{"id":294,"date":"2021-03-11T21:19:01","date_gmt":"2021-03-11T21:19:01","guid":{"rendered":"https:\/\/www.macalester.edu\/160-special-events\/?page_id=294"},"modified":"2025-11-04T17:33:00","modified_gmt":"2025-11-04T17:33:00","slug":"event-tips","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/special-events\/event-tips\/","title":{"rendered":"Event Tips"},"content":{"rendered":"<div style=\"height:25px\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<figure class=\"wp-block-image alignright size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"473\" src=\"https:\/\/www.macalester.edu\/160-special-events\/wp-content\/uploads\/sites\/227\/2021\/03\/HeaderImage-1024x473.jpg\" alt=\"\" class=\"wp-image-372\" style=\"width:509px;height:233px\" srcset=\"https:\/\/www.macalester.edu\/special-events\/wp-content\/uploads\/sites\/227\/2021\/03\/HeaderImage-1024x473.jpg 1024w,  https:\/\/www.macalester.edu\/special-events\/wp-content\/uploads\/sites\/227\/2021\/03\/HeaderImage-300x138.jpg 300w,  https:\/\/www.macalester.edu\/special-events\/wp-content\/uploads\/sites\/227\/2021\/03\/HeaderImage-768x354.jpg 768w,  https:\/\/www.macalester.edu\/special-events\/wp-content\/uploads\/sites\/227\/2021\/03\/HeaderImage-1536x709.jpg 1536w,  https:\/\/www.macalester.edu\/special-events\/wp-content\/uploads\/sites\/227\/2021\/03\/HeaderImage.jpg 1950w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h6 class=\"wp-block-heading\">Looking for how to plan an event, or need advice on event planning? Whether your planning a small gathering for students or a large event on campus, event planning is a huge task. <\/h6>\n\n\n\n<p><\/p>\n\n\n\n<p>While no two events are the same, and events have varying goals, budgets, and audiences, there are several tips, tricks, and steps that you can take to start your planning off right and keep you on track.<\/p>\n\n\n\n<p><\/p>\n\n\n\n<p>We have put together some guiding questions and considerations to help you think through all of the components of an event with best practices and examples for reference. If you have questions about any of the information here, please email <a href=\"mailto:specialevents@macalester.edu\">specialevents@macalester.edu<\/a> for assistance.<\/p>\n\n\n<accordion-container\n    tag=\"section\"\n    class=\"accordion-group block-container\"\n    >\t\n\t<div class=\"accordion-group__outer\">\n\t    \t    <ul class=\"accordion-group__list\">\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-1\"\n\t                        id=\"accordion-group-heading-button-1\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Conceptualize Your Event<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-1\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><p><a href=\"https:\/\/docs.google.com\/document\/d\/1OKTNtcjBTd3cwFI2D1G5KA0D995fvlUB\/edit?usp=sharing&amp;ouid=106253159495622374540&amp;rtpof=true&amp;sd=true\">Event Strategy Brief (Google doc)<\/a> &#8211; Use this tool to help shape the strategy and impact of your event. Completing a brief like this with your event vision leaders can help ensure you achieve your event goals.<\/p>\n<div>\n<p>Having your event goals and objectives defined will help keep the big picture in mind as you move forward in the planning process.<\/p>\n<\/div>\n<div class=\"yj6qo ajU\"><\/div><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-2\"\n\t                        id=\"accordion-group-heading-button-2\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Who Are The Players?<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-2\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><ul>\n<li><span style=\"font-weight: 400\">Who are you bringing together?<\/span><\/li>\n<li><span style=\"font-weight: 400\">Who do you want to attend?<\/span><\/li>\n<li><span style=\"font-weight: 400\">Who will benefit from the event?<\/span><\/li>\n<li><span style=\"font-weight: 400\">Who needs to be involved in planning the event?<\/span><\/li>\n<li>Who will you need help from to plan and execute your event?<\/li>\n<li><span style=\"font-weight: 400\">Who do you need to notify or contact as you plan and bring together details<\/span><span style=\"font-weight: 400\">?<\/span><\/li>\n<li><span style=\"font-weight: 400\">Who will do what before, during, and after the event?<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-3\"\n\t                        id=\"accordion-group-heading-button-3\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Outline Your Event<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-3\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">What kind of event are you holding?\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Lecture, Banquet, Reception, Conference, etc.<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">What\u2019s essential at your event?<\/span>\n<ul>\n<li>Consider Core message, keynote speakers, food, etc.<\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">What will be the expectations of your guests?\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Consider Time of day, Parking, Keynote Speakers, ADA Accommodations, All-gender restrooms, etc.<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">What will your event needs be?\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Catering, AV, Stage, Podium, ADA needs? etc.\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">What else is happening on campus?\u00a0\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Check this before you pick your date.<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">What outcome or actionable item do you want from this event?<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-4\"\n\t                        id=\"accordion-group-heading-button-4\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Budget<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-4\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><ul>\n<li><span style=\"font-weight: 400\">How much money is in my budget for the event?<\/span><\/li>\n<li><span style=\"font-weight: 400\">How much will the event <\/span><i><span style=\"font-weight: 400\">actually<\/span><\/i><span style=\"font-weight: 400\"> cost?\u00a0\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400\">How much financial or volunteer support will I need to accomplish the event?<\/span><\/li>\n<li><span style=\"font-weight: 400\">Who else is contributing financially? or with resources?<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-5\"\n\t                        id=\"accordion-group-heading-button-5\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Timing Your Event<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-5\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">When do I want to hold this event?\u00a0\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Consider the time of day, time of year, etc.<\/span><\/li>\n<\/ul>\n<\/li>\n<li>Check your event dates against religious holidays to ensure you&#8217;re selecting the best date for all.<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Will students still be on campus?<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Are there any competing events?\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">When are the spaces I want available?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">When are my key guests or speakers available?<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">When will I need to start setting up for the event?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">When will we be done loading out from the event?<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-6\"\n\t                        id=\"accordion-group-heading-button-6\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Location! Location! Location!<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-6\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><ul>\n<li><strong>RESERVE EARLY!<\/strong><\/li>\n<li>Make sure you are booked before you plan or advertise.<\/li>\n<li>Book things you already know.<\/li>\n<li>Have a backup plan and alternate dates.<\/li>\n<li>Don\u2019t overestimate attendance.<\/li>\n<\/ul>\n<hr \/>\n<ul>\n<li><span style=\"font-weight: 400\">Where do you want to hold it (inside, outside, etc.)?<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">What spaces are available?<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">What spaces will best accommodate the anticipated attendance?<\/span>\n<ul>\n<li>Consult with the Director of Disability Services as needed.<\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">What is available in the space (furniture, tech equipment, etc.)?<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Are you able to cover additional expenses associated with setting up or using that space?<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Is the space most conducive to the type of program you want to have (i.e. noise levels, foot traffic, etc.)?<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Do you need or have a backup location (outdoor events)?<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">What else is happening in the area\/building?<\/span><\/li>\n<li style=\"font-weight: 400\">Location drives many event decisions. So make sure you have that element in place before doing other logistical planning.<\/li>\n<\/ul>\n<div class=\"boxed-text\">\n<p>If you are planning an event off-campus and needed assistance in sourcing venues, please reach out to the Special Events team for assistance. We can provide guidance and ideas of potential venues across the US and locally in the Twin Cities.<\/p>\n<p>&nbsp;<\/p>\n<\/div><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-7\"\n\t                        id=\"accordion-group-heading-button-7\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Setting Up Your Event Space<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-7\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><p><span style=\"font-weight: 400\">Things you will eventually need to know and communicate when reserving a room include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Furniture set up (staging areas, green room, numbers, configurations, etc.)<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">AV\/Tech needs<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Additional equipment\/items needed (flags, podiums, etc.)<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Do you need an event manager present during the event?<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">AC\/Heat<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Start and end times<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Specific set times (if needed, applicable)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">**Also remember to update this info any time it changes. Shoot to finalize arrangements two weeks out. Check-in a week before.<\/span><\/p>\n<p>&nbsp;<\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-8\"\n\t                        id=\"accordion-group-heading-button-8\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Logistics<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-8\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><p><span style=\"font-weight: 400\">Consider the needs around the following elements and how you\u2019ll prepare and execute the details:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Invitations &amp; mailing lists<\/span><\/li>\n<li><span style=\"font-weight: 400\">Publicity &amp; Promotion<\/span><\/li>\n<li><span style=\"font-weight: 400\">Catering\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400\">Room set &#8211; diagram<\/span><\/li>\n<li><span style=\"font-weight: 400\">AV<\/span><\/li>\n<li><span style=\"font-weight: 400\">Show Flow &#8211; \u201cDay of\u201d flow &amp; program flow<\/span><\/li>\n<li><span style=\"font-weight: 400\">D\u00e9cor<\/span><\/li>\n<li><span style=\"font-weight: 400\">Alcohol<\/span><\/li>\n<li><span style=\"font-weight: 400\">Security<\/span><\/li>\n<li><span style=\"font-weight: 400\">Parking<\/span><\/li>\n<li>Include pronoun stickers with all events with name tags<\/li>\n<\/ul>\n<p>&nbsp;<\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-9\"\n\t                        id=\"accordion-group-heading-button-9\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Catering<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-9\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><ul>\n<li><span style=\"font-weight: 400\">Will you be using Bon Appetit or an outside catering?\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Bon Appetit exclusive spaces &#8211; The Ruth Stricker Dayton Campus Center, The Leonard Center, and the Alexander G. Hill Ballroom in Kagin Commons.\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n<li><span style=\"font-weight: 400\">Compostable event or china?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Be sure to share this info with Reservations so Facilities can provide the appropriate receptacles.<\/span><\/li>\n<\/ul>\n<p><strong>Questions for an outsider caterer<\/strong><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Do they provide (or are there additional fees for):<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">\u00a0Linens? Dishes? Compostable products? Staffing? Display dishes and utensils? Food signage?<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Ask for a written estimate. Is the cost <\/span><i><span style=\"font-weight: 400\">really the <\/span><\/i><span style=\"font-weight: 400\">cost (i.e. + service + tax)?\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Gratuity?<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Can they accommodate a variety of dietary restrictions?\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Vegetarian option \u2013 with protein<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Be ready for other dietary too (gluten-free, vegan, etc.)<\/span><\/li>\n<li>Make sure your caterer can accommodate a variety of possible dietary needs.<\/li>\n<\/ul>\n<\/li>\n<li><span style=\"font-weight: 400\">When they require an attendance guarantee?<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Typically this number can go up, but not down<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><strong>Do you have a restricted budget?\u00a0<\/strong><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Tell your caterer what you can spend for the total cost per person.<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Costs will change dependent upon the number of attendees.<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Save money on service by having food dropped off (if that\u2019s appropriate for your event).<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Consider a dessert and coffee reception for a smaller budget \u2013 adjust the time of your event.<\/span><\/li>\n<\/ul>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Plated vs. buffet?\u00a0\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">The reality is buffets are rarely cheaper.<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Heavy hors d\u2019oeuvres\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Butler passed or display?<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Not always cheaper than a plated meal due to unknown of how much people will consume.<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-10\"\n\t                        id=\"accordion-group-heading-button-10\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Audio Visual<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-10\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Consider the capabilities of your venue \u2013\u00a0 i.e.\u00a0 Chapel daytime project<\/span><span style=\"font-weight: 400\">ion is challenging for projection.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Determine the AV needs of the speaker(s):<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Will there be Q&amp;A?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Who will make the introduction?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Multiple speakers?<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">If there are presenters using a microphone who are not used to using a microphone make sure they do a sound check prior to the program.\u00a0 Nerves can affect their speaking volume.\u00a0\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Are you planning to use projection at your event?\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Schedule an AV check at least 30-45 minutes prior to start time.\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Make sure technology is playing nice, words aren\u2019t falling off the screen, display.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Sound clips in the presentation?\u00a0 Need to access the <\/span><span style=\"font-weight: 400\">internet?<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Have backup options of any presentations \u2013 i.e. the day Google Drive died.<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Share AV needs with Reservations when you have collected them.\u00a0 It will help you, in the long run, to get AV support looped in as soon as you can.<\/span><\/li>\n<li>Consult with the Director of Disability Services as needed regarding accessibility and accommodation inquiries and planning.<\/li>\n<\/ul>\n<p>&nbsp;<\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-11\"\n\t                        id=\"accordion-group-heading-button-11\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Show Flow\/Timeline<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-11\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">The show flow is a timeline document outlining the program order so that \u201cplayers\u201d \u2013 AV and program participants \u2013\u00a0 know who will be talking when and with what AV so they can be:<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Proactive and prepared to get to the microphone.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Informed for mic, projection, and any lighting cues.<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">The show flow should be shared with any presenters as well as with AV staff.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">If a meal is involved, share the show flow with the catering team.<\/span><\/li>\n<li>Bring extra copies to your event.<\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.macalester.edu\/special-events\/wp-content\/uploads\/sites\/227\/2021\/05\/Sample_ShowFlow.pdf\">Sample Show Flow<\/a><\/p>\n<p>&nbsp;<\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-12\"\n\t                        id=\"accordion-group-heading-button-12\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Publicity &amp; Promotion<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-12\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><h5>Where to advertise<\/h5>\n<ul>\n<li><span style=\"font-weight: 400\"><a href=\"https:\/\/www.macalester.edu\/calendar\/\">College events calendar<\/a><\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Invites and save the dates<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Posters around campus<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Table tents\/sandwich boards (see info desk in CC)<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">The MacDaily<\/span><\/li>\n<\/ul>\n<h5>Other Considerations<\/h5>\n<ul>\n<li>Make sure your RSVPs collect dietary and Accessibility needs from your event attendees, speakers, etc.<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Always have someone else spell check your work<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Go where the action is (social media, in-person visits, etc.)<\/span><\/li>\n<li>Include accessibility information (specifically wheelchair accessibility) and access to all-gender restrooms on confirmation emails or website event information. Ex: <em>Accessibility: At our event venue all buildings are accessible to visitors with mobility impairments. A limited number of non-motorized wheelchairs are available for loan. An all-gender restroom will be available to guests.\u00a0\u00a0<\/em><\/li>\n<\/ul>\n<h5>When to include Communications<\/h5>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">When the public invite, i.e.: Materials going out to a larger community<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">If you want to draw a bigger crowd?\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">High profile event. i.e.: will you need a press release or other PR?\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">If you want to release information or invite the local press to the event (press passes, press conferences, etc.)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">If yes to any of these, engage with Communications ASAP (from Day 1 if possible).<\/span><\/p>\n<p>&nbsp;<\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-13\"\n\t                        id=\"accordion-group-heading-button-13\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Larger Event Considerations<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-13\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Public Safety\/Security<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Parking<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">EMTs<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Invitations and Timing<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Should the Alumni Engagement Office and Advancement be looped in?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Is the event occurring in another city? If yes, loop in the Alumni Engagement Office.<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Check-in process<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Tickets\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Ticket Distribution<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Rentals<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Signage<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Restrooms<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Multiple venues \u2013 time for people to move\/use restrooms between programming.<\/span><\/li>\n<li>Consult with the Director of Disability Services as needed regarding accessibility and accommodation inquiries and planning.<\/li>\n<\/ul>\n<p>&nbsp;<\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-14\"\n\t                        id=\"accordion-group-heading-button-14\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Special Events &#8211; How We Can Help and When to Include Us<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-14\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">If you have questions \u2013 we are here to advise.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">If the President, Provost or other Sr. Staff are involved and\/or presenting \u2013 we can advise.<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Make sure THEIR office is looped in as well!<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">If you are holding a large-scale event in multiple venues: Orientation Week, Conference, etc.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">If you are hosting a major speaker: public figures, dignitaries, celebrities, etc.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">If you want a unique room set up, or if you may need rentals.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Any major events planned for the Leonard Center.<\/span><\/li>\n<\/ul><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-15\"\n\t                        id=\"accordion-group-heading-button-15\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Event Resources Available to Staff<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-15\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><p><img loading=\"lazy\" decoding=\"async\" class=\"alignleft wp-image-362\" src=\"https:\/\/www.macalester.edu\/160-special-events\/wp-content\/uploads\/sites\/227\/2021\/03\/glassware.jpg\" alt=\"\" width=\"104\" height=\"134\" srcset=\"https:\/\/www.macalester.edu\/special-events\/wp-content\/uploads\/sites\/227\/2021\/03\/glassware.jpg 430w,   https:\/\/www.macalester.edu\/special-events\/wp-content\/uploads\/sites\/227\/2021\/03\/glassware-234x300.jpg 234w\" sizes=\"auto, (max-width: 104px) 100vw, 104px\" \/><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignleft wp-image-363\" src=\"https:\/\/www.macalester.edu\/160-special-events\/wp-content\/uploads\/sites\/227\/2021\/03\/tablecloths.jpg\" alt=\"\" width=\"214\" height=\"141\" srcset=\"https:\/\/www.macalester.edu\/special-events\/wp-content\/uploads\/sites\/227\/2021\/03\/tablecloths.jpg 780w,   https:\/\/www.macalester.edu\/special-events\/wp-content\/uploads\/sites\/227\/2021\/03\/tablecloths-300x198.jpg 300w,   https:\/\/www.macalester.edu\/special-events\/wp-content\/uploads\/sites\/227\/2021\/03\/tablecloths-768x506.jpg 768w\" sizes=\"auto, (max-width: 214px) 100vw, 214px\" \/>The office of Special Events has an inventory of glassware, vases, table stanchions, lawn games, and more which can be borrowed free of charge.<\/p>\n<p>We have a limited supply of black or white table cloths which can be reserved for a small rental fee. We also have pronoun stickers that can be used at events with nametags.<\/p>\n<p>To enquire about current inventory and to request items, please email <a href=\"mailto:specialevents@macalester.edu\">specialevents@macalester.edu<\/a>.<\/p>\n<p>&nbsp;<\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-16\"\n\t                        id=\"accordion-group-heading-button-16\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Tips &amp; Tricks<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-16\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Make sure your event is on the Macalester calendar \u2013 even if just a placeholder.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Enlist allies and assign duties.<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Make it easy on YOU \u2013 don\u2019t lock yourself into an assignment.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Do everything you can in advance.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Consider having one extra person there to help, in case you need a runner.<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Utilize google docs \u2013 a good tool for sharing info with your allies.<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Timelines, Volunteer assignments, etc.\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Reconfirm your details a week out \u2013 reservations, rentals, contract obligations, etc.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">\u201cReserved\u201d signs on back chairs to fill the front area and allow late-comers to avoid the walk of shame.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Save money with family style desserts instead of centerpieces.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Know your phone numbers \u2013 bring them with you \u2013 Facilities, Reservations, Event Manager, your allies.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Arrive Early!\u00a0 This is not the day to run late.<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Huddle with your allies.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Check your set.<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Expect the unexpected \u2013 There is no perfect event. Something will go wrong. Remain calm. Take a deep breath and think through the best solution.\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Walk-ups, no-shows, bad weather\u2026<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Plan time to react.<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Wear comfortable shoes.<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t    <\/ul>\n\t<\/div>\n<\/accordion-container>\n\n\n\n<p><\/p>","protected":false},"excerpt":{"rendered":"<p>Looking for how to plan an event, or need advice on event planning? Whether your planning a small gathering for students or a large event on campus, event planning is a huge task. While no two events are the same, and events have varying goals, budgets, and audiences, there are several tips, tricks, and steps [&hellip;]<\/p>","protected":false},"author":588,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-294","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/special-events\/wp-json\/wp\/v2\/pages\/294","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macalester.edu\/special-events\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.macalester.edu\/special-events\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/special-events\/wp-json\/wp\/v2\/users\/588"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/special-events\/wp-json\/wp\/v2\/comments?post=294"}],"version-history":[{"count":83,"href":"https:\/\/www.macalester.edu\/special-events\/wp-json\/wp\/v2\/pages\/294\/revisions"}],"predecessor-version":[{"id":691,"href":"https:\/\/www.macalester.edu\/special-events\/wp-json\/wp\/v2\/pages\/294\/revisions\/691"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/special-events\/wp-json\/wp\/v2\/media?parent=294"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}