Events and Conference Support
The Office of University Events, in alignment with its goals to collaborate, learn, and share, is a central resource for hosts in GW’s schools or departments to receive event and conference planning guidance and support.
Event hosts at GW can receive expert advice on elements such as:
- Campus venues, room sets, and audio-visual requirements
- Catering
- Programming (run-of-show and timelines)
- Speaker coordination
- Protocol
- Briefings
When appropriate, University Events will consult with schools and departments as they work with external vendors.
Faculty and staff considering hosting or sponsoring a conference on campus that either requires a space confirmation prior to requests being accepted or will use venues managed by more than one department must obtain an initial approval from their dean or vice president. Then they should consult with University Events to create a bid, proposal, or memorandum of understanding and a budget. Once those items are properly vetted and approved, the event planning may proceed with assistance from University Events.
The table below outlines the major actions in the event planning process and who has the primary responsibility to ensure that each is completed. An event planning checklist is available for reference.
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
The university requires full-service caterers doing business with GW to have a Master Services Agreement (MSA) on file. A list of these caterers is available from Procurement. 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).