[jpelletier]

Hi Katie-
The event confirmations we send out indicate the need for a response from the client within 15 days of the confirmation being sent, otherwise they risk their space not being held and offered to another client.

If their request comes in within 15 days of the event date, or if their request date is bumping up against catering or labor scheduling deadlines, our reservations team makes adjustments to the “let me know by” date.

The reservations team uses a spreadsheet to track what responses might be due on any given day, so they can follow-up with a last-chance date or a notice the space is being released.

Of course as is the case with most venues, we have clients we make exceptions for, and clients who may think they are above the law and not subject to the confines of the space-time continuum. And more than a few who haven’t located the “reply” button on their email.

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Jeff Pelletier, MA, MBOE, LSSBB
Ohio Union Director
The Ohio State University
Columbus, OH
614-292-3290
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Original Message:
Sent: 12-12-2023 12:58
From: Katie Beaulieu
Subject: Event Planning Policies

All,

We’ve been asked by university leadership to have a new policy to essentially require event organizers to be more planful. Does anyone have a policy to cancel events when the organizer is unresponsive? Or to deny requests for late changes? In general we ask clients to confirm details a week out, but since we don’t print paperwork we are typically more likely to say yes. We’re basically being asked to say no more often, and of course hold event organizers accountable and help them learn to be more organized.

Thank you,
Katie

——————————
Katie Beaulieu
Director, Student Center & Campus Reservations
Wayne State University
Detroit MI
(313) 577-0077
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[Amy Lee]

Hi Katie,

We had a similar problem on our campus, after chatting with our Catering Department, who also had the same troubles, we worked with our Human Resources office to develop a once a semester program.? It’s part of a program for Administrative Assistants, many of whom are new to the University but who are often “dumped” with the task of reserving rooms and picking out Catering menus. (New person gets the bad job!)? We usually hold a lunch or a reception, fairly early in the semester so that they can learn early.? Catering will showcase their seasonal menu items, the Chef will be present and talk about the menu items and then while they are eating we give them Event Booking 101, we have a presentation (with back up printed material) concerning how to book space on campus, what are the options, who do they talk to and contact information. We go a little more in depth for the areas we book, which are the Union and two other buildings.? We go over common room set ups, information that we need and why we need it and we also have a time line of event management.? The cost is covered partially by HR as part of a professional development program and partially by the department of the person attending.? We found it really helped in getting? both room set up and catering information in a timely manner and in a fun way.? We found a lot of misconceptions on the process – an example was confusion over room set up and catering final counts, fear of asking for a certain style of set up or fear of failing in front of their supervisor. It was a win- win situation in that Catering could do a little upselling or showcase new items and menus and we were able to develop relationships with the people who do the majority of departmental bookings.? ?We think that by meeting us in person they were less afraid to ask questions so we received information earlier. With recent budget concerns we will probably only do this once a year or less, depending on hiring.?

We understand that last minute events can occur and try to work with people when possible but we do say no if the request is to crazy, by developing the relationships with our customers we have also noticed that they are more willing to work with us in releasing space in a more timely manner or working with other departments when needed.

For the student groups we have a Presidents meeting at the beginning of each semester and go over booking information similar to the professional staff but without the Catering.

With either group, we have reminders and if we don’t receive timely information usually just the threat of cancelling the event works.??

External groups usually have to pay a deposit, so problems there are pretty minimal.

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Amy Lee
Assistant Director
University of Dayton
Dayton, OH
937-229-3352
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——————————————-
Original Message:
Sent: 12-12-2023 12:58
From: Katie Beaulieu
Subject: Event Planning Policies

All,

We’ve been asked by university leadership to have a new policy to essentially require event organizers to be more planful. Does anyone have a policy to cancel events when the organizer is unresponsive? Or to deny requests for late changes? In general we ask clients to confirm details a week out, but since we don’t print paperwork we are typically more likely to say yes. We’re basically being asked to say no more often, and of course hold event organizers accountable and help them learn to be more organized.

Thank you,
Katie

——————————
Katie Beaulieu
Director, Student Center & Campus Reservations
Wayne State University
Detroit MI
(313) 577-0077
——————————

[Jacob Mendel]

Hi Katie,

I work in event management outside of a student center in an “everything else” kind of office.? We require 3 business days for changes/ or cancellations.? Ideally, we have all event details prior to that and cancel if not.? In practice, we often accommodate a variety of last minute requests.??

Our general workflow

1. Online request 4 days to about 6 months in advance.? We set these policies in our software.??
2. We email a response with a few questions about the event and general policies and a deadline for a response.? If possible this deadline is about a week prior to the event.? We try to send this email shortly after the request.? When we are busy, we often actually send it about two weeks ahead of the event.??
3. The client responds by the deadline or at least 3 days prior to the event.? With no response, we provide one follow up email (call, if urgent) and then cancel the event.??
4. We confirm the event and send a confirmation email.
5. Operations opens the room and setups furniture.
6. Billing bills the event.??

——————————
Jacob Mendel
Assistant Director, Event Management Services
Georgetown University
Washington DC
(202) 687-3726
——————————
——————————————-
Original Message:
Sent: 12-12-2023 12:58
From: Katie Beaulieu
Subject: Event Planning Policies

All,

We’ve been asked by university leadership to have a new policy to essentially require event organizers to be more planful. Does anyone have a policy to cancel events when the organizer is unresponsive? Or to deny requests for late changes? In general we ask clients to confirm details a week out, but since we?don’t print paperwork we are typically more likely to say yes. We’re basically being asked to say no more often, and of course hold event organizers accountable and help them learn to be more organized.

Thank you,
Katie

——————————
Katie Beaulieu
Director, Student Center & Campus Reservations
Wayne State University
Detroit MI
(313) 577-0077
——————————