Creating Your Event

• Define Your Event/Goal (fundraiser, refer to fundraising section for additional steps)
• Draft Budget and Funding (see sample template)
• Coordinate/Confirm Event Date and Time
• Develop an Event Timeline and Checklist
• Determine/Confirm Venue (On-Campus or Off-Campus)
• Determine/Confirm Event Agenda and Program Participants (if applicable)
• Identify your target audience and specify any print/email marketing requirements. Then, submit a request for the data and/or marketing services to Advancement Services using the data and communication request form.
  
  

Event Logistics and Setup

• Identify Campus Service Providers Needed for Event and Submit Work Orders
• Identify Off-Campus Vendors Needed for Event & Request Estimates
• Registration Page

 

Catering

• Identify Catering Needs and Menu
• Identify Caterer (Chartwells on campus or Other)

 

Event Promotion & Marketing

• Send Invitations (email or print) to Guest List with Registration Link
• Post Your Event on the University and Advancement Event Calendar
• Promote Your Event in the Nest and on the Alumni Relations Website
• Promote Your Event on OspreyConnect (if applicable)
• Send Day of Event and Post Event with Survey emails

 

Event Preparation

• Complete and Share Event Briefing
• Submit Data Request to Identify Alumni and Donors for Advancement Team
• Confirm Event Diagrams
• Confirm all Orders with Campus Service Providers
• Confirm all Orders with Off-Campus Vendors
• Develop Staffing Plan
• Develop Day-of (Run of Show) Timeline & Packing List

Define Your Event
The first step in creating your event is to define the purpose and goal of your event. In defining your event, it is important to consider: Does it align with our shared goals? What is the purpose of the event? What is the best way to achieve the goal? What resources do you have? What is the name of the event?

 

Event Timeline and Checklist
As you are planning your event, create a checklist and timeline to keep you organized and on track with the various elements of your event, including specific dates that items need to be booked or completed. The further in advance you can begin planning the better. For smaller meetings and events best practice is to begin planning three months in advance. For larger events, best practice is to begin six to nine months in advance, depending on the scale of the event.

 

Budget and Funding
Once you have determined the purpose and goal of your event, it is important to identify the financial resources available and necessary to hold the event. Propose a budget to your manager for the event using the Budget Worksheet (can track your projected and actual expenses). In determining your budget please consider: What is a realistic budget? Where will the funding be coming from? Is there a fundraising component to the event? Are there campus partners sponsoring the event?

Confer with your Budget Processor to decide where expenses will be allocated, submit all back- up information (invoices, receipts, packing slips, etc). Will the event and/or attendees need to complete Chrome Rivers or RAAE forms? Confirm all vendors are registered with Stockton University.

 

Event Date and Time
When selecting a date and time, make sure you consider and confirm the availability of all program participants that you would like to attend your event. Please also check the University Advancement Event Calendar and the What’s Happening at Stockton calendar to ensure there are no other major events that would conflict with your event.

On-Campus Venues
Stockton University has several on-campus venues where events can be hosted with varying availability and capacity. Determine the venue that works best for you and submit a reservation request through Event Services or by contacting Lisa Warnock at Lisa.Warnock@stockton.edu. For athletic facilities, please complete the form or contact Jeff Haines at Jeffrey.Haines@stockton.edu. 

Once venue space is secured, Event Services will work directly with you to coordinate room set- up, facilities, A V Support, etc.

For your convenience, please see a list of major on-campus venues:

• Classrooms (capacity from 20–113)
• Meeting Rooms (capacity from 10–24)
• Computer Labs (capacity from 20–40)
• Multipurpose Rooms
  • Campus Center Event Room (Lecture: 500, Rounds: 350)
  • Michael Jacobson Board of Trustees Room (Lecture: 100, Rounds: 88)    
  • Campus Center Meeting Room 5 (Lecture: 80, Rounds: 50)    
  • Campus Center Coffee House    
  • Townsend Residential Life (Lecture: 80, Rounds: 60)    
  • The Lodge at Lakeside (Lecture: 120)
  • The Art Gallery
  • Fannie Lou Hamer Event Room
• Auditorium/Theater    
  • Alton Theater (seats 250)    
  • Campus Center Theater (seats 254)    
  • Performing Arts Theater (seats 550)
• Athletic Facilities    
  • I-Wing Gymnasium    
  • Sports Center    
  • Outdoor Athletic Facilities

 

Event Program Participants

If your event includes program speakers, outline the order of speakers and identify individuals introducing each speaker. Provide that information and biographies as needed.

Requests for securing alumni speakers through the Alumni Relations department must be submitted two months prior to the event date. Send requests and details to Sara.Faruot@stockton.edu.

If you would like the President or Provost to attend, receive approval from your manager first. Complete the President Speaker Request Form no later than six weeks prior or the Provost Appearance Request Form no later than four weeks prior. Provide the Event Briefing at least ten business days before your event if approved.

For performances, secure a performance agreement contract. All contracts must be reviewed and approved by General Counsel at legaldepartment@stockton.edu. Contact Dawn Livingston at dawn.livingston@stockton.edu for assistance.

 

Registration and Event Tickets

GiveCampus Events is utilized for all free and ticketed events. For questions, contact Alicia Trombley at alicia.trombley@stockton.edu.

On-Campus Services
When coordinating events, there are various on-campus partners that can provide support. Below is a list campus partners, their event services and how to requests support: 

• Event Services    
  Event Services is your one-stop for planning and scheduling events at Stockton University. The Office serves as a liaison between the event planner and the offices that provide support services for events. You will work directly with your event coordinator to outline event needs. 
  
  
• Facilities & Operations
  Facilities assists with your event set-up needs when it comes to chairs, tables, podiums, space preparation, electrical needs and clean up. Event Services will outline your specific needs and provide them to facilities through the event work order/confirmation. To submit a request directly, please visit Facilities and Operations Work Order. For any questions, you can email workorder@stockton.edu. 
  
  
• ITS – Production Services Support    
  ITS can support with delivery, setup and operation of audio-visual systems (microphones, projectors, screens, speakers, etc.) for campus events, as well as recording and streaming services for live events. Event Services will outline your specific needs and provide them to ITS through the event workorder/confirmation. 
  It is recommended to reach out to Shannon Aungst at Shannon.Aungst@stockton.edu with a detailed outline of your request for review and preparation before the event. Any other inquiries can be directed to Shannon as well.
  
  
• Transportation & Parking Services
  Parking and Transportation Services has established a clear and set of rules and regulations for parking on campus. These rules are designed for efficient, effective, fair and safe usage of the Stockton University Parking lots. 
  
  Faculty and Staff hosting guests must contact the Parking and Transportation Office through email at parktrans@stockton.edu five business days in advance. You will receive an email confirmation as well as a printable dashboard placard for your guest.
  
  Stockton University vehicles can be utilized for the transportation of speakers or guests to and from campus. Requests can be made directly with Facilities and Operations through the Vehicle Request Form. 
  
  
• Stockton Dining Services (Chartwells)
  Stockton Catering provides a variety of catering opportunities from breakfast and plated dinners to customized menu requests. Catering requests can be completed using Catertrax. For help getting your order started, you can contact Nicole Benya at nicole.benya@stockton.edu.
  
  
• Risk Management    
  As part of the Division of Administration and Finance, Risk Management oversees the University’s insurance requirements, insurance policies, accident reporting, food safety, and all aspects of safety and risk for the University. 
  
  The Office of Risk Management works in close cooperation with Stockton Dining Services to ensure food safety for our students, employees and visitors. 
  
  Stockton Dining Services (Chartwells) has right of first refusal for all events on the Galloway campus. Outside food vendors may be used if Chartwells approves, or for events at the Atlantic City Campus, Manahawkin Instructional Site, Kramer Hall in Hammonton, or the Azeez Museum in Woodbine.
  For more information visit Risk Management’s website or contact Regina Rosenello at Regina.Rosenello@stockton.edu. (Note: there is a current vendor approved list in risk management if you would like to use an already approved vendor.)
  
  
• Fire Permits    
  In the event you are holding a barbeque with a grill or renting a tent for an event, a Fire Permit Application must be completed.
  • Tents larger than 10x10 need fire permits and inspections completed. 
    
    
• Stockton University Police Department (SUPD)
  When holding a major event on campus, it is important to include SUPD in pre-planning and communications. SUPD can provide their level of involvement depending on several factors:
  • Type of Event
  • Crowd Size
  • Visiting dignitaries in attendance
  • High-profile guest speaker or performer
  • Road Closures
    If you are hosting an event that you feel may have security concerns, please contact SUPD with your event details.     
• For events with security concerns, contact:
  • Associate Director Public Safety: Albert Handy
  • Chief of Police: Lt. Tracy Stuart
  • Operations: Lt. Giovanni Maione
    
    

Off-Campus Services
Most event logistics needs should be met by on-campus service providers. If your event requires additional equipment or services outside the scope of on-campus services, please check with Procurement for approved vendors or inquire about getting a vendor registered.

Once the vendor is identified, contact the vendor for an official estimate. After finalizing the estimate, follow the purchasing procedures to process payment by PCard, purchase order or purchase requisition.

University Relations and Marketing
University Relations and Marketing provides the following services to support and promote University Events: 

• Graphics Production (invitations, print marketing, digital marketing, etc.) 
• Marketing Content Consultation
• Marketing and Advertising (radio, billboards, etc.)
• Marketing Video Production (promotional videos, event videos, etc.)
• News & Media Relations (press releases, new coverage of events)
• Photography
• Social Media (collaborate/share across main University channels)
• Web Communications 

To request marketing support, complete the Service Request Form identifying all project needs, including written and supplemental content. Projects will not move forward until all content is  received. All requests must be submitted four weeks in advance to ensure project completion.  

Included on University Relations & Marketing website is a University Brand Guide (logos, colors, typefaces, imagery) and other resources (PowerPoint templates, virtual backgrounds, wordmarks, etc.). If creating something on your own, you must use these branding guidelines.  

For support, contact Kelsy Santiago at Kelsey.Santiago@stockton.edu. University Advancement team members must consult with Nikki Strothers at Nikki.Strothers@stockton.edu prior to submitting a URM service request.  

 

On-Campus Publicity
Event Services can help publicize your event through the following means:

• Calendar of Events, which is added once space is secured
• TV Monitors on campus and LED Message sign on Vera King Farris. This service can be requested by using the Web Calendar & TV/LED Request Form.
• Advertisements on kiosks and residential areas; must be submitted for approval to the Office of Event Services and Campus Operations.
  • 18 printed copies are needed for kiosks.
  • 90 copies are needed for residential life.

On-Campus Printing
Stockton University Print Shop can support several event printing needs. 

• Invitations & Postcards (see standard print and fold sizes)
• Letters and Envelopes
• Flyers and Brochures

For support, contact the print shop directly at 609-652-4576 or printer@stockton.edu. If you need to set up an administrative account, contact John Allen at john.allen@stockton.edu.  

On-Campus Mailing
Stockton University mail services can support bulk invitations, postcards and letter mailings. Requirements for bulk mailings include:

• Must be 500 pieces or more
• University postage indicia on each piece; can be sent First Class or Non-Profit
• Provide exact count of number of pieces
• Each piece should be identical in message, size and weight
• USA postal zips only, no international addresses
• Must be delivered by Tuesday or Friday by 1:00 p.m.

Mail Services must be notified two weeks in advance of the desired mailing date. Please complete the Bulk Mailing Form. For additional support, contact Missy Delaney at Evelyn.Delaney@stockton.edu.  

Communications
University Advancement can provide data and communications support. Please complete the Data and Communications Request Form to best assist you in the following areas:  

• Data Files: Mail and Email files can be built with event target specifications. Please enter these details on the data and communications request form. All files are confidential and are not permitted to be  shared outside of the University. Please allow up to two weeks after submission for completion of the data request.
• Print/Email Marketing & Social Media: Please enter all event details, target audience and provide a marketing overview on the data and  communications request form.
  • Please note: All print requests will be submitted to University Relations & Marketing and will follow all submission guidelines.
  • All email and social media requests must be submitted at least six weeks prior to the event. All requests will be filled as best as possible and based on availability of the current communications calendar.  

TIP: Always include day-of event reminders as well as post event recap and survey. A marketing plan should be developed ahead of time with this in mind.

Event Floor Plans
Work with your event coordinator in Event Services to finalize the venue set-up and any changes/updates that need to be incorporated to ensure efficiency. Make sure you are thinking about any additional branded assets or decor needed for the event space. 

Confirm All Event Orders
One or two weeks before your event, confirm your final orders with all on-campus and off campus service providers. When confirming your orders, provide any set-up or quantity changes, confirm arrival and set-up time along with breakdown and cleanup timeline. This is also a nice reminder for your vendors and ensures a smooth event. 

Staffing Plan
Develop a staffing plan to ensure you have adequate staff support for the event; event set-up, registration, programming components, and other event needs. Clearly communicate assigned arrival time, roles and responsibilities and dismissal time so they can plan accordingly (highly recommend holding a staff/volunteer meeting to review roles and responsibilities and allow staff and volunteers to ask questions). Each event should evaluate utilizing student and alumni volunteers in a meaningful way. 

Day of Event & Packing List
Create a timeline/breakdown of the day that includes vendor arrivals, set-up schedule, event preparations, staff arrivals and other important event information. Include contact phone numbers in case you need to get in contact with anyone on the day of the event. Pack materials that you will need for the event in addition to extra items in case of an emergency. When in doubt, pack it up. 

Signature event items for the University Advancement Team (only available to University Advancement Team):

• Stockton Branded Items (Items must be signed out from Alicia Trombley's Office)
  • Signature Bars (2 Available)
  • Signature Tablecloths
  • Signature Table Runners
  • Signature Step and Repeat
  • Stockton/Alumni Osprey Centerpieces
  • Signature Name Tag Template
  • Signature Team Shirts
  • Feather Flags
• Guest Greeting 
  • Directionals on Campus (beginning with arrival)
  • Name Tags for all volunteers (highlight affiliation: student, alumni, scholarship, etc)
• University Advancement Information Table (Use Dedicated Display Bag)
  • Alumni Relations Handouts
  • Admissions Handouts
  • Development/ Foundation Handouts
  • Highlighted Events
• Registration (Items must be signed out from Alicia Trombley’s Office)
  • iPads (6 Available)
  • Sandwich Boards (2 Available)

Fundraising events require additional steps to be taken in addition to those outlined in the event planning guide. Below is an outline of the types of support the Foundation University can provide. Please provide your request for Foundation support at least three months prior to the event date to Alicia Trombley at alicia.trombley@stockton.edu.

Sponsorships/Fundraising

• Design and outline sponsorship and registration needs.
  • Create sponsorship levels and benefits
  • Create registration page with Give Campus Events
  • Identify tax deductibility for sponsorships/tickets (sample fair market value spreadsheet)
  • Identify accounting reconciliation process
  • All checks and payments to be made to Stockton University Foundation and returned to Development and Alumni Relations, K-204.
• Create and share potential engagement/solicitation lists with Advancement
  • All corporate and other private sector outreach must be approved by Dan Nugent prior to contacting potential sponsors. All individual donor outreach will be subject to approval as well.
  • We want to make sure we are not doubly soliciting private sector partners, which could impact their long-term relationship with the University.
  • Corporations or foundations that the Stockton University Foundation is currently working with may be excluded from event solicitations.

• Create and share raffle solicitation lists with Advancement
  • We want to make sure we are not doubly soliciting community partners.

• Day of Event ticket and raffle sales – Clover Credit Card machines
  • We have four credit card machines that are available for use during the event:
    • Two clovers for tickets/sponsorship sales at the event
    • Two clovers for raffle sales at the event

 

Licenses & Permits

• Social Affairs Permit
  • If the event includes alcohol as a benefit in the ticket sales or being donated, a social affairs permit must be completed.
  • Permit needs include:
    • Cost of $102.50
    • Event details (time, location, expected attendees, etc.)
    • Event Floor Plan
    • Will anyone under the age of 21 be present (how will you identify those over 21)

• Raffle Licenses
  • Each game of chance needs to have a raffle license application completed.
  • License needs include:
    • Cost of $40 per application
    • Type of raffle
    • Event details (time, location, net proceeds support)
    • Image of raffle ticket to be used
• Post-event, each game of chance needs to have a raffle report of operations completed.
• Report of operations needs include:
  • Event details (pulled from license)
  • Ticket Price
  • Number of tickets sold
  • Gross Total
  • Expenses (supplies/tickets, license application, etc.)
  • List of all raffle items

 

Accounting

Advancement Services will provide the following support to reconcile sponsorships, registration and reconcile vendor payments to/from the designated Foundation fund:

Gift Reports

• Gift reports (sponsorships/tickets) will be provided every Monday by Ryan Dransfield leading up to the event.
• The report will include any checks and online registrations received, processed and uploaded into banner (Please note that gifts take 3-4 days to be uploaded into banner).
• Gift Report will include company name/donor name, donation level, address and email.
• The week of the event Advancement Services will provide daily updates with donations, sponsorships and registrations received.

*Please note it is the responsibility of the event owner/lead to accurately track all sponsorships and tickets pledged and received.

Expense Disbursements

• Please send Foundation expense requests to linda.scully@stockton.edu.
• Before making a purchase, please check with Linda for the available balance in your Foundation fund.
• Vendor Information
  • New vendors must be set up in banner before payment can be completed
• If a vendor is not listed in Banner, please submit a New Vendor Information form along with the vendor’s W-9 to the Purchasing Department.
• All vendor contracts must be fully executed and have legal approval. The Foundation follows University guidelines and procedures set forth by Stockton’s Administration and Finance Department, which includes Accounts Payable, Fiscal and Purchasing departments.
• All Foundation expense contracts must be signed by Dan Nugent, Executive Director, Stockton Foundation
• Payment options:
  • Contact Linda to discuss payment options: Foundation Direct Pay/University Pcard / Reimbursement.
  • All expenses must have accurate invoices, backup documentation and be in alignment with the mission of the University. Please scan your documents to linda.scully@stockton.edu in PDF format and provide your Foundation fund number and purpose of the expense.
  • Check payments require 30 days for processing.

 

Event Revenue

Final reporting needs to be completed and provided to administration and finance for auditing purposes. It is incumbent upon the event owner/lead to track all revenue and expenses related to the event and finalize the net proceeds.

Please review this sample balance sheet. Balance sheets must be provided to Alicia Trombley and Cynthia Crager 30 days after the event.