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