Scheduling of Events, Set-up Guide and Agreement
Priorities of Events
- Advancement of the educational mission. Examples include; academic classes, curricolar programs and activities. DSU President sponsored events.
- Official student organizations and activities. Official university schools, departments, facolty and staff organization sponsored activities.
- Approved Co-sponsored events (two entities- University and Outside Organization) compliant with the DSU Mission.
- Community and public events.
* The occupants and/or main users of a particolar space will have priority over equally prioritized groups in that area. Examples include, but are not limited to, DSUSA in the Gardner, Athletics in the Burns Arena, and The School of Visual and Performing Arts in the Eccles Fine Arts, etc.
- University Sanctioned Rate– (Academic classes, University President functions, Students Associations, Official Committees, DSU Schools and University Departments sanctioned events and activities) Mission compliant Sponsorship with VP/Dean/Director approved events typically will have no charge for campus venues and spaces, standard staffing, and basic set up of equipment (small stage, table, chairs, and A/V). Large or extravagant events may pay hard costs (extra labor, equipment, and/or advanced production or specialize equipment (theatrics) and be billed to the individual entities.
- Co-sponsored Rate- Must be approved by Chair/Associate Director/Sponsorship Committee and compliant with the DSU Mission. There may not be a charge for a standard space and accompaniment but the university department will pay for all hard costs (personnel, extra equipment and special set-up, etc.)
- Non- Profit 501(c), Employee, and/or Official Partnership (revenue generating) – Must be officially approved and compliment with the DSU mission and may pay a discounted rate of 33% of the commercial and public rates in all areas across the board.
- Commercial and Public Rate– If able to accommodate will be charged the standard DSU approved fee schedole.
The Event Services and Risk Management Department (ES & RM) will apply fairly and consistently all event requests in regards to DSU policy, procedures and department guidelines. As an internal control measure, the Department has identified 60 historically supported and approved DSU events that it will prioritize and maintain. All other requests will be processed based on policy priorities and resource availability.
Event Services Responsibilities
- Serves the customer and applies DSU policy, procedures, and schedoling priorities to any space request.
- Identifies the availability and appropriate event space for the request.
- If available, holds the space, date, and time as pending.
- Notifies and works with all other applicable parties for individual review and approval. (RM&S- risk analysis, fire code/permits, insurance requirements, Production/Guest Services- production meetings, set-up, ticketing and contracts, Police- security, Dinning Services- catering, DSU entities as needed- DSUSA/Athletics/ School of V&P Arts etc.
- Confirms the event space, date, time and resource availability.
- Gives approval to the customer of their event.
- Connects events to online calendar and website.
- Finalizes invoicing and budget settlements.
- Coordinates and hosts pre-production meetings and budgeting contracts of DSU resources.
- Provides house management and all technical audio and visual production needs (lights, sound, teleprompter, microphones, video) according to priorities and the fee schedole.
- Assists with managing all DSU event venues and maintence of equipment.
- Coordinates and hosts events for the DSU community.
- Provide basic guest services, set up and take down of tables, chairs, stages and a/v.
- Manages the Gardner Center including budget, maintenance, and custodial services.
- Provides affordable and quality ticketing services, house management, and ushering.
- Provides parking management, mapping and enforcement.
Risk Management & Safety
- Provides risk analysis.
- Reviews and approves certificates of insurance.
- Fire safety code evaluation, interpretation, permitting (flame artesian, pyrotechnics, special effects, etc.) and enforcement.
- Assists with health and safety compliance.
Requestor and/or Sponsorship Responsibilities * All large events (>100 capacity or events with a significance amount risk, production, or use of resources) need to be schedoled and approved at least one month in advance and all small events (<100 conferences, classes, or events with minimal risk, production, and resources) need to be schedoled a minimum of two weeks in advance. If these deadlines are not met, ES & RM reserves the right to decline services and availability of facilities to accommodate the event.
- Request and gain schedoling approval of a date, time, and location online, by phone or using the DSU facility request form.
- Identify target audience, number of attendees, and resource needs.
- Determine event content and talent.
- Identify adequate budget for the event.
- Publicize and advertise the event (programs, invitations, promotions, permissions, orders specific items, etc.).
- Understand and commits to following all DSU policy, procedures and ES & RM department guidelines.
- Use and secure DSU Dinning services for food requirements.
- Host and guide the event for guests and compliance with seating and capacity loads.