Clark School Event Guide

Unless the events are private and open only to select invitees, all events should be promoted via the following channels:

Website:  Events should be promoted via the Clark School website and department/research center websites as appropriate, including on the event calendar page, as well as a news item, if the event is significant and newsworthy.

Events can also be promoted internally at the University of Maryland via the FYI calendar and the UMD Right Now website, if the event is significant and newsworthy.

Email:  If the event is significant and newsworthy and of interest to the broad Clark School community, a request can be sent to the Office of the Dean to send an announcement out via the Clark School listserv.

Social Media:  Once events have a designated web presence as an event page or news item, a promotional message can be sent out via social media. If the event is being coordinated in partnership with an outside organization, a social media post can be tagged with the organization’s social media account, to encourage them to re-post or promote.

Public Calendars:
If open to the public, the event can be submitted via regional public calendars:

• https://washingtondc.eventful.com/events/categories/technology
• https://www.medamd.com/events/
• https://members.mdtechcouncil.com/calendar
• https://patch.com/maryland/collegepark/calendar

Public Calendar Contacts:

• wdudrow@techcouncilmd.com
• smonroe@gazette.net
• lphelps@gazette.net

• mdailey@fitci.org
• events@nvtc.org
• pgsentinel.calendar@gmail.com

• ddivis@dcexaminer.com

• facetime@washpost.com

Media Outreach: If the event is open to the media, a media advisory should be submitted a minimum of 1 week before the event. A media list should be pulled based upon the subject of the event and the interests of the reporters. Be sure to prepare an online RSVP form or provide an email address to allow reporters to register, along with any special instructions. There should be a media sign-in sheet at the event, along with a special area designated for video camera crews, if applicable. Be sure to loop in a University Communications contact with media outreach and planning efforts.

Event Programs: Consider whether the event should have printed programs or guides that should be made available to guest, before, during or after the event. If these are needed, it is advised that programs be designed and prepared and sent in to the printer 3 weeks before the event. The Engineering Copy Center or UMD Printing can assist.

Event Signage: Consider what signage should appear at the event. Signage explaining the nature and subject of the event will help guide guests to the right place, and will also help outsiders know what your event is all about. Consider registration and sponsorship signs, as well as other appropriate signage. It is advised that signage be designed and prepared and sent in to the printer 3 weeks before the event. The Engineering Copy Center or UMD Sign Shop can assist.

Consider whether food should be informally offered, buffet-style, or served more formally. Also consider the setting – should the food be served for individuals who will be seated, or standing, as at a reception?

Internal UMD Catering Options:

• Good Tidings (Formal):
  Carlotta Botvin | cbotvin@dining.umd.edu | 301.314.1100
  Jessica Shields |  shields@umd.edu
• Goodies-to-Go (Informal):
  goodiestogo@umd.edu | 301-314-8027

Other UMD catering options:

• https://dining.umd.edu/catering/

External Catering Options (Formal):

• See List of Riggs Alumni Center Approved External Caterers

Assess event production needs and enlist services 1 month before the event.

Consider whether the event needs professional production services, including stage, lighting, music, and décor. Consider the right size for your stage, whether live music is needed, and whether special lighting is needed. Depending upon the setting, production services may be offered by the organization that runs the event location. However, in some cases, an outside production vendor may be required to organize these logistical needs for your event.

Assess event audio and video needs and enlist services 3-4 weeks before the event.

Consider what audio and visual services are needed for your event. Will speakers or presenters offer powerpoint or video to the audience? Will a projector and screen or large LCD video monitor(s) be needed? Will pre-recorded music be played at the event? Is the event location equipped with speakers, or will special equipment be required for rental?
Remember to consider and decide upon these details in the early stages of planning your event.

Assess event photography and video recording needs 3-4 weeks before the event.

When planning your event, consider what kind of visual documentation you would like to capture. Depending upon your event budget, you should consider opportunities to enlist assistance from a photographer and/or video recording service. For photography and video recording needs, consider what level of service is needed – if the event is a high-profile and important event with VIP guests, a professional photographer and/or video recording service may be required. For events that have a lower profile, a student or staff photographer may be the right solution.

Make parking and directions available 1 week before the event.

Information about parking and directions should be clearly provided on both the event website as well as a detailed email and/or printed instructional sheet sent to event attendees. The instructions should be simple, with a map provided, if needed. Parking validation should be considered, when appropriate.

Event signage at campus intersections can be ordered from the Department of Transportation Services. They charge $50 per sign and place them in such a pattern as to provide turn-by-turn directions through the campus.

Consider event sponsorship needs 3-4 months before your event.

When appropriate, your event may benefit from outside sponsorship. Certain events are of particular interest to corporate partners and other outside organizations.

In these circumstances, enlist the help of corporate relations and development staff in outlining and defining sponsorship opportunities, including specific levels of sponsorship and corresponding benefits. Corporate relations and development colleagues can assist with outreach to sponsorship prospects.

For events that involve external speakers and high-level VIP guests, be sure to assign staff and/or event volunteers to serve as handlers to greet these guests as they arrive at the event, and to attend to their needs. These should be specific assignments, with individuals assigned to specific guests, so that accountability for guest handling is clear.

Remember to attend to speaker needs: bottled water, powerpoint remotes, laser pointers, computer interface, loading of powerpoint files for their presentations, etc.

For events that have programs, speaker components, or a series of ceremonial activities that need to be choreographed and planned, an event script or “run of show” should be prepared in advance.

The script will include not just the planned monologues for event speakers, but also specific actions and event tasks that need to be taken care of, with specific times outlined for when these actions should be accomplished.

The event script or “run of show” should also explain which individual staff members or event volunteers should be assisting with which activity at what time, so that each person clearly understands the role he/she is serving at the event.

Order event gifts/giveaways 3-4 weeks before the event.

For special events with external guests where a budget allows for gifts/giveaways for participants, consider whether it may be appropriate to order items for distribution at the event. The items could serve to help promote the event and draw attention to the Clark School and its programs.

Between 1-2 weeks after the event is completed, be sure to call a meeting with the staff responsible for organizing the event to conduct a debrief and discuss positive and negative points about how the event was organized and executed, and how it could be improved in the future.

A sample evaluation sheet is included below: