Event Detail Form

This form must be completed and returned before SHSS can preceed with any further arrangements. Please complete this form in as much detail as possible .Please complete one form per event, set up etc. Please mark N/A for those items that do not pertain to your event.

The SHSS Policy on Events (see manual for details) is not intended to be a contract or part of a contractual agreement between SHSS and the Reserving Organization. The following form is intended to clarify the needs as well as the responsibilities of each participating organization.

Select Date:	Month day Year
Event Title:
Presenter Contact:	Name Phone Number
	Email
Additional Presenters:	(please list the names of any additional presenters and include what they will be doing at the presentation)
Type of Event:	(i.e. lecture, theatrical performance, concert, seminar, dance recital, film)
Attendance #	(approximate number of the minimum attendees expected to hold this event through the maximum number of attendees)
Primary Audience:	(i.e. community, students, faculty, staff, children, religious organizations, businesses, government, etc.)
Secondary Audience:	(i.e. community, students, faculty, staff, children, religious organizations, businesses, government, etc.)
Event Time Line
Pre-Event Set Up	(time you need to get in the door to start your set up)
Pre-Reception Start	(time you expect people to start taking part in a pre-event reception)
Pre-Reception End	(time your pre-event reception is over)
Doors Open	(time you would like people to be able to get in the building)
House Open	(time you would like to people to be able to get into the seating area)
Event Start	(time your event begins)
Break	(time you expect to take an break)
Event Resumes	(time you expect to resume after break)
Event Ends	(time your event ends)
Q&A	(duration of a question and answer period following your event)
Post Reception Start	(time you expect people to start taking part in a post event reception)
Post-Reception End	(time your post event reception is over)
Post Event Strike	(time you will begin clean up and removal of your supplies, equipment etc.)
Physical Plant Needs	Number
pre-show	Tables Chairs Podiums Easels/Flip Charts Flags/Banners Exterior Directional Signs Decorative Plants Tents Other
post show	(ie cleaning, table removal)
Room set-up	(describe how you would like the room set-up)
Media Setup	Number
	Projectors
	Laptop Computers
	Screens
	Microphones (lapel, hand-held, etc)
	TVs
	Speakers
	Video Cameras
	Electrical Requirments
	Other
Copying
Will you need material copied?	Yes No
Material presentation	(describe how you would like the materials to be collated, i.e. stapled, in folders, in binders, etc.)
Will evaluations be needed/Given?	Yes No
Catering	* Catering will increase participants fee for the event.
Catered event?	Yes No
	(describe what kind of food you would like at the event and when)