Hosting an Approved Event

Cheers! Your proposal was approved. Now what?

  • Contact the guest or the guest's agency - Confirm the specific terms of the event, date & time and expenses to be covered. Communicate this to Center Stage Coordinator.
  • 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, including any reception or other related activities. Go to Scheduling Calendar to check on space availability.
  • Identify any additional needs for the event - As each event is unique, there are a many variables. It is the responsibility of the campus host to find out the following: Equipment - which include musical instruments, music stands, podium, chairs, etc. Supplies - to include any dressing room requirements. Technical resources - video/sound technician, microphones, sound system, projector, etc. Identify any student participants needed for duties such as ushering, distributing programs, moving equipment, etc.
  • Gather information for publicity and program - Request information directly from the guest or agency, access the guest or agency website and photos. All photos need to be high resolution. If possible, try to use photos that are more interesting than a standard headshot. Forward publicity and program information to the Center Stage Coordinator.  *All press releases and other publicity for on- and off-campus events must come from the Center Stage Office.
  • Arrange local transportation for the performer.
  • Assist with other needs, such as meals.
  • Promote your event

 

Center Stage Coordinator

  • Execute contract with the performer/agency
  • Arrange local accommodations and shuttle transportation to and from the Nashville airport for the guests
  • Reserve campus space
  • Arrange technical assistance and necessary equipment
  • Order food for receptions through Chartwell's catering
  • Arrange publicity throughTennessee Tech Communications and Marketing
  • Print programs
  • Coordinate functions at the event -This includes ushering, distributing programs, and scanning student IDs
  • Execute payment for the performer/agency.  

 

 

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