’s” of Programming It is important to figure out what people want to learn so that you can coordinate programs that are relevant and that will interest them. Who is familiar with the topic you have chosen? What programs have been coordinated in the past to address this topic? Consult with any professional staff in CCSJ, your agency, Student Activities, Campus Ministry, and Student Life to find out what is available to assist you in coordinating this program. How can you attain your goal? Can you involve your volunteers? Should it be a discussion or lecture? Is there a game that could be used or created for this topic? Can you work with others on the program? What format will suit your audience best (are there any common themes of interest that you could incorporate into your program to make it more interesting)? Prepare an outline for the program and contact speakers, etc. Confirm location, date, and time of the program. Make sure that everyone knows that the program is going to happen and when and where it will take place. Word-of-mouth, teasers, and mailings are often as effective if not more effective as posters. The more creative and distinctive your advertising is, the more attention your program will receive. Don’t forget to stamp, initial, and date your flyer BEFORE making copies and posting. And don’t forget the CCSJ logo! Confirm the speaker, materials, participants in a suitable amount of time before the program occurs, so that you don’t have any last-minute disasters! Food? Stipends? All set? The time has come – walk around and remind people about the program or bring them to the location with you. Enjoy it! You’ve done it! Take a look back at what went well with your program. Think of what could have made it better. Record this information in your binder so that future staff members may benefit from your experience. Build relationships with those for whom you are going to plan programs - the stronger the community the more likely you will be doing things together naturally and they won’t even know they just attended a program (Don’t underestimate this one!) Learn what you can about the group you are programming for. What have they seen in the past, what are the future directions or trends on topics they seem interested in. Find out what their schedules are like, for example: nights of the week they are around and time of day. Plan a date. Spontaneous programs happen, but if you are deciding a topic or issue set a date and use your supervisor to help keep you on track. Create a timeline for planning. Brainstorm the title and method you will use and publicize it. When you get an idea it is easier to plan the rest to work with your publicity gimmicks. Plan to post your publicity 4-7 days before the event – if it is a big event, maybe a few days earlier than that. Make an outline of the program. Determine what follows and how you will transition between each part of the program. (Put a time estimate on each). What is your closure – what is your wrap-up? Make a list of things that you will need and when you will need them. Make sure your date is confirmed with all those involved and space is reserved if necessary BEFORE making your publicity. Confirm everything the day before your program from speakers to location. Plan to be on site at least 30 minutes early. Enjoy the work you put into the program! Evaluate the program – what went well, what didn’t, and why? Thank those that helped you! Don’t forget to do this, make it a priority. Fill out any evaluation paperwork needed. - Don't do all the work! Use the resources that you already have available! Read your binder. Talk to your supervisor. Look on the websites listed in the back of this manual. Work as a group!
- Remember to balance the types of programming that you do, so that your volunteers or people you work with in the agencies receive the greatest benefit.
- Remember to be inclusive. This includes financial considerations, gender, ability, and more.
- If you don't challenge yourself in the area of diversity, you surely won't challenge others!
- Bring in the experts! – You DON'T know everything (sorry) so bring in some one who does. Ask a representative from a community agency to speak.
Is there a “need” for this program? Who are you trying to reach with this program? Could you make changes to the program to make it more current? Do you or your group have the necessary skills for the program? Who needs to know about your program? How can you get them interested in the program? Is food a part of the program? Who is responsible for clean up? What materials are needed? Who will be affected by this program that may need to be informed? Does the program conflict with holidays, university events, etc.? Do you have enough time to work out all the program details? Do you need to prepare an agenda or outline of the program? How long will the program really last? Will everyone know where the location of your program is? Is the shape and environment of the room conducive to the event? Is there a back-up facility reserved for outdoor events in case of rain? Have you reserved all equipment? Who will return all equipment? Have you confirmed program content with speakers, etc? What information will this person not know? Who is responsible for all aspects of the program? Who will do thank you notes? Will you offer gifts or stipends for invited guests? Do you need funding? Often, the success of a program can be directly related to the creativity and time spent on advertising. Here is some information that may help you develop effective advertising campaigns. The first wave of publicity should be about a week before the program so that people can plan ahead. Note: If it is a large-scale program, you should advertise much earlier so people can make arrangements. The second wave of publicity should be the day before and the day of the event to serve as a reminder. Take down all publicity the day after the event. This is one of the most important, and one of the most forgotten things to be done. New publicity will more likely receive attention if bulletin boards, etc. are not constantly cluttered with out-of-date material. The use of themes may be very helpful in publicizing. Identify whom you are trying to reach and design your promotions to reach them. Make Your Message as Short as Possible. EX: DINNER WITH DOCTORS THURSDAY @ 6pm
Make Your Headline Memorable. EX: TEAR OUT YOUR TAGS
Choose Easy to Read Words. EX: Think elementary school people!
Know Your Audience. Who are you targeting?
Use Upper and Lower case Lettering. This font is bad!
Use Lettering that is Readable. Can you read this?
Color is a Valuable. Tool :Black/yellow, Purple/yellow are best
Be Creative With Shape 8.5x11 gets boring. Try a triangle!
Location is Vitally Important. Pick an eye grabbing location!
Consider and Evaluate Your Advertising. How can you make it better next time? Make it clear and simple – the brain can only absorb so many words in a few seconds
Use a logo
Use colored paper and different colored ink
Use a creative title or catchy phrase
Make sure information is accurate
Distribute it where students will see it Creative Ways To Promote Your Program Table Tents
Phone-a-thon
Free Admission Tickets
Door Hangers
Balloons
Odd Things/Shapes
Special Invitations
Music/Public Service Announcement
Sidewalk Chalk
T-Shirts
Door Prizes
Buttons
Sneak Previews
Banners
Display Cases
Teasers
Room Notices
School Newspaper/TV/Radio
Flyers
Word of Mouth
Floor Meetings
Quotes
Mailbox Stuffers
Poster board
Hats/Pencils/Pens/Frisbees
Window Decorations
Footprints
Magazine Pictures
Riddles
Coupons
Sandwich Board A Friend
Bathroom Reading
Email
Website
Bulletin Board
Voicemail
Make It A Tradition
Have a Theme
Use Craft Items
Florescent Anything
Color Their World Purple on yellow
Yellow on purple
Black on white
Yellow on black
White on black
Purple on white
White on purple
White on green
Green on white
Red on white
White on red
Black on orange
Orange on black
Red on green
Green on red
Yellow on white
White on Yellow Not eye-catching
Not informative
Not enough
Too cluttered
Not enough in advance
Not talking it up Not setting goals
Not getting input from others
Not well-planned
Organizers had an outwardly negative attitude toward the program Too far away
Too many distractions
Not comfortable
Not known (e.g. VIP Room) Poor interpersonal skills
Poor speaker
Not knowledgeable enough about topic Lack of agreement on topic
Doesn’t show up
Things that can go wrong Film doesn’t show up well
Other helpers don’t show up
Equipment doesn’t work
Run short of money
Room not set up or lights don’t work
Assuming “nothing can go wrong”
Program runs too long
Didn’t specify amount of time with speaker
Neglecting to follow Loyola procedures Didn’t look around to see what people do during certain times of day
Didn’t check out other activities Organizers simply assumed that the program was fine, regardless of what attendees may have said orsuggested
No one asked attendees what they thought of the programs
Organizers took advantage of volunteers and did not recognize their time and energy - Size is EVERYTHING
A program is great if the people who came get something out of it. - Spending=Succeeding
FREE THINGS ARE GREAT! - I like X programs, so I do X programs.
Spice it up! The same thing is boring! - Programming is easy.
(Refer back to this after your 1st program.) - I can do it by myself.
Use the resources and people available to you! - Planning ahead is dumb (no it’s not!)
- A good program doesn’t need publicity.
If they don’t know, they don’t go. - There is plenty for them to do in Baltimore.
Okay, so use that to your advantage!
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