Event Planning Steps
- Step 1: Print Event Planning Checklist
- Step 2: Select Date, Time, and Location
- Step 3: Coordinate Campus Resources
- Step 4: Identify Off-Campus Vendor Needs
- Step 5: Ensure the Safety of Your Guests
- Step 6: Book Your Entertainment and CCU Ambassadors
- Step 7: Place Catering Order
- Step 8: Promote Your Event
- Step 9: Execute Event
- Step 10: Evaluate and Plan for the Future
Step 5: Ensure the Safety of Your Guests
Know Your Venue:
Learn the building and the room in which your event will take place, and ask questions about emergency exits and walk areas that guests would be directed. Discuss emergencies that would require the building to be vacated such as fires, threats, as well as situations like weather emergencies that would require everyone to remain inside. Contact the Fire Marshal, Anthony Carter at 843-349-6563 or firstname.lastname@example.org, to do a run through of the evening with a room diagram to see if there are any potential safety hazards with the setup.
Share the Information:
Train your staff and volunteers on emergency procedures so they can assist guests during an emergency. The more people you have helping, the better you can handle the emergency and take excellent care of your guests.
Use Your Resources:
- Make sure that you are signed up for CCU Alert, a state-of-the-art notification system that enables the University to send urgent information regarding emergencies, (including weather cancellation and delays) instantly and simultaneously to all registered mobile phones.
- Familiarize yourself with the University's Emergency Notification Systems, Emergency Procedures, and Emergency Contacts.
- Coordinate with the director of emergency management, Carissa Medeiros at 843-349-5088 or email@example.com, to develop your emergency and severe weather plan.
- Discuss with the committee the need for public safety. Do you have a high profile guest attending the event that would potentially need security? Do you need a police officer to assist with parking or guests crossing a busy street to get to the event? If parking is being reserved on-campus for your event, you must place a request by visiting coastal.edu/services/safety_and_security/publicsafety/ and click “Service Request” in the left-hand navigation.
- Faculty and Staff designated areas are opened after 5 p.m. and can be used for event parking.