Camps, Conferences and Event Management

Question

I need to setup a camp.

I need to setup a conference.

I have an event I need to manage.

Faculty or staff need help to setup a Camp, Conference or Event.

Answer

Definitions

• Camp
  • A youth development activity providing academic, recreational or athletic facilities for children in secondary or post-secondary education that is supervised by professional adults
• Conference
  • A conference is an event where a number of people come together to discuss a particular subject or share information.There is typically a keynote speaker and sessions for adults to attend.
• Event
  • Event management is the process of planning and hosting a variety of public and private events for social or business purposes.

Process

1. Advertising and promotion
   1. Communication
      1. Create a Service Request with Marketing to email the event, photos and a press release/article.
      2. Create a Service Request with Marketing to list the event on USD Camps, Conferences and Events webpage
      3. Coordinate with Marketing, Volante, Plain Talk for media coverage of event
2. Planning the event
   1. Research the internal calendar with all proposed camps and conferences to help with aligning dates
   2. Staff
      1. Make arrangements with guest speakers
      2. Make arrangements with volunteers/workers
      3. Make arrangements with Registrar if college credit
      4. Determine committee members/coordinators/donors
   3. Schedule creation
      1. Keynote speakers
      2. Sessions
      3. Individual break out sessions
      4. Group visits
      5. Itineraries
   4. Housing/rooms
      1. Coordinate with USD Housing for residence hall stays
      2. Coordinate with USD Housing for access cards and room keys
         1. Check in and check out
      3. Coordinate with off campus hotels for off campus stays
         1. Ask about block rates
      4. Coordinate with USD Event Planning & Scheduling for dining, and housing needs, room reservations, room set-up. 
      5. Coordinate with Athletics for Dakota Club reservations
      6. Coordinate with Scheduling for booking on campus meeting spaces
   5. Food service
      1. Coordinate with Sodexo for on campus dining
         1. Provide list of food sensitivities, special diets
         2. Provide a sign in sheet at a catering event
      2. Coordinate with local restaurants for off campus dining
         1. Every person at the dinner who is getting their meal reimbursed should sign the receipt.
   6. Travel
      1. Coordinate with Windstar on university bus
      2. Coordinate with USD Travel agency for speakers/visiting authors
      3. Coordinate with fleet on USD cars
   7. Coordinate with ITS if printing is needed
   8. Coordinate with University Police for parking waivers, having the buildings open early/late, etc.
   9. Coordinate with Facilities for building maintenance and grounds if using any outdoor spaces
   10. Coordinate with ITS on connectivity, wireless, audio/visual support, etc
   11. Coordinate with ITS on account creation
       1. If attendees need to login to USD resources or need a Coyote Card
   12. Coordinate with ITS for computer lab access
   13. Coordinate with ITS for attendance tracking
   14. Coordinate with HR for background checks
       1. This is required for departments with youth camps.
   15. Coordinate with Office of Research and Sponsored Programs to potentially find funding through grant writing.
   16. Coordinate with ITS and CTL for help with online/virtual/streaming and accessibility
   17. Coordinate with Admissions for USD recruiting/promotion at the event, for campus/community maps, for wayfinding signs/sign holders
   18. Coordinate with Wellness Center if guest/discount/punch passes are needed
3. Registration and payment
   1. Online registration and payment
      1. Preapproved solutions for USD include:
         1. Coyote Store - primarily used to purchase 1 item, contact the Business Office   
         2. Ryzer - primarily used for Athletics
         3.  Zoom Webinar - available for all USD employees
            • Request Zoom Webinar
         4. Visit Days - primarily used for Admissions and Recruitment; contact Admissions
      2. For solutions not on the list, contact the Service Desk
   2. Coordinate with Registrar on registration in class, if applicable
4. Management during Event
   1. Confirmation of all consent forms received
      1. Photo Release Authorization
      2. Liability Waiver
   2. Attendance tracking/Check in
   3. Provide badge and/or swag bags
   4. Communication with attendees
   5. Manage competitions
5. Post Event
   1. Communication (thanks for attending)
   2. Print certificates of completion
   3. Recruitment
      1. Provide list of campers and the associated camp to Admissions 
      2. Include Name (LFM), address, email, phone and DOB
   4. Reimbursement
      1. Coordinate with Financial Acct for travel and meal reimbursements