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In general, these guidelines should help you get started; however, large events or events with multiple aspects may require more planning and/or in-person planning meetings. In those cases, staff can work with you to build a planning process that is mutually beneficial.

Staff Points of Contact

• Office of the Dean (Executive Assistant to the Dean and Office Coordinator)
• Marketing and Communications
• Business Office
• Technology Support Group

Before You Begin

• For the best results, please begin planning for your events at least four weeks in advance.
• Almost every event requires money to be spent on a service—whether it’s rental space, technology equipment, or food.
  • Before beginning your planning, please check with the Business Office to a) determine the budget for your event, and b) secure a “chart string” that you can share with us as you plan.
• All SOE Events must be fully accessible and inclusive.
  • Please visit the University’s Diversity and Inclusion website for an Inclusive Event Planning Guide.

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• When selecting a date, time, and location for your event, please look at the Syracuse University events calendar to see what other events—both at the University at the SOE—are happening that day.
  • You can also check with the Dean’s Office if you think there is the potential for internal conflicts.
• Please refer to the SOE Facilities Answers page for information on booking a Huntington Hall location for your event, including availability calendars and booking instructions.
  • Plan that your guests may have mobility needs.
• Keep in mind that events scheduled outside of the normal workday or workweek may be subject to additional costs for custodians.
  • Additionally, office coordinators, IT support, and other staff may not be available to assist you with set-up or take-down of your event.
• If you will be hosting an event outside of Huntington Hall, follow any policies for those spaces.
  • Spaces outside of Huntington Hall are likely going to charge for use of their spaces.
  • Be ready to provide them with a chart string to pay for your rental fee.
• You are highly encouraged to visit any space that you are planning to use to check the room layout, technology access, and accessibility.

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• We encourage you to start your own flier (for posting around the school or campus) using templates that are on Answers.
  • This flier should be shared with Marketing and Communications to ensure it is brand compliant.
• If you need assistance making an HTML email message (the best, most accessible option for forwarding via email or posting to ListServs), please contact Marketing and Communications.
• Information about SOE ListServs can be found on the Technology Support Group’s Answers pages.
• If you need assistance making documents accessible, please use the guide on Answers.
  • If you still need assistance, please contact the Digital and Social Media Specialist.
• To have your event appear on the Syracuse University events calendar, submit to: https://calendar.syracuse.edu
• Advancement and Alumni Relations publishes the EdExchange monthly newsletter is an email blast to students, faculty, staff, and alums.
  • Submissions are due no late that the first of the month.
  • The email is typically sent out the second Wednesday of each month.
  • Email the Development Assistant with the event title, event contact, date/time/location, calendar listing URL, and registration link (if applicable).
• Advancement and Alumni Relations also publishes an Events email, a monthly email blast to students, faculty, staff, and alums.
  • Event submissions are due no later than the 15^th of the month.
  • Email the Development Assistant with the event title, event contact, date/time/location, calendar listing URL, and registration link (if applicable).
• To promote your event on SOE’s social media channels, reach out to the Digital and Social Media Specialist.

Set-Up and Take-Down

• Staff are happy to assist in setting up and taking down your event when schedules allow.
• Please make sure that you ask about availability for assisting with the implementation of your event.
  • In some cases, staff may not be available, and you will need to recruit colleagues or students to assist you.

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• When planning an event that includes presentations, CART and microphones must be used.
  • CART and other technology requests should be made approximately three weeks ahead of time as schedules fill up fast.
  • Requests for technology should first be made to LEMP via this form. If LEMP is unable to assist you, please email staff to find an alternative.
  • CART services have to be arranged with a transcriptionist. You can view CART provider contact info at this Answers page. Professional Reporting Services are recommended.
  • Please provide a chart string for billing purposes for LEMP and CART.
• If guests require access to the wireless network, they can use “AirOrange guest.”
• If you require assistance from SOE Technology Support Group for tech logistics for an event, email to soehelp@syr.edu with at least one week advance notice.
  • If you’d like to see the technology available in a room, check out the SU classroom resource guide on Answers.

Securing Event Sponsors

• Sponsors are a great way to increase your event’s reach and its budget.
  • Before soliciting sponsorships, reach out to the Director of Marketing and Communications to ensure you are following appropriate University-protocols and using logos appropriately.

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