HOSTING AN APPROVED EVENT

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Hosting an Approved Event

Guidelines for the Campus Host

ü Contact the Guest or the Guest's Agency

Confirm the specific terms of the event

Date & Time

Expenses to be Covered

ü Confirm Availability of the Venue

The venue must be able to accommodate technical requirements and expected audience size

Take into consideration whether the campus space is appropriate for all of the elements of the event

Reception Space

Backstage Requirements

ü Identify Additional Needs for the Event

Equipment

Musical Instruments

Chairs

Music Stands

ü Gather Information for Publicity and Programs

Request information directly from the guest or agency

Access the guest or agency website

Photos

All photos need to be high resolution. If possible, try to use photos that are more interesting than a standard headshot.

Photos used on the Tech home page must be a strong horizontal (landscape) shape. Rows of people tend not to work, nor do headshots or photos that have a tight focus on the subject.

Forward all publicity and program information to the Center Stage Events Coordinator.


All on- and off-campus press releases must come from the Center Stage Events Office


ü Arrange Local Transportation for the Guest(s)

ü Assist with Other Needs - Meals, for ex.

 

The Center Stage Coordinator

ü Execute the contract with the guest(s)/agency

ü Arrange local accommodations and shuttle transportation to and from the airport for guest(s)

ü Reserve the campus venue

ü Arrange technical assistance and necessary equipment

ü Initiate food requests for a reception

ü Arrange publicity through TTU Communications and Marketing

ü Print programs

ü Coordinate functions at the event

Scanning Student ID cards

Ushering

Distributing programs

ü Arrangement payment for the guest(s)/agency

 

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