Collegiate Services
- 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 | |
| Develop run-of-show/programming | X | Consults | |
| Submit space request | X | Consults | |
| Assign venue manager | X | ||
| Invite speakers | X | Consults | |
| Write script, briefings, training materials | X | Consults | |
| Market the event and invite guests |
With lead communicator |
Consults | |
| 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 |
- Scenario based on the table above
-
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
Catering and Other Services
Here is a list of caterers (PDF) that you can consider for events. When reviewing your catering options, please remember that the university:
- Has a commitment to eliminate single-use plastics such as plastic utensils and plastic water bottles.
- Is a tax-exempt organization.
- Requires at least 3 bids for contracts at, or above, $25,000.00. If you choose not to select the lowest bid, you should complete the Supplier Selection Memo.
Here is a list of hotels (PDF) and additional vendors (PDF).