Office of Engagement and University Events

Freshman Convocation The Office of Engagement and University Events manages over 250 events of various types each year. Our primary focus is on the president's entertaining schedule and other major university events, although we work with many campus departments to help develop, implement, and support Indiana University of Pennsylvania events.

In order to define our office more clearly and clarify who we are to the IUP community, we offer the following explanations. We have taken all events in which we have played a role and divided them into one of the categories listed below.

Event Types

Presidential Event

The President has initiated the event and defines the event.

Examples include Faculty Forum, Opening of the Academic Year and Reception, President’s Box at football games, lunches/dinners hosted by the President, President’s Holiday Party for his staff.

Role of Office of Engagement and 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

It is a university-wide event whose target audience encompasses many cross sections of the university community and external audiences. The President is in attendance or is a major participant of the event.

Examples include Family Weekend, ribbon-cutting ceremonies, groundbreaking ceremonies, naming ceremonies, open houses, Council of Trustees meetings, Crimson Huddles, pre-basketball receptions, Commencement and receptions, Freshman Convocation, faculty receptions, welcome receptions, Service Awards Luncheon, 9/11 Ceremony, Distinguished Alumni Gala, Celebration of Philanthropy, Volunteer Appreciation Breakfast, Athletics Hall of Fame.

Role of Office of Engagement and University Events: On-site expertise. Responsible for much of the event, including invitations, food arrangements, music, flowers, etc. Often will be part of a committee effort.

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. The President may be paying for his part in the event.

University Event

It is a university event that is smaller in scope and the target audience is a more defined group. The President is/is not in attendance.

Examples include Museum Gala, search committees, Homecoming Weekend, New Faculty Orientation Luncheon.

Role of Office of Engagement and University Events: The Engagement and University Events Office can make recommendations in an advisory capacity, but are not responsible for the total event. Not necessary for on-site expertise (at the discretion of the Engagement and University 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 Engagement and University Events has been asked to oversee or make recommendations, often because the President will be in attendance.

Examples include Rotary Club reception/dinner, Leader’s Circle (President’s Medal of Distinction), Senator Pittman Event, US Naturalization Ceremony.

Role of Office of Engagement and University Events: The Engagement and University Events Office makes recommendations. Not necessary for on-site expertise (at the discretion of the Engagement and University Events Office).

Funding: It should be a direct bill/private pay to the responsible person/group.