Event Planning Form

Set up information must be documented on this form at least three weeks before the event is to take place.

Name of Event:

Sponsoring Organization:

Contact Person(s)

Name:

Separate multiple names with a comma.

Email:

Separate multiple emails with a comma.

Phone:

Separate multiple phone #'s with a comma.

A copy of this request should be sent to:

Enter one (1) email address for request receipt.

Building:

Room:

Set up Date:

Set up Time:

:

Teardown Date:

Teardown Time:

:

Estimated Number of Attendees:

Contact Sodexo Catering to arrange for food, beverage and table linen needs. Three weeks lead time is needed. [email email=sodexo@uj.edu]

CHAIR DESIGN: Lecture/Concert Style (Maximum number of rows is 14):

Straight Rows
Offset Rows

MEETING/BANQUET TABLE DESIGN:

Conference Square
U-Shape Conference
Round Tables
8-foot tables - Banquet
Classroom Style (tables with chairs on one side)

Display table quantity:

Display table size:

8-foot
6-foot

Registration table quantity:

Registration table number of chairs:

Registration table size:

8-foot
6-foot

Catering table quantity:

Catering table size:

8-foot
6-foot

Options:

Number of Microphones:

Type of Microphone:

Corded Handheld
Wireless Handheld
Lapel Mic

Event Services: (Mary require additional charges. Check all that apply)

Sound check required:

Yes
No

Tech assistance needed:

Yes
No

Rehearsal prior to event:

Yes
No

Date(s) & Time(s):

OTHER SPECIAL DETAILS(i.e., additional time needed for set up/tear down, different room set up, etc.) Include Details:

Note: Any event decorations are subject to University of Jamestown guidelines and must be approved in advance.