Event Planning Links

Introduction

Roanoke College fosters a diverse learning environment in which students are encouraged to engage in educational pursuits both in and out of the classroom; in order that they may become resourceful, informed and responsible citizens and leaders in their careers and community. Events are an excellent opportunity for  supplementary learning that is of value to students, faculty, staff, and the community. This guide serves as an internal resource for faculty and staff on how to plan events on the Roanoke College campus. In an effort to create a consistent and professional event presence at Roanoke College, this resource is designed to equip beginners to advanced event planners with the tools and information needed to execute a successful event. While this  guide includes a fair amount of information and resources, it is not all encompassing and consultation with additional resources is strongly encouraged.

How to Begin

Begin planning your event as soon as possible. This includes determining the type of event and intended audience. For ideas, consult the list of types of events located in the guide. Second, choose a date. Be sure to consult the online Calendar of Events, the College’s academic calendar, and departments which hold annual events; as well as the athletic calendar. Also, keep in mind logistical details such as budgeting, scheduling, and advertising. It is especially important to know the College rules and resources; as well as campus locations with restrictions.  When scheduling your event, avoid dates that conflict with campus-wide annual events. No two large-scale events should be scheduled during the same day and/or time. Confirm a backup date with the speaker if you anticipate a conflict. Additionally, check for holiday conflicts, such as religious holidays and national observances. Consider partnerships with campus departments to share ideas, resources, and audiences to make a joint impact.

Types of Events

A variety of events are frequently held at Roanoke College on an annual basis. In order to determine which event type is most suitable for your purpose, first identify the target audience and what you hope attendees will gain from the experience. Additionally, it is important to determine whether your event is for the College community (internal event), or if you will invite the public (external event), or a combination of the two.

Keep in mind that your event may be a combination of these types of events. Some events require special approvals.

Note: Requests from third parties to hold an event on campus are considered external events and may be hosted by you or your department. External events may rent space without a host. Your involvement will determine what fees, if any, apply.

SEE FULL EVENT PLANNING RESOURCE GUIDE TO BEGIN.

Event Planning Links

Academic Calendar

Alcohol Rules and Policies

Area Lodging

Ballroom Set-up Diagram (with PowerPoint)

Ballroom Set-up Diagram (without PowerPoint)

Business Office Forms (Check Request and W-9)

Calendar of Events

Calendar Request Form (online calendar)

Calendar Publication Request Form (calendar booklet)

Catering Menus and Order Form

Check Request Form

Classroom Capacities

College Van Reservation Form

Colket Center Building Policies

Equipment Request Form

Event Planning Checklist

Event Planning Timeline

Event Scheduling Policies

Events Schedule

Graphic Design Request

Logos (Roanoke College)

Maps and Directions

Monterey Guidelines

Monterey Reservation

Parking Map

Photography Request

Print Shop

Restricted Guidelines for Founders Meeting Room and President’s Dining Room

Room and Facility Request Form

Speaker Agreement

Stipend Payment Form (listed under Human Resources)

W-9 Form

Work Order Request Form - Buildings and Grounds