University Special Events
The Office of University Special Events oversees major university-wide public events on and off campus.
The Office of University Special Events is responsible for the protocol, planning, management and execution of events for the Office of the President, Office of the Provost, University Advancement and Human Resources, and will act as a resource for colleges and departments who require consultation, production and event management services.
It is the responsibility of the Office of University Special Events to uphold the exacting standards of the University and to ensure all events exhibit the same level of quality that reflects Sacred Heart University’s brand and commitment to academic excellence.
Event Management Guide
The following guidelines are designed to assist you with your event planning and include information on how to develop and implement meeting and meal functions. You may also download and print the Event Management Guide. In an effort to maintain a standard level of quality for our entire community, you are encouraged to use these guidelines. Of course, not all events follow the same pattern, so there is room for flexibility in the procedures outlined below.
Whether you are planning a luncheon for 10 people, a conference for 100, or a dinner for 400, these guidelines should address your concerns.
Event Planning Checklist
All events taking place at SHU must be requested, approved and reserved through the Pioneer Planner. You can refer to the Pioneer Planner User Guide for assistance with making reservations for event space. Even if your event is virtual, you will still need to enter it in Pioneer Planner if you want it to appear on the public-facing calendar (recommended).
Here are the key elements you will need to know:
- Event date
- Start/end times
- Location
- Estimated attendance
- Primary and Secondary contact
- Type of event
The Event Planning Checklist is a handy tool to use when planning your event. It includes such topics as invitations, catering, décor, entertainment and more. It should be used as a general guide to assist you with event planning. There are unique features to all events that may not be covered in the Event Planning Checklist, so it is important to document your events. This guide will provide you with valuable resources for future event planning.
Conference: Tables arranged together to create a single large table.
Herringbone: Rows of tables and chairs arranged at an angle with a center stage.
Hollow Square: Tables are arranged in a square with chairs along the outside facing an empty center.
Lecture: Chairs set up in rows, with aisles, facing the head table, stage or speaker.
Perimeter seating: Chairs set up around the perimeter of the room.
Banquet: Rounds of 6, 8, 10: Round tables arranged throughout the room.
Classroom: Rows of tables and chairs arranged in rows with a center aisle, facing the head table, stage or speaker.
U-shaped: Tables set up in the shape of the block letter U, with chairs set up on the perimeter.
Crescent (Half) Rounds: Seating around half of the table so all participants are facing the front with no one’s back to the presenter.
Team Tables / Clusters: Several conference style set-ups scattered throughout the room.
Circle & Semi Circle: A variant of the U-Shape, but without tables.
- Tables
- Chairs
- Podium/Lectern
- Riser
- Ropes or stanchions
- Tent
- Permit
- Dimensions
- Lighting, Flooring
- Extension Cord
- Backdrop
- Blackboard
- Coat rack or coat check
- Easel
- Flip chart
- Literature table
- Message board
- Notepads and pencils
- Pointer
- Registration table & chair
- Save-the-Dates, Invitations, reply cards, envelopes
- Posters/Signage
- Labels -postage -rsvp contact
- Event Program
- Printed collateral to be distributed at event
- Mics
- Screen
- Projector
- HDMI Cables
- Speakers
- Podium
- Recorded music
- Advertising
- On-campus publications
- Off-campus publications
- Photography
- Press release
- Press room
- Radio
- Television
- Letters, composition, envelopes, letterhead, authorized signature, labels
- Postage
- Escort cards & place cards
- one sided for small groups; two-sided for large groups
- Flyers & posters
- Maps
- Name Tags
- Tent cards
- Tickets
- Menu cards
- Seating chart
- Type of meal
- Coffee break
- Breakfast -lunch -reception
- Service (waitstaff, servers) -buffet
- Preset
- Served
- Beverages
- Alcohol permit
- Bartender
- Water at podium or head table
- Linen request
- Balloons
- Banners
- Candles
- Directional signs
- Flags/Banners
- Flowers
- Table arrangement
- Corsages, boutonnieres
- Plants
- Lectern sign with SHU logo
- Lighting
- Trash & Recycling cans
- Meeting & restrooms
- Grounds
- Windows
- Hallways to meeting room
- Buses
- Public Safety
- First-aid station
- Live music
- DJ/Recorded Music
- Valet Parking
- Awards, certificates, plaques, trophies
- Merchandise
- Framing
- Engraving
- Wheelchair access
- Dietary restrictions
- Registration form or other literature
- Assign staff to assist individual
- Event agenda or program
- Date and location of event
- Food and beverages requirements
- Seating chart
- Speaker biography
- Staff duties
- Directions to event
- Thank you letters
- Evaluation forms
- Archiving mailing lists
Meet the Team
Jason Ebert
Melissa Rosado
Lauren Granata
