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| Event
Date: |
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Start
Time: |
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End
Time: |
(Remember to include set-up and breakdown time
when making reservations) |
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| Location |
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| Room: |
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| Date
Reserved: |
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| Confirmed: |
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| Institution
Sponsor |
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| Name: |
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| Department: |
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| Phone
Number: |
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| Fax
Number: |
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| E-mail: |
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Event
title and type of event:
(Brief summary) |
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Media
Relations:
(Date, who contacted) |
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| Room
Arrangements (develop a room
diagram) |
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Conference |
Head table |
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Herringbone |
Lectern |
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Hollow square |
Riser |
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Lecture |
Ropes or stanchions |
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Perimeter seating |
Tent |
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Rounds of 6, 8, 10 |
Permit:
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Schoolroom |
Dimensions:
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U-shaped |
Lighting,
Flooring:
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| Other
Equipment Requests |
Audio-Visual
Requirements |
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Blackboard |
(refer
to A-V Service Request Form
[pdf]) |
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Coat rack or coat check |
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Easel |
Other:
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Flip chart |
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Literature table |
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Message board |
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Notepads and pencils |
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Pointer |
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Registration table & chair |
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Telephone |
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| Other:
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| Participants |
Media
Relations and Publicity |
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Invitation list (A&B) |
Advertising |
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Speakers |
On-campus publications |
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Panelists |
Off-campus publications |
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VIPs |
Photography |
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Overnight accommodations |
Press release |
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Travel accommodations |
Press room |
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| Other:
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Other:
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| Invitations,
Letters, Programs |
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Invitations, reply cards, envelopes |
Letters |
-
design
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- compose
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-
printing
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-
envelopes
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-
calligraphy
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- letterhead
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-
labels
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- authorized
signature
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-
postage
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- labels
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-
rsvp contact
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- postage
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Program
- design, print, distribute at event |
- rsvp contact
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| Invite Notes:
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| Other
Printed Items |
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Escort cards & place cards
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Tent cards |
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Flyers & posters |
Tickets |
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Maps |
Menu cards |
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Name tags |
Seating chart |
Other:
(one-sided for small groups; two-sided for large groups)
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| Food
and Beverage Requirements |
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Type of meal |
Beverages |
coffee break
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alcohol permit |
breakfast
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- bartender |
lunch
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water at podium or head table |
dinner
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Linen request |
reception
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Guarantee date: |
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Service (hire wait staff, servers) |
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buffet
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Other:_______________________________ |
preset
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served
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| Decor
and Signage |
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Balloons |
Flowers |
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Banner |
- table arrangements |
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Candles |
- corsages, boutonnieres |
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Directional signs |
Plants |
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Flag |
Lectern sign with AU logo |
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| Other:
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Housekeeping
(contact UNICCO with event time and location) |
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Trash and Recycling cans |
Windows |
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Meeting and rest rooms |
Hallways to meeting room |
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Grounds |
Carpet |
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| Transportation
and Public Safety |
Entertainment |
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Buses |
Live music |
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Vans |
Recorded music |
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Valet |
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Parking |
Other:
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Security |
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First-aid station |
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| Other:
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| Recognition
or Gift Items |
Special
Needs Requests |
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Awards, certificates, plaques, trophies |
Interpreter |
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AU merchandise |
Braille, audio-recording, enlarged print |
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Framing |
Wheelchair access |
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Calligraphy |
Dietary restrictions: |
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Engraving |
Registration form or other literature |
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Shipping |
Assign staff to assist individual |
| Other:
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Other:
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| Staff
Briefing Talking Points |
Greeters/Ushers/Doorman |
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Event agenda or program |
Location |
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Date & location of event |
Number |
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Food and beverages requirements |
Other:
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Seating chart |
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Speaker biography |
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Staff duties |
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Directions to event |
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| Other:
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| Post
Event Correspondence |
Files |
| (on
and off campus vendors) |
Correspondence |
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Thank you letters |
Contracts |
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Evaluation forms |
Bills |
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