Event Consortium Management Guidelines
Event Consortium
10-31-17
Event Consortium Reserve
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Ball Annex – South of Zach Curlin Parking Garage
and North of Ball Hall
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By appointment Only
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Items can be checked out by appointment only Monday – Friday
Monday, Wednesday, and Friday – 9:30 a.m. – 11:00 a.m.
Tuesday and Thursday – 1:30 p.m. – 3:00 p.m.
Call (2793) or e-mail (pcash) for an appointment
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Items can be checked-out the day before an event and returned the next day
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Check-out form must be completed
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Departments are responsible for items broken or not returned
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Items to picked-up from and returned to Reserve location only
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Reserve Check-out Form
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Event Checklist
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Event Summary
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Resource Guide
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Reserve Picture Inventory
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Form to be completed by person picking up items
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U# required
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Form to be signed by Event Consortium staff at check-out and check-in
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All items will be checked upon return and verified to match form
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Form to remain on file in Event Consortium office
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Items not returned or damaged will be charged to department listed on form
Good to Know
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Acrylic Podium available upon request
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Contact Conference and Event Services
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Usually requires a Work Order for Physical Plant to move
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Centerpieces
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Recommend for a 60” round at least a $50 floral
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Recommend for a buffet table or food service table $100-
$125
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Recommend for a bistro or high-boy table $10-$15
Good to Know About Alcohol at Events
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Approval must be received prior to event
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Form to be completed by responsible party
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Must be approved by President Rudd
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Be specific about who will be in attendance and include if
students are invited and/or will be in the building where
alcohol is to be served
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Requires a licensed bartending company
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Aramark can provide recommendations
Holiday Card Templates
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http://www.memphis.edu/logo/templates/cards_certificates/cardscertificates.php
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Leading event diagramming, seating, and check-in software
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Available for use on Campus Events as a limited Planner
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Email Pam Cash (pcash) to be added
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Training Available
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Can be used on iPhone or Droid, iPad, or laptop
Photographs and Videos of Your Event
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Check-out cameras available in the Marketing and
Communication Office –
marketing@memphis.edu
or 901.678.2843
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Staff photographer and videographer are available
by appointment only and focus on general campus
photos/videos and high profile events
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Contact your Marketing Manager for the form
RESERVE OPEN HOUSE:
NOVEMBER 15, 2017
2:00 P.M. – 3:00 P.M.
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Spring 2018
This comprehensive guide outlines the management procedures for the Event Consortium, including reservation protocols, check-out processes, web resources, and important details for organizing events. From reserving event spaces to handling equipment check-outs, the guidelines cover various aspects to ensure smooth event operations. Additionally, it provides insights on handling alcohol at events and offers helpful tips on utilizing available amenities like the acrylic podium. Stay informed and organized with the Event Consortium management guidelines!
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Presentation Transcript
Event Consortium 10-31-17
Event Consortium Reserve Ball Annex South of Zach Curlin Parking Garage and North of Ball Hall By appointment Only
EventConsortium Check-out Process Items can be checked out by appointment only Monday Friday Monday, Wednesday, and Friday 9:30 a.m. 11:00 a.m. Tuesday and Thursday 1:30 p.m. 3:00 p.m. Call (2793) or e-mail (pcash) for an appointment Items can be checked-out the day before an event and returned the next day Check-out form must be completed Departments are responsible for items broken or not returned Items to picked-up from and returned to Reserve location only
Event Consortium Web Page http://www.memphis.edu/logo/resources/event_consortium.php Reserve Check-out Form Event Checklist Event Summary Resource Guide Reserve Picture Inventory
EventConsortiumCheck-outForm Form to be completed by person picking up items U# required Form to be signed by Event Consortium staff at check-out and check-in All items will be checked upon return and verified to match form Form to remain on file in Event Consortium office Items not returned or damaged will be charged to department listed on form
Good to Know Acrylic Podium available upon request Contact Conference and Event Services Usually requires a Work Order for Physical Plant to move Centerpieces Recommend for a 60 round at least a $50 floral Recommend for a buffet table or food service table $100- $125 Recommend for a bistro or high-boy table $10-$15
Good to Know About Alcohol at Events Approval must be received prior to event Form to be completed by responsible party Must be approved by President Rudd Be specific about who will be in attendance and include if students are invited and/or will be in the building where alcohol is to be served Requires a licensed bartending company Aramark can provide recommendations
Holiday Card Templates http://www.memphis.edu/logo/templates/cards_certificates/cardscertificates.php
Social Tables Leading event diagramming, seating, and check-in software Available for use on Campus Events as a limited Planner Email Pam Cash (pcash) to be added Training Available Can be used on iPhone or Droid, iPad, or laptop
Photographs and Videos of Your Event Check-out cameras available in the Marketing and Communication Office marketing@memphis.edu or 901.678.2843 Staff photographer and videographer are available by appointment only and focus on general campus photos/videos and high profile events Contact your Marketing Manager for the form
RESERVE OPEN HOUSE: NOVEMBER 15, 2017 2:00 P.M. 3:00 P.M.
Next Meeting: Spring 2018
