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Date Completed |
Selecting Date |
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Check MCC's Calendar of Events: http://www.mesacc.edu/calendar.html for potential conflicts. Also search for events such as religious holidays and major sporting events. |
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Consider audience availability (e.g., travel time, class schedules). |
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If you would like the president of the college to attend, give remarks, moderate a discussion, or participate in some other way, please contact 480-461-7300 for availability. |
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Date Completed |
Budget |
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Draw up an estimated budget and record actual budget. What to include: venue hire, catering, decorating, linen, AV or other equipment, publicity, artwork and printing, advertising, signage, insurance, event personnel and entertainment. |
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Identify source of funds and follow necessary budget procedures. See MCCD website for more: www.maricopa.edu/business/fiscal/. |
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Date Completed |
Space Reservation |
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MCC has conference rooms, state-of-the-art classrooms, athletics and an award-winning Rose Garden available for use by Employees, Community and private groups. To reserve a space, contact Facilities Scheduler: cissell@mesacc.edu or 480-461-7457. Or schedule online
here. |
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Not sure? Contact PR & Special Events and we will recommend a room and will tell you what's available for the date and time you are considering. Email llassitter@mesacc.edu or call 480-461-7475. |
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Date Completed |
Event Setup |
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Contact Public Relations and Special Events to discuss setup needs for your event. Email llassitter@mesacc.edu or call 480-461-7475.
Some things to consider:
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Catering: on-campus contact Chartwells at 480-461-7275 or email barbara.bruno@compass-usa.com . |
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AV equipment sound needs: lectern, microphone, computer, video, etc. Contact Media Services at 480-461-7687 or email media@mcmail.maricopa.edu. |
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Room setup: chairs, stage, pipe, drapes, tables, linen and type of configuration. See diagrams here. |
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Signage: you may request sandwich boards from Student Life and Leadership. Contact them by phone at 480-461-7282 or email erica.hourihan@mcmail.maricopa.edu. |
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Public Safety: notify campus security of your event and familiarize yourself with he emergency response procedures and accident/injury reporting requirements. Public Safety: 480-461-7146 (non-emergency) Southern & Dobson, 480-654-7257 (non-emergency) Red Mountain.
Mems: www.mesacc.edu/mems/ | Emergency Procedures: www.mesacc.edu/collegesafety/procedures.html |
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Date Completed |
Publicity |
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Contact Media Relations as soon as date and venue are secured to discuss audience, goals of event, and appropriate media outreach. Contact Angela Askey by email aaskey@mesacc.edu or call 480-461-7892.
Some things to consider:
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Calendar and Press Release to media outlets: newspaper, radio, TV. |
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MCC Official Social Media Sites: Facebook, Twitter, YouTube. |
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Message on Electronic Marquee. Contact Jennifer LaForge by email jenner@mesacc.edu or call 480-461-7794. |
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Alumni/Community Event Calendar listing. Contact Jennifer LaForge by email jenner@mesacc.edu or call 480-461-7794. |
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Photography. Contact Jennifer LaForge by email jenner@mesacc.edu or call 480-461-7794. |
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Employee Intranet Announcement. Available for employee posting. http://intranet.mesacc.edu |
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Date Completed |
Printed Materials |
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During your initial conversation with Public Relations and Special Events, recommended materials and distribution methods to reach your desired audience should be discussed. If necessary, a meeting will be arranged with you and the graphic designer. Approaches vary. Here are some commonly used tools:
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Date Completed |
Speaker/Performer |
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Assign primary contact for the guest. |
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Contract: all contracts should be reviewed by District Office Legal Counsel before they are signed. Contact Margaret McConnell by email at margaret.mcconell@domail.maricopa.edu or call 480-731-8878. Please allow two weeks for this step. |
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Honorarium: for payment procedures contact Fiscal Services at 480-461-7400. |
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Obtain Background Information: e.g., curriculum vitae, resume, photograph for publicity, title of lecture/performance. |
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Secure travel itinerary and accommodation. |
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Arrange ground transportation with local car/taxi service. |
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Identify person to introduce guest at event. |
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Assign primary contact for the guest. |
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Send thank you. |
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Date Completed |
Additional Considerations |
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Inclement weather planning. |
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Exhibits, displays, and Signage. |
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Parking. |
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Mailing lists and target audience contact information. |
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Special Needs: dietary and disability resources. |
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