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Organization Structure

Once you know that an event is to take place, a planning committee needs to be organized.

Committee members should have an interest in your event and should include people from across campus. (This could include food service, facilities, security, maintenance, printing, marketing, etc.) Recruitment for committee chairs, if the event is large enough to warrant this, should be done with the program elements and responsibilities in mind. The committee chairs should be allowed to select members of their committees. Again, timing is an issue, and committees need adequate time to prepare and plan.

  • Who should be involved in the planning process? 
  • Who should be involved with the final decisions? 
  • Do you need a campuswide steering committee?
  • What is my event defined as?

Presidential event

The president has initiated the event and defines the event.

Examples include Faculty Forum, Holiday Cards, dinners at the Executive Residence, private lunches and dinners in the Suite, PSAN, Presidential Retreats, State of the University Address, PAAC, all of President Driscoll’s events

Role of Office of University Events:

  • On-site expertise
  • Responsible for the full scope of the event

Funding:

  • The President’s Office pays for the event.

Major university event

A universitywide event whose target audience encompasses many cross sections of the university community. The president is in attendance or is a major participant of the event.

Examples include the brunch for Family Weekend, Hilda Richards Award Presentation, Punxsutawney Ribbon Cutting, Monroeville Open House, Holiday Tree Lighting, Holiday Open House, IRCC Meetings, Council of Trustees Meetings, Crimson Huddle, December Commencement Reception, New Faculty Orientation, Freshman Convocation, Faculty Receptions, Welcome Receptions

Role of Office of University Events:

  • On-site expertise
  • Responsible for much of the event: including invitations, food arrangements, music, flowers, etc. 

Funding: 

  • Procuring funds for the event is the responsibility of the sponsoring unit or department. Request for funding support from the president may be requested through the appropriate channels. 

University event

It is a university event that is smaller in scope than a universitywide event (see above), and the target audience is a more defined group of individuals. The president is/is not in attendance.

Examples include Cogswell Rededication, Museum Gala, Search Committees, Foundation Events, Women’s Consortium Reception, Alumni Cornfest, NCATE Celebration, Senator White event, AAC Meeting, McNairs Scholarship Event, Alumni Reunion Weekend, ECOB Business Day

Role of Office of University Events:

  • The University Events Office can make recommendations in an advisory capacity, but not responsible for the total event.
  • Not necessary for on-site expertise (at the discretion of the Events Office)

Funding:

  • Procuring funds for the event is the responsibility of the sponsoring unit or department
  • Request for funding support from the president may be requested through the proper channels

Community-sponsored event

Not a university event, but the Office of University Events has been asked to oversee or make recommendations, often because the president will be in attendance.

Examples include Rotary Club Reception/Dinner, Dana Henry’s workshops, Jimmy Stewart Museum Gala, IUP Women’s Club events, Chamber of Commerce After Hours, Leaders Circle (President’s Medal of Distinction)

Role of Office of University Events:

  • The University Events Office makes recommendations
  • Not necessary for on-site expertise (at the discretion of the events office)

Funding:

  • It should be a direct bill/private pay to the responsible person/group
  • Office of University Events
  • Sutton Hall, Room 230
    1011 South Drive
    Indiana, PA 15705
  • Phone: 724-357-2145
  • Fax: 724-357-3121
  • Office Hours
  • Monday through Friday
  • 8:00 a.m. – 4:30 p.m.