- Collegiate Services, housed in Events and Venues, is the central resource for GW schools and departments organizing their events on, or off, campus.
- Provides guidance on event elements such as catering, programming (run-of-show and timelines), speaker coordination, protocol, and briefings.In coordination with venue managers, Consults clients on room sets, equipment rentals, and audio-visual requirements.
- Facilitates communication between internal service providers and schools and departments to resolve event-related concerns and improve processes and efficiencies.
- Contact: Cattleya Wongkongkatap, [email protected], 202-994-0318
The table below outlines the major actions in the event planning process and who has the primary responsibility to ensure that each is completed.
|Event Planning Actions||Event Host||Venue||Collegiate Services|
|Determine event goals||X||Consults|
|Submit space request||X||Consults|
|Assign venue manager||X|
|Write script, briefings, training materials||X||Consults|
|Market the event and invite guests||
With lead communicator
|Set-up and monitor registration; check-in guests at event||X||Consults|
|Determine AV needs||X||X|
|Determine room sets||X||X||Consults|
|Order internal services (e.g., Facilities, GWPD) and manage them at event||X|
|Order external services independent of the venue (e.g., catering, musicians) and manage them at event||X||Consults|
|Direct programming elements at event, i.e., run the show, manage participants||X|
|Pay invoices, reconcile budget||X|
|Host post-event meeting to gather lessons learned and best practices||X||Will attend|
School XYZ wants to hold an award luncheon in the spring. They have a tentative confirmation from the awardee.
Working with the school, Collegiate Services (CS) helps design the program timeline and run-of-show based on the event’s goals.
School XYZ assembles a list of guest types to estimate attendance and determine space needs.
CS recommends appropriate spaces on campus
School XYZ submits space request online (e.g., the City View Room)
Scheduling office approves (or denies) request
CS provides a list of items School XYZ may need to complete (e.g., invitation, signage, seating chart, etc.); CS will walk through the steps and timeline needed to complete each item
School XYZ meets with the venue manager to determine room set, AV requirements, and any other event needs.
CS recommends caterers and reviews requests for proposal and suggests edits; once proposals are received by the school, CS assists in reviewing and selecting a caterer
CS recommends additional vendors as needed (i.e., award/gift suppliers, musicians, etc.)
School XYZ confirms speakers will attend; CS works with event host to develop the script and finalize the run-of-show
CS helps event host write briefing materials, if needed
School XYZ recruits or hires staff to check in guests at the event, manage the speakers, and coordinate the award presentation
CS attends prep meeting with School XYZ to run through final event details
School XYZ checks-in/registers guests, manages vendors, manages speakers, escalates venue-related issues to onsite venue staff
CS checks in with School XYZ after event to get feedback on vendors and the planning process