Getting Started
It is important to plan ahead. A special event at Canisius requires the involvement of several busy campus offices. Give everyone enough notice so that they can properly contribute their services to your event.
In addition to early planning, use the following list to ensure your event is a success.
Special Events Checklist
Budget - Before you begin planning, determine your budget allowance for the event. You will need to give a budget number to each department which provides you with a service.
Secure a Date - Check the web calendar to determine what venues are available on the date you have chosen for your event. The Office of Event Management will ask you to fill out an online reservation form requesting the time, date, and space for the event as well as listing all of the items you will need to complete the set up of your event, including chairs, tables, podium, coat room, audio visual equipment, etc. This should be done as early in advance as possible.
Publicity - Call a member of the public relations team at Ext. 2790 to discuss publicity for your event. You will need to provide your speaker’s biography, in addition to the date, time and location of the event. You must also determine if your event is open to the public and if there is a fee for admission. You should contact the Public Relations office at least five weeks in advance.
Public Safety - Call the director of public safety at Ext. 2330 to discuss parking for your guests and to determine if there are any security issues regarding your event. Directions regarding parking should be provided to the Creative Services department for inclusion on the printed invitation. You should contact public safety at least five weeks prior to your event.
Creative Services - Contact Creative Services at Ext. 2780 to order support materials such as posters, flyers, advertisements, printed invitations and programs. Copy for these materials, including parking directions, should be provided to members of the Creative Services team via e-mail or other electronic media. Creative services will supply you with a campus map to include with your invitation. You should contact Creative Services at least five weeks prior to your event.
Media Center
Additional Campus Support
Food Service - Contact Chartwells Dining Services at Ext. 2565 for bar service or refreshments or if you need to make dinner arrangements for your guests. Contact Chartwells at least four weeks prior to your event. The Office of Event Management must be notified if alcohol is to be served. Please reference the Canisius College Alcohol Policy.
Flowers - Discuss your plans for floral table arrangements and decorations with the Chartwells staff. They can tell you what they have available for use at your event and make suggestions before you place an outside order. You should arrange for flowers for your event at least three weeks in advance.
Photographer - If you would like professional photos taken at your event, contact the Public Relations Office at Ext. 2790 for a list of freelance photographers. You should secure a photographer for your event at least four weeks in advance.
Plaques - If you need to order a plaque, contact Creative Services at Ext. 2780, six to eight weeks in advance.
Tips
On the day of the event, walk through the event as if you were attending as a guest. Is it easy to determine where to park? Is there enough signage to point you in the direction of the event? Is there a coat room? Is there a nametag table or someone to greet your guests? Is someone handing out programs?
Regarding the speaker, make sure that you have arranged for someone from the college to go to the airport to greet your guest. When the guest of honor arrives on campus, take a moment to go over the agenda for the evening so that there isn't any confusion.
Make sure there is water at the podium.
It is important to plan ahead. A special event at Canisius requires the involvement of several busy campus offices. Give everyone enough notice so that they can properly contribute their services to your event.
In addition to early planning, use the following list to ensure your event is a success.
Special Events Checklist
Budget - Before you begin planning, determine your budget allowance for the event. You will need to give a budget number to each department which provides you with a service.
Secure a Date - Check the web calendar to determine what venues are available on the date you have chosen for your event. The Office of Event Management will ask you to fill out an online reservation form requesting the time, date, and space for the event as well as listing all of the items you will need to complete the set up of your event, including chairs, tables, podium, coat room, audio visual equipment, etc. This should be done as early in advance as possible.
Publicity - Call a member of the public relations team at Ext. 2790 to discuss publicity for your event. You will need to provide your speaker’s biography, in addition to the date, time and location of the event. You must also determine if your event is open to the public and if there is a fee for admission. You should contact the Public Relations office at least five weeks in advance.
Public Safety - Call the director of public safety at Ext. 2330 to discuss parking for your guests and to determine if there are any security issues regarding your event. Directions regarding parking should be provided to the Creative Services department for inclusion on the printed invitation. You should contact public safety at least five weeks prior to your event.
Creative Services - Contact Creative Services at Ext. 2780 to order support materials such as posters, flyers, advertisements, printed invitations and programs. Copy for these materials, including parking directions, should be provided to members of the Creative Services team via e-mail or other electronic media. Creative services will supply you with a campus map to include with your invitation. You should contact Creative Services at least five weeks prior to your event.
Additional Campus Support
Food Service - Contact Chartwells Dining Services at Ext. 2565 for bar service or refreshments or if you need to make dinner arrangements for your guests. Contact Chartwells at least four weeks prior to your event. The Office of Event Management must be notified if alcohol is to be served. Please reference the Canisius College Alcohol Policy.
Flowers - Discuss your plans for floral table arrangements and decorations with the Chartwells staff. They can tell you what they have available for use at your event and make suggestions before you place an outside order. You should arrange for flowers for your event at least three weeks in advance.
Photographer - If you would like professional photos taken at your event, contact the Public Relations Office at Ext. 2790 for a list of freelance photographers. You should secure a photographer for your event at least four weeks in advance.
Plaques - If you need to order a plaque, contact Creative Services at Ext. 2780, six to eight weeks in advance.
Tips
On the day of the event, walk through the event as if you were attending as a guest. Is it easy to determine where to park? Is there enough signage to point you in the direction of the event? Is there a coat room? Is there a nametag table or someone to greet your guests? Is someone handing out programs?
Regarding the speaker, make sure that you have arranged for someone from the college to go to the airport to greet your guest. When the guest of honor arrives on campus, take a moment to go over the agenda for the evening so that there isn't any confusion.
Make sure there is water at the podium.