A lot of time and consideration should go into every event that takes place at Hamline, including everything from how many people to invite, to the date of the event, to centerpieces for the registration table, to making sure the clock tower chimes have been turned off.
No matter what size the event, you will need to consider all of the following steps and information in your planning process.
As you read the information below, please know the the events department is happy to help with any event planning questions or concerns that you may have. Feel free to contact Christine Berg Schroeder, director of special events, at 651-523-2426 or Tracy Sparby, assistant director of special events, at 651-523-2216 with questions you may have about the event planning process at Hamline University.
Setting a date
Requesting a space
Ordering catering
Additional needs, such as invitations, media coverage, security, etc.
A dated checklist to help with all the steps of the planning
Setting a date
Setting a date for an event is perhaps the most crucial element. There are several events each year with which you won't want to or be allowed to conflict (Homecoming & Reunion Weekend, Commencement, etc.). Also, there are limitations on events that can be planned for university or religious holidays.
The best way to avoid conflicts with any school schedules, university holidays, or religious holidays is to view the academic calendars and/or university holiday schedule. There you will find the official university holiday schedule, academic calendars, and religious calendar resources.
It's usually a good idea to identify several prospective dates, and then check with your speaker, Conference and Event Services, and the offices of any others who will need to play a role in the event.
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Requesting a Space
Meeting and event requests may be made via the online space request form. Certain spaces on campus are scheduled by offices other than the Conference and Event Services office (for more information, click on the Classroom and Event space link at the top of this page). Requests may be made via the space request form, and then will be forwarded by the Conference and Event Services office to the appropriate person for approval. Upon approval, the Conference and Event Services office will reserve the space and an event confirmation will be sent via email to the requestor. If you have questions you can e-mail their office.
On the form, you should let the office know any specific room set-up requests you have (a/v, tables, chairs, etc.), and whether or not your event will need catering. Please note that catering doesn't need to be just food - it includes everything from small coffee breaks to a large plated dinner.
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Ordering Catering (if you need food/beverages)
If the event involves any type of refreshments, you will need to alert Lyle Kohlhepp, catering director, at 651-523-2410. The catering office will need a confirmation of the room you have scheduled for your event before they can agree to service. Certain rooms on campus are not equipped for food service.
Information to provide to Catering (once it's been cleared through the Conference and Event Services office):
- date
- start time and end time
- number of people expected
- type of food/beverages needed
- budget information
Catering can provide suggestions about possible menus and items.
All food and beverage orders must be received no later than seven days prior to the event. All food orders less than seven days in advance may be limited to availability and may be "chef's choice." Any special menus need to be received no less than fourteen days in advance to allow delivery of food items.
A final guest count (not menu) is required seventy-two hours (or three business days) prior to the event and needs to be called in to the Catering Office (523-2410). If the Catering Office does not receive the seventy-two hour guarantee, they will assume that the preliminary count is still valid.
**Please Note - Hamline University has a contract with ARAMARK to provide catering and dining services on our campus. In certain circumstances you might be able to arrange for an outside caterer to help with your event, but you must always consult with the catering office before booking an outside vendor.
Also due to contract provisions, outside caterers or food sources may not be used in all buildings and rooms on campus. Please direct questions regarding those limitations to the Dining Services office at 523-2381.
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Additional needs
Creative Services
In the planning process for your event, you will need to determine what type of printed materials you will need.
Items may include:
- Invitations
- Reply cards
- Envelopes
- Programs
- Postcards
- Special pieces (newsletters, brochures, etc.)
For any creative services needs, please contact Barbara Eijada at 523-2785. For more information on deadlines and requirements, please see the creative services area of the Marketing Communications Web site.
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Web services
Also in the planning process for your event, you should determine whether or not your event will need a web site or whether you'd like to send an "e-vite" to your guests.
For any web services needs, please contact Nuria Sheehan, online writer/editor, at 651-523-2673.
Media
If your event features a speaker or topic that you would like the local media to be aware of, you will need to contact JacQui Getty, director of public relations at 523-2475. Services she can provide include:
- Assistance with press releases
- Liaison services with local media
- Local events and business calendar submissions
Other Publicity
Excluding outside media sources, it is up to you to publicize your event. Some Hamline options available to you are the Calendar of Events, Inside Hamline, and the Oracle. Here is some contact information:
Inside Hamline:
Inside Hamline is Hamline University's internal newsletter and is edited by Pamela Ridgway. During the fall, winter, and spring, it is published Monday through Friday and sent to all faculty and staff. Students receive the Monday edition only. Inside Hamline is published "as needed" during the summer. It is intended to provide the Hamline community with a one-stop location for news stories, announcements, events, and athletic schedules. Inside Hamline may only be viewed via e-mail and not online. Submissions must be sent by e-mail to the Inside Hamline account or by using the Inside Hamline submission form. Contact Pamela at 523-2842 for more information.
School of Law Events Calendar:
A weekly update for faculty, staff, and students of the School of Law. Information must be submitted (via e-mail) to the School of Law Dean's Office.
Oracle:
A student-run weekly newspaper distributed by the College of Liberal Arts. Call 651-523-2268 for information about publication dates and submission deadlines, or visit Drew Science, Room 106.
University Calendar of Events:
Hamline's Calendar of Events is available on-line - click here to view. The calendar is updated frequently as information is passed along. Events for the calendar may be submitted or changed at any time by filling out the online submission form. Reminders for submissions will be posted periodically in Inside Hamline. Please note that all submissions to the calendar of events must be made electronically. Contact Tracy Sparby at 651-523-2707 for more information.
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Safety and Security Services
If your event features a prominent public figure, it is advisable to contact the Office of Safety and Security to discuss security options/suggestions. Any time a speaker requests security, it is advised that you reserve that through Safety and Security - their office has many off-campus contacts to both the Ramsey County Sheriff's Department and the Saint Paul Police Department.
Their office also provides unarmed student and contracted security guards that can help at events. Please be aware that all security services will be charged to your budget, so keep that in mind when you consider the level of security you will need.
Safety and Security can also help you by reserving spots in the visitor's parking lot for your event. Please contact their office at 523-2100 for more information.
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Photography
To obtain a list of professional photographers that the Office of Marketing Communications uses for most events, please contact Kelly Christ at 651-523-2010.
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