Q. Who can sign contracts for services for events?
A. The university’s Contracts’ Policies and Guidelines will assist you in determining that.
Q. How do I determine the costs of my event?
A. Costs vary widely depending on the size, location and type of event. Generally, you need to consider: Site fees for set-up, take-down and housekeeping; rental, delivery and pickup fees for furniture or AV equipment; catering including labor, linens, flatware and stemware; alcoholic beverage costs if served; printing costs for posters, programs, invitations or other materials; parking costs if parking is complimentary; audio-visual costs for on-site technical personnel; and speaker-related expenses such as travel, overnight accommodation, ground transportation and honorarium.
Q. How do I order food for an event?
A. Chartwells Catering holds the exclusive contract for food events at UNC Charlotte locations. The University’s Food Service Policy must be followed. You also must complete the Food, Beverage and Amenity Expense Documentation.
Q. What is the policy on serving alcohol at a University event?
A. Documentation must be completed, signed by the designated authorities, approved and sent to the on-site event coordinator prior to the event. You should familiarize yourself with the relevant policy, where you also will find forms you must complete. You also must complete the Food, Beverage and Amenity Expense Documentation, along with your Chartwells contract, a copy of your invitation and your guest list (or a partial RSVP list).
Q. How and when does catering get entered into the 49er Mart system for payment?
A. Catering quotes should be entered into 49er Mart far enough ahead for it to be approved one week before the event. The Food Procurement process can be found on the university’s finance website in this guide for procuring and paying for food.
Q. How do I promote an event to the community outside the University?
A. You can promote your events by posting them to community event calendars, both on and off campus. Most require an account to be set up with a user name and password. A list of Campus and Community Calendars will give you some ideas.
Q. How do I promote an event within the University?
A. You can submit your event for posting to the College’s online magazine, Exchange. From the listings on Exchange, the college Office of Communications also distributes regular updates internally and to the external community, including alumni. You also can include information on your department, center or program website, and on event calendars on campus. You can create posters for bulletin boards around campus and include it on social media. More details are included in the Event Marketing section of this toolkit.
Q. How do I reserve a room for an event?
A. If you wish to hold your event at UNC Charlotte Center City, visit the UNC Charlotte Center City events website. if you wish to hold it in another room or building on the main campus, visit the Conferences, Reservations, and Event Services (CRES) website.
Q. How is parking handled on the main campus for those who do not have a permit?
A. If complimentary University parking is being provided for community members at the event, passes for the visitor parking decks should be purchased through Parking and Transportation Services prior to the event and given out at the event. To contact PATS, call 704-687-0161. Include how many parking passes are needed and the financial account number that will be charged for the passes. You will need present a written copy of the email on letterhead, signed by the department chair, when you pick up the passes.
Q. How is parking handled at UNC Charlotte Center City?
A. Parking is not free at UNC Charlotte Center City. Should you choose to provide parking, you will incur an expense. Details can be discussed with the UNC Charlotte Center City Events Manager. Information, including contact information, can be found here: http://centercity.uncc.edu/booking-events
Q. How many attendees should I expect at an event?
A. The estimated number of attendees for an event can be determined by researching similar past events with similar topics and at similar venues. You also should take into account the popularity of the speaker and the relevancy of the topic, the amount of time available for promoting the event, and the number of attendees that can be accommodated as determined by the food and beverage budget and room capacity.
Q. What is a Run-of-Show?
A. The run-of-show is your event blueprint. It is a minute-by-minute chart of what will happen, when it will happen, and who will be involved – from the arrival at the site of the event manager through the end of the event. It should be prepared at least one to two weeks in advance of the event and distributed to each person who is involved with the event from volunteers to guest speaker to caterers.
Q. How many volunteers will I need to work at an event?
A. Two workers in addition to the event manager should be adequate for an event of 50-100 people; an additional volunteer may be needed for every 50 additional guests.
Q. Where do I find volunteers to work at the event?
A. Volunteers can be found through student groups connected with your department, center or program. You also can call upon members of your faculty or staff to assist. Be sure that volunteers who are not performing tasks as part of their employment with UNC Charlotte complete the Volunteer Agreement.
Q. What will the volunteers do?
A. Volunteers greet guests and answer questions. They hand out materials, including comment cards, drink tickets if you use those, parking passes if you provide parking, programs and name tags; collect comment cards, name tags and pens at the conclusion of an event, and assist with set-up and take-down activities.
Q. How early should the event manager and volunteers arrive at the event?
A. The person managing the event should be at the event at least one hour prior to its start to check on parking, reception set-up, registration tables, tables for book signings and audio-visual details. It is important that the event manager be there before the arrival of any speakers, sponsors, and VIP guests. Volunteers and workers should be there 30-45 minutes before the event begins to get their assignments and assist with early arrivals.
Q. What is the proper way to dress for working at a College event?
A. Business attire is the appropriate dress for working at a College event.
Q. What do I need to remember to take to an event I am managing?
A. You should bring copies of your Run-of-Show, evaluation or comment cards, pre-printed name tags if desired, pencils or pens, registration materials, promotional handouts for future events or other department or program information, posters with easels or other branding information, programs if prepared, parking passes if complimentary parking is offered for main campus events, extra volunteer agreements, and baskets to collect name tags and comment cards.