Comprehensive Event Support

 UNIVERSITY OF MICHIGAN

UNIVERSITY UNIONS FACILITIES

COMPREHENSIVE EVENT PLANNING PROCESS 

PHILOSOPHY

Special events are an important part of campus life because they offer the opportunity for members of the University community to socialize, discover, and celebrate together. Hosting organization members, organization advisors, and University staff share in the responsibility to ensure that these activities are well planned, enjoyable, safe, and reflective of the tradition of excellence associated with the University of Michigan. Event and attendee behavior should align with community values. It is expected that all parties involved will give thoughtful attention to proper event planning and agree to take all necessary steps before, during, and after an event to ensure its success. Failure to comply with specific provisions as outlined may result in sanctions for the hosting organization, such as organizational discipline, financial repayment of damages, and suspended use of specific University facilities. 

 

Questions considered when determining if an event requires comprehensive support:

  • Is the event starting after 5:00 pm? 
  • Does the event fit into one (or multiple) of the following event types:
    • Dance Party
    • Reception
    • Program
    • Performance
    • Lecture/ Presentation
    • Fundraiser
    • Fashion Show 
    • Dinner 
  • Will alcohol be served? 
    • Cash bars must be included in event plan at least 30 days before the date of the event
  • Is it a home football game day?
  • Is there a heightened security concern?
  • Does the expected attendance exceed 200 guests?
  • Is there a DJ/Band/Entertainment vendor being used? 
    • Some examples include: Fashion Show with outside production company contracted 
  • Is there an advisor/staff person offering the organization additional guidance?
  • Who is the intended audience? 
  • Guest count and percentage of UofM students and non UofM students? 
  • Percentage of students under 21 (when alcohol is present)?
  • Has this organization held an event with us before that required additional follow-up? Are there notes of concern in EMS?

 

Upon the professional discretion of the CCI Program Manager for Student Development and Associate Director of Event Services, if an event meets any of the above criteria it may require a pre-event meeting with the hosting group/organization, Associate Director of Event Services, and key campus stakeholders identified by building below.

 

Pre-event meetings (30 minute duration) will be set up by the assigned CES Event Manager. This meeting is required to occur a minimum of 2 weeks prior to the event date for all student organization sponsored events under tier 2 and 3 risk level. Assessed tier 1 risk level pre-event meetings are not required however are available if the client would prefer. Events requiring additional support may need a greater lead time for appropriate planning and communication. 

 

Additional support events may include:

  • Events participating with MUTO services
    • MUTO services need greater lead time for appropriate support
  • Larger security concerns
  • Groups over 200 guests 

COMPREHENSIVE EVENT SUPPORT RISK ANALYSIS

 

Risk

Additional requirements

Tier 1

 (low risk)
  • Optional pre-event meeting for student organizations with CES event manager, CCI, and Operations (UUOperations).  
  • Pre-event meeting (30 minute duration) to be set up by the assigned Event Manager. 

Tier 2

 (potential risk)

  • Pre-event required training to include a pre/post test. CCI representative to send these materials and track completion.

  • Student Event Planners (at least 3 representatives including one Authorized Signer for student organizations)

  • Advisor (for Sponsored Student Organizations) or Faculty/Staff Representative (for Departments)

  • Pre-event meeting with CCI and CES event manager, and Operations (UUoperations).

  • Pre-event meeting (30 minute duration) to be set up by the assigned Event Manager. 

  • Until required training and pre-event meeting occurs, the event can be canceled at any point and the student organization would be liable for any incurred costs. 

  • Information about the event is provided to the Building Manager via a report sent from CES Assoc. Director. No Day of Event Meeting is required.

Tier 3

 (increased potential risk)

  • Pre-event required training to include a pre/post test

  • Student Event Coordinators (at least 3 representatives including one Authorized Signer). 

  • Pre-event meeting Pre-event meeting (30 minute duration) to be set up by the assigned Event Manager. 

  • Advisor (for Sponsored Student Organizations) or Faculty/Staff Representative (for Departments) required attendance

  • Day of Event Meeting:

  • Day-of meeting with stakeholders to include CES, CCI, DPSS, Operations, Building Director and student planners, and advisors for sponsored organizations.

  • Pro Staff onsite presence to include Event Manager for running of day-of meeting and through duration of event.

  • DPSS presence through the duration of the event.

  • Until required training and pre-event meeting occurs, the event can be canceled at any point and the student organization would be liable for any incurred costs. 

 

 

EVENT PLANNING & MANAGEMENT

Student Event Coordinator

Throughout the event planning process, the Student Event Coordinator/s will serve as the primary representative/s from the Hosting Organization. These individuals will act as the liaison between the hosting organization, the Center for Campus Involvement, the facility management, and any other associated advising departments.

Faculty/Staff/SSO Advisor

Faculty/Staff advisor(s) should participate in all aspects of event planning & execution, as their presence provides additional support and perspective to the hosting organization. Sponsored Student Organizations must have a Faculty/Staff Advisor(s) at the Pre-Event Meeting. Depending on the tier determined, the SSO Advisor may be requested to attend the event. VSOs are not required to have an advisor. 

Event Manager

The Event Manager is the professional staff member identified by Conference and Events Services who is assigned to this event. The Event Manager is responsible for coordinating the initial stakeholders pre-event meeting as well as any additional event meetings required as necessary. In partnership with CCI staff, the Event Manager’s role is to advise student organizations in the planning and successful implementation of their events, work with the students to coordinate all aspects of the event from beginning to end, and be a dependable resource for them. 

Pre- Event Training Materials

CCI Program Advisor to send training materials, track completion, and inform Event Manager and CES Assistant Director when training has been completed for all Tier 2 and 3 events.

Pre-Event Planning Meeting

In order to ensure a successful event, the Student Event Coordinator may participate in a Planning Meeting (required for tier 2 and 3 events). The Planning Meeting will be an opportunity for the Student Event Coordinator to meet with the Event Manager, Center for Campus Involvement, and DPSS to review a planning checklist. This checklist includes all necessary information to plan a successful event, such as roles of individuals, ticketing information, DPSS staff information and other needed support. Calendar invites will sent to these teams including UUoperations. 

 

Day-Of Meeting

A day of meeting will take place involving all stakeholders and responsible parties for the event, as determined by the Event Manager. Event entry cannot begin until this meeting is concluded. This meeting can be performed via zoom during operating business hours if deemed appropriate. This meeting is to include the Event Manager, DPSS (if scheduled), Catering Manager, and Building Operations. Calendar invites will be sent to these teams. 

Pro Staff onsite presence to include Event Manager for running of day-of meeting and

DPSS presence through the duration of the event. 

Items to review during meeting:

  • Introductions and contact information sharing
  • Run of show (load in, event entry time, strike)
  • Safety Plan and on site contacts for concerns during event 
  • Policies and procedures in regards to event elements (ie: under and over 21 drinking)
  • Expectations in relation to event strike and clean up
  • Questions from clients

Post-Event Meeting

The post-event meeting is optional, and will only be scheduled if any issues occurred during the event that need to be addressed. This meeting will be set up by the Event Manager.

In the event the Post-Event Meeting does not establish a mutually agreeable solution to issues, the concerned party shall reach out to the Student Development Manager within the Center for Campus Involvement staff to engage in the SOAR Process. 

 

RESOURCES

Advance Sales (Ticketing)

  • If ticket sales are needed, organizations are encouraged to use MUTO, particularly for tier 3 events
  • The hosting organization will be responsible for the 3% cost of all sales

 

SAFETY & SECURITY

In an effort to ensure the safety of all members of the University community and their guests, all events will have specific measures in place intended to maintain a secure, safe, comfortable, and enjoyable environment. All safety measures will be coordinated and provided by a combination of student event hosts, facility management, and assigned DPSS personnel.

Division of Public Safety & Security

  • DPSS staff will work in conjunction with the Event Manager, event clients, and event and facility management to ensure compliance with event safety and security guidelines.
  • DPSS staff will be present as necessary based on event logistics or facilities management, such as multiple activities at the same facility or a relevant past history. 

These policies shall be reviewed every two years by a review committee and chair appointed by the Senior Director of University Unions. 

 

  • Ann Marie Davis
    • Associate Director for Event Operations, Conference & Event Services
  • Kelly Dunlop
    • Associate Director, Center for Campus Involvement
  • Devon Vaughn
    • Student Development Manager, Center for Campus Involvement 
  • Donna Maples
    • Assistant Director, University Unions
  • Elaine Hanke
    • Director, Conference and Event Services
  • Joel Lauritzen
    • Student Development Program Advisor, Center for Campus Involvement
  • Jane Lloyd
    • Assistant Director, Event Services 
  • Kellyn Mackerl-Cooper
    • Associate Director, Trotter Multicultural Center
  • Kristen Fedewa
    • Assistant Director, Event Services 
  • Officer Abe Hughes
    • DPSS Protective Security Coordinator
  • Officer Kevin Rice
    • DPSS Police Sergeant

 

Updated and Approved, 12/18/23