Event Management
Learn more about how you can successfully realize a performance-based or live event.
How to Hold an Event on Campus
Contact the event management office early and often to discuss your needs. The amount of planning you invest will greatly enhance the quality of your event.
Who Can Host An Event
Clubs, organizations, departments and offices can host campus events.
Requesting a Venue for an Event
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Overview
Requesting a venue for an event occurs a maximum of one year to a minimum of thirty days in advance. It is only the event management office who can confirm a reservation. With the date and venue reserved, the next step is to secure production services; in this case, lighting and sound.
Payroll for the event will be processed by the event management office and sent to the appropriate billing agency. In the case of an SA group, billing will be submitted to the SA office where the amount will be deducted from your SA account. For all other organizations, billing will be sent to the C.A.S. office. Final charges may be lower or higher than the estimate. Understand that an estimate approximates the final cost and is based on the information provided to us and to its accuracy.
As a SUNY Plattsburgh affiliate, your group is charged only for personnel who deliver, install, operate and remove the equipment; there are no charges for the equipment or venues.
Third-Party Vendors
A group will be allowed to contract with third party vendors only if it is determined that in-house services are not available and all other reservation guidelines and deadlines have been met.
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How to Request A Venue For An Event
Contact Leah Sweeney to arrange a meeting. Leah is responsible for production services (lighting, sound and associated staff) for your event. Leah’s office is 123B Myers Fine Arts and her email is [email protected] It is with her that you will identify and confirm the production details of your event.
At this meeting will review the following documentation which will you provide. These documents are:
- Venue Reservation or Facility Reservation Form (contact Leah Sweeney)
- Copies of artist contracts (if applicable)
- Technical riders (if applicable)
At this meeting, you and the event manager will “advance the event” and accomplish the following:
- Confirm information on the Facility Reservation Form contact Leah Sweeney
- Review artist contracts and technical riders (if applicable)
- Discuss your production concepts
- Identify a rehearsal schedule
- Create the “Day of Schedule”
- Determine equipment needs
- Generate a labor estimate
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When to Request A Venue For An Event
Clients potentially secure our services up to one year in advance suggesting that the longer you wait, and the closer it gets to your event, the less likely resources will be available.
While 12 months advance booking is the earliest, the average is approximately two to four months. At 30 days (one month) prior to your event it is too late to submit a request, also, this is the deadline for submission of all paper work (see above) to the event manager.
Other Considerations
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Event Billing
Payroll for the event will be processed by the event management office and sent to the appropriate billing agency. In the case of an SA group, billing will be submitted to the SA office where the amount will be deducted from your SA account. For all other organizations, billing will be sent to the College Auxiliary Services (CAS) office. Final charges may be lower or higher than the estimate. Understand that an estimate approximates the final cost and is based on the information provided to us and to its accuracy.
As a SUNY Plattsburgh affiliate, your group is charged only for personnel who deliver, install, operate and remove the equipment; there are no charges for the equipment or venues.
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Third-Party Vendors
A group will be allowed to contract with third party vendors only if it is determined that in-house services are not available and all other reservation guidelines and deadlines have been met.
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Campus Catering
Event catering must be provided by our excellent campus dining catering. Dedicated to your every catering request, we have created a selection of frequently requested and popular menu items. These are just a sampling of what we can offer. We have a full culinary staff who can customize a menu to fit your needs.
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Cancellation of an Event
Avoid cancelling an event as this poses significant impact on all involved. In addition to inconveniencing others, your group may be responsible for any financial obligations agreed upon through previously signed contracts. Despite best laid plans, circumstances may arise causing the cancelation of your event.
If this occurs, immediately inform the following:
Contact:
- Director: Barry Brown [email protected]
- Event Manager: Leah Sweeney [email protected]
Appropriate Venue Coordinator
Contact:
- Giltz: Leah Sweeney [email protected]
- Krinovitz: Leah Sweeney [email protected]
- Field House : Brady Burleigh [email protected]
- Hartman Theater: Christina Lagree [email protected]
- Studio Theater: Christina Lagree [email protected]
- Angell College Center: Katie Gadway [email protected]
Any additional vendors or offices you may have been communicating with.
Student Jobs
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Technical Production Crew
Open to all students desiring to pursue a paid, experience-based learning opportunity in the field of event technology.
Description
- A cooperative and demanding environment providing the installation, operation, and removal of lighting, sound, rigging and projection equipment for numerous events at various venues on campus. Additionally, members of the technical production crew also provide event coordination and management services working alongside our many clients.
- Wage = $11.10 p/hr.
- Work load based on production schedules; generally afternoons, nights and weekends.
Eligibility
- Those with any previous theatre, music, sound reinforcement, and or video technology experience encouraged to apply.
- Position is particularly favorable to those majors incorporating event technology as part of their study.
- Ability to lift and carry minimum 50 lb. load.
- Must be available to attend training seminars and all mandatory meetings.
- Continued employment contingent upon successful completion of training seminars, demonstrated skill, and scheduled review of job performance.
To Apply
Apply directly to Barry Brown (Production Manager) at [email protected]
Or Leah Sweeney (Asst. Events Manager) at [email protected]