Event, Space, & Calendar Request Form

Transcription

1 Event, Space, & Calendar Request Form Today s Date: Event Coordinator Information First Name: Last Name: Department/Organization: Telephone Number: Address: Name of Faculty Advisor, if applicable: Affiliation: Law School Event Information Event Begin Date: Event End Date: Begin Time: End Time: Event Title/Topic: Type of Event: On Campus: Yes Banquet Room/Space Requested. Please check all that apply: 3rd Floor Panza Maurer Law Library Atrium Faculty Study Other: Faculty Terrace Number of attendees: Will there be a guest speaker? Yes If so, who is the guest speaker (s)?

2 Event Description: Budget Information Have you consulted your Faculty Advisor about budget? Yes If your budget is over $100, you must submit advisor approval on this form. All cost for food, beverages, rental of furnishings and equipment if necessary, will be paid by (please provide your organization s account #: Do you need gifts for your speakers? Yes If so, how many? *Please provide 8 weeks notice for speaker gift requests Event Setup Information Policies: 1. Please select the setup you would like for your event. Setup options are organized by the setups available for the specific available event space(s). Diagrams illustrating these setups are attached to this form on pages 11 and Please review the available a-la carte add-on selections for each option and select the appropriate areas 3. The Atrium is only available for organization fair-style events and shall only be requested accordingly EVENT SPACE: 3RD FLOOR PANZA MAURER LAW LIBRARY Option 1: Classroom Style Setup Rows of conference tables with chairs down the center portion of the room with an aisle down the middle. *this specific setup allows for a maximum of 100 attendees. Please indicate amount of chairs needed: Podium with at the head of the room. Staged soft seating using current couches on either side of room: down the center Reception area to one side to include 3 tables down the center for catering and 8 inhouse high top tables. Linens for the High-Top tables. (*rental costs for linens will be incurred)

3 Round banquet tables to one side to seat up to 100 people. (*rental costs for tables, chairs and linens for will be incurred) Option 2: Auditorium Style Setup Rows of chairs down the center portion of the room with an aisle down the middle. *this specific setup allows for a maximum of 120 attendees. Please indicate amount of chairs needed: Podium with at the head of the room. Staged soft seating using current couches on either side of room: down the center Reception area to one side to include 3 tables down the center for catering and 8 in-house high top tables. Linen rentals for the High-Top tables. (*rental costs for linens will be incurred) Round banquet tables to one side to seat up to 100 people. (*rental costs for tables, chairs and linens will be incurred) Option 3: Banquet Style Setup Round banquet tables and chairs to seat 10 to a table. *rental costs for round tables, chairs and linens will be incurred. Please indicate amount of tables/chairs needed: 3-4 rectangular tables down the center or off to the side for food. Please select preference: down the center Staged soft seating using current couches on either side of room: down the center Reception setup to one side to include 3 tables down the center for catering and 8 inhouse high top tables. Linen rentals for the High-Top tables. (*rental costs for linens for this option will be incurred) Podium with at the head of the room. Option 4: Reception Style Setup 3-4 rectangular tables for catering/buffet. Please select preference: down the center 8 High-top tables around buffet table(s) perimeter. Additional High-top tables. Please indicate amount: (*rental costs for this option will be incurred) Table at the head of the room with 2-3 chairs for panelists. Please indicate how many panelist Staged soft seating using current couches on either side of room. Please select as follows: down the center Linens for the High-Top tables. (*rental costs for linens will be incurred) Podium with at the head of the room.

4 EVENT SPACE: FACULTY STUDY (ROOM 226) Option 1: Classroom Style Setup Rows of conference tables with chairs and an aisle down the middle. *this specific setup allows for a maximum of 75 attendees. Please indicate amount of chairs needed: Podium at the head of the room. 2-3 rectangular tables at the rear of the room for catering/buffet. Option 2: Auditorium Style Setup Rows of chairs with an aisle down the middle. *this specific setup allows for a maximum of 75 attendees. Please indicate amount of chairs needed: Podium at the head of the room. 2-3 rectangular tables at the rear of the room for catering/buffet. Option 3: Hollow-Square Style Setup A large square using rectangular tables. *this specific setup allows for a maximum of 50 attendees. Please indicate amount of chairs needed: Podium at the head of the room. 2-3 rectangular tables at the rear of the room for catering/buffet. Option 4: U-Shape Style Setup A large U using rectangular tables. *this specific setup allows for a maximum of 30 attendees. Please indicate amount of chairs needed: Podium at the head of the room. 2-3 rectangular tables at the rear of the room for catering/buffet.

5 Option 5: Reception Style Setup Row of tables down the center for catering/buffet. *this specific setup allows for a maximum of attendees. 8 High-top tables around buffet table(s) perimeter. 2-3 rectangular tables at the rear of the room for additional catering/buffet options. Bar on wheels Podium at the head of the room. EVENT SPACE: FACULTY TERRACE (ROOM 229) Option 1: Classroom Style Setup Rows of conference tables with chairs and an aisle down the middle. *this specific setup allows for a maximum of 50 attendees. Please indicate amount of chairs needed: Banquets on the side of the room for catering Podium at the head of the room. Option 2: Auditorium Style Setup Rows of chairs with an aisle down the middle. *this specific setup allows for a maximum of 50 attendees. Please indicate amount of chairs needed: Banquets on the side of the room for catering Podium at the head of the room. Option 3: Hollow-Square Style Setup A large square using rectangular tables. *this specific setup allows for a maximum of 35 attendees. Please indicate amount of chairs needed: Banquets on the side of the room for catering Podium at the head of the room.

6 Option 4: U-Shape Style Setup A large U using rectangular tables. *this specific setup allows for a maximum of 30 attendees. Please indicate amount of chairs needed: Banquets on the side of the room for catering Podium at the head of the room. Option 5: Reception Style Setup Row of tables down the center for catering/buffet. *this specific setup allows for a maximum of attendees. 8 High-top tables around buffet table(s) perimeter. Banquets on the side of the room for catering Podium at the head of the room. EVENT SPACE: ATRIUM Option 1: Organization Fair Style Setup Two large hollow squares, one inside the other, using 6ft tables *this specific setup allows for a maximum of 45 tables 2-3 chairs per table, facing inwards.. Podium at the head of the room.

7 Marketing Information Do you have a Marketing Budget? If yes, please indicate amount: Yes Audience. Please check all that apply Student s Faculty Alumni General Public Other: Requested Marketing. Please check all that apply Invitation Atrium PowerPoint Slide Print Brochure Photography: Marketing Team: no cost. Limited Availability Digital Brochure Directional Posters Post(s) on NSU College of Law Social Media Other: *Requested marketing material may take up to 3-5 business days. **Please attach or send by all event related images, including headshots, event photos, and/or organizational logo(s) to cthorn@nova.edu. Catering Information Policies and Procedures: 1. Catering orders can be placed through the NSU Shark Dining website: *You will need to create an account on their website to place your oder 2. Alcohol can only be served for events through NSU Catering in conjunction with their minimal ordering requirements. Please contact them directly to review their ordering policies. 3. Student Organization related events should review the "Guidelines for the Use of Alcohol at NSU Student Activities Social Events" policy prior to booking bar services for their event: policies/alcohol_guidelines.html Do you have a Catering Budget? Yes If yes, please indicate amount: What type of food service will you be providing? Please check all that apply. boxed lunch hors d'oeuvres dinner: hot buffet dessert only bar services other: dinner: sit-down CLE Accreditation by the Florida Bar Policies and Procedures: 1. The Florida Bar links application for accreditation: 9/$FILE/Continuing%20Legal%20Education%20App%20for%20Accreditation.pdf?OpenElement 2. Accreditation Standards: 14a2b3231a b2f006c6d14?OpenDocument 3. The cost for accreditation approval can change; be sure to always check online at and type accreditation in the search box 4. It can take several weeks for approval but you can request 5-day turn around for an additional fee. 5. You should send it by FedEx so you can track the shipment and delivery.

8 Parking Information Policies: 1. Limited parking is available for your guest speakers and VIP guests in the faculty/staff lot immediately in front of the Law School. All registered VIP guests must park in a Visitor or reserved space except for those that are specifically designated (i.e. Reserved for the Dean, Law Clinic Visitor s only, etc.) 2. Upon Request, parking passes can be provided for your outside attendees. Dependent on the location on campus where parking is assigned for your attendees, parking directional signs will be posted accordingly. Please provide the names of those who need VIP parking here: Please provide the amount of those outside guests that need parking passes here: Audio Visual Requests Policies and Procedures: 1. Lead time required for rooms that have in house AV equipment: Must be submitted hours prior to the start of the event (i.e. meeting start time 2:00 p.m.; request should be submitted prior to 2:00 p.m. the day before). Note: A fixed AV room is a room already integrated with Projector, screen and sound equipment. 2. Lead time required for rooms NOT equipped with AV (portable systems needed i.e. projector, laptop on a cart): Must be submitted 48 hours prior to the start of the event. Note: Portable AV equipment are utilized ONLY if a fixed video conferencing room is unavailable 3. Lead time required for AV requests including a non-nsu participant/location: Must be submitted 5 business days prior to the start of the event. This is to allow time to schedule a test, staff and to check equipment availability. In addition this allows any software needs are working properly prior to your meeting. 4. Cancellations & Changes to previous requests: For modifications or cancellations please reply to the system generated from this request form. Are you requesting an AV Technician to be present at your event? Yes If yes, please provide account #: Will you be using your own laptop or would you like to request an OIT laptop (PC only)? Own laptop Equipment/Software Neede. Please check all that apply: Projector Document Camera (Elmo) Screen Microphone DVD/Blue Ray Player Portable Speaker System (2 speakers) TV Screen/ Monitor Comments:

9 Digital Media Production Digital Media Production (DMP) directs and supports NSU faculty and staff through the creation and production of videos for DVD and the Web. Special Events Videos DMP can provide video support to your special event. From videotaping your event to producing videos for play back, let our department take care of your special event s video needs. Policies and Procedures: For scripted video projects, please contact mediaprod@nova.edu for a completion timeframe. As a general guideline, most projects take 3-4 weeks to edit upon completion of all videotaping associated with your project. All videotaping requests should be submitted at least two weeks in advance. To submit a videotaping request, please mediaprod@nova.edu. Video Release Form: Every person appearing on camera must sign a video release form, which authorizes DMP to videotape the person and use their image. A copy of the release form can be found on page 13 of this form. Event Day Logistics Reminders You should have a team ready to greet attendees at NSU Law when they arrive. Depending on the size of the event, you may need 3 or more people to help: o Someone has to check them in and direct them to the location of the event o Someone should be sure that the room is properly set up and all technology is in place and working properly and all food has been properly delivered. Be sure you have the phone and for all contact people involved in setting the event up. Additional Notes Please add any additional comments and/or requests here:

10 Submission This form should be submitted in its entirety to the Shepard Broad College of Law Building Operations Manager, Nicole Rodriguez, or in person to room 130 located in the Administration Suite. Upon approval, Mrs. Rodriguez will return this form to you by confirming the details of your event. Submitted by: Date: Date: Faculty Advisor Approval: Approval Approved Denied By: Date: Assigned Event Location: Notes:

11 Meeting Room Setups & Styles

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13 Nova Southeastern University Office of Information Technologies and Media Services Innovation Zone (IZone) 3301 College Avenue Fort Lauderdale, FL (954) GENERAL RELEASE I hereby give the unqualified right to Nova Southeastern University to take pictures and/or recordings of me and to put the finished pictures/recordings to any legitimate use without limitation or reservation. Signature: Name Printed*: Address: City: State: Zip: Project: Director: Date: *If subject is a minor under laws of state where modeling is performed: Guardian: _ Guardian: Address: City: State: Zip:

14 Required Event Exit Community Partnership Interview Policies and Procedures: 1. This form must be completed at the conclusion of all organizational events. 2. Please complete and submit this form to Jennifer Gordon within a week of the Community Project to jgordon@nova.edu. Community Partnership Community Partner The specific name of the community entity with whom NSU has an affiliation (e.g., Broward Legal Aid, Judge Robert Diaz, Ethan Wall, Esq.) Project Name/Activity (e.g., Kick For A Cause, Speaker Event, Canned Immunity Drive) NSU Shepard Broad College of Law Liaison NSU Contact (Administrator/Faculty/Staff/Advisors) Was approval given by NSU Advisor to student organization? Community Contact Name Firm/Organization Name Website Community Contact Address City State Zip Code Phone Number Type(s) of Relationship (You may choose more than one) Yes Academic Research Social Service Professional Grants Other (i.e., fundraising/donations) History Brief Description of the Specific Project Date of Project (Month/Year) Participants: Please provide an unduplicated head count for each of the categories listed. Student Organization/Law Department Name Number of Faculty Number of Staff/Administrators Please submit this exit interview within one week of your event to jgordon@nova.edu. Development Special Events/Projects

15 Number of Law Students Number of Alumni Number of Community Volunteers (Non-Students, Non-NSU) How many individuals were served? (e.g., an approximate total number of clients/others served in community program by NSU) How many transactions were there? (Visits/Training Sessions/Meetings) Did students have a leadership role? Did the community have a role in the input/planning for the identified Yes project? Evaluation Was there an evaluation component tied to the identified project? If so, please provide a brief description of the evaluation. Yes No No Not Applicable Please submit this exit interview within one week of your event to jgordon@nova.edu.