Event Planning Policies and Procedures

Marketing

The School of Pharmacy hosts or participates in numerous special events each year. These Special Events help strengthen relationships with the many internal and external audiences we serve. Every event, regardless of its purpose, size, and scope, impacts our image. Below is a statement of Policies and Procedures for dealing with special events that will clarify how the Dean’s Office can better support these important functions. A Checklist outlining the details that need to be considered for each event has also been developed to make your event even more successful.

Policies and Procedures

A “major event”, one that is aimed at participants across the School and/or from outside the School, involves extensive logistical arrangements, or, by its nature is likely to attract attention to the School.

Examples include:

School Staff Appreciation Event
School Named Lectures (Balassone, DuMez, Pumpian and Grollman)
White Coat Ceremony
Honors Convocations
Graduation Banquet
Research Day
School Holiday Party
Faculty Retreats
Special Events such as the Nanomedicine Center Opening

Each such event must have an identified Owner who has overall responsibility for all aspects of the event, and a Coordinator to handle logistical details. The Coordinator is responsible for keeping the School Events Coordinator updated and thereby getting the event placed on the School’s calendars (Web Event Calendar and Outlook Planning Calendar).

Owners will be appointed or approved by the Dean or his designee, and Coordinators by the owners. In the case of annual events, these appointments will be made prior to the beginning of each academic year (ideally in July), in consultation with the department chairs. Proposals for special school wide events should occur with as much lead time as possible to permit appropriate planning.

The School Events Coordinator (Mimi Wasti) is responsible for avoiding conflicts in the School calendars. The owner or coordinator of an event must work with her as early as possible to identify possible event dates and to reserve dates and times. Event information should be sent to the Outlook Planning Calendar as an Outlook appointment as you would any appointment (RS-SOP-Event Planning Calendar); staff members in each department have access to view the Planning Calendar.

The School Events Coordinator is available to assist owners and coordinators with events. If you have questions or would like assistance with such things as identifying venues, reviewing logistical plans, or finding information, do not hesitate to ask, but do so as early in the process as possible. Last minute requests may be difficult or impossible to fulfill.