Planning and Responsibilities
Plan successful events with firm objectives and time to prepare and plan. Each detail is critical. Though resources like space, facilities, equipment, and furniture are limited, identifying what resources you need for your event when you submit a request is very important. Use the Checklist for Events to organize your needs and objectives as a guide to your event planning. Plan in advance for success so you can enjoy the fruit of your labors.*
Successful Events are a Shared Responsibility
Successful events require cooperation between the Event Sponsor (you) and the Event Management (Scheduling Office).
Your Responsibilities as Sponsor
Sponsors might include BYU-Idaho departments, church units, study groups, or individuals. Basic responsibilities apply only to on-campus and community users.
- Request a date and location (community request forms may be submitted 90 days prior to the event date for consideration)
- Identify target audience (estimate number of attendees and the type of guests attending)
- Determine event content and talent (must adhere to speaker clearance policies)
- Identify an adequate budget to host an event
- Produce printed programs, invitations, or promotional material (University Press services are available)
- Gain copyright permissions
- Assure food safety (see regulations from Eastern Idaho Public Health)
- Order specific items such as flowers or food (e.g. buffet or served meal through University Catering)
- Host guests and provide seating charts
- Provide program outline and conducting notes, if applicable
Event Management Responsibilities
- Verify the event complies with all university policies and gain appropriate level of approval including verification of speaker clearance, if applicable
- Confirm date, space and resource availability
- Connect event to online BYU-Idaho calendar and reports for resource services (use calendar image template).
- Event registrations
Final invoicing and budget settlement
- Coordinate and host pre-production meetings for university resources
- Custodial and room and staging setups
- Audio/visual needs (lights, sound, teleprompter, microphones, video)
- Security and parking
- Ticketing and ushers
- Manage house at event including ushering and emergency services (required if over 1,000 guests in attendance)
*Academic course scheduling has priority for space. All scheduling is subject to change if University needs arise.
Compliance with food safety regulations is required. For more information, see Eastern Idaho Public Health.