This information is intended as a guide for colleges and other units that are planning university events such as groundbreakings, new building dedications, major press events or announcements, donor appreciation events or naming of buildings and programs.

Below, you will find information on how to plan a university event, how to get your event on the Chancellor’s schedule (if appropriate), how to invite elected officials, how to establish your budget, how to create support materials, and how to prepare the venue. A checklist for managing the many details of event planning and management is also included.

Events are an important component in the university’s communications efforts. If you would like the Chancellor to participate in your event, you should begin by filling out the Chancellor participation online request form well before the event is scheduled. This form will be sent to the Office of Public Affairs, and will be reviewed by the Vice Chancellor for Advancement, who will make a recommendation on the Chancellor’s participation. Public Affairs will then work with the sponsoring unit and the Chancellor’s office staff to place the event on the chancellor’s calendar once approved.

If the Chancellor is participating in your event, a representative from Public Affairs must serve on the planning committee to offer assistance and to ensure that university protocols are followed, that the proper officials are invited, and that there is coordination of publicity/media coverage of the event. In addition, all collateral materials, such as invitations and programs, must be approved by Public Affairs in consultation with the Chancellor’s Office. Public Affairs can also provide the planning group with other resources and vendor lists that may be needed in the course of event planning.

What constitutes an institutional event?

• Chancellor’s office initiates the invitation or the Chancellor will speak at the event, or
• Invitation list includes VIPs such as the governor, state or federal officials, UNC System president, Board of Governors or Board of Trustees members.

Several events such as the Founders’ Day celebration, State of NC State address, campaign kickoffs or closings and Chancellor installations are handled centrally through the Public Affairs office, usually with participation of colleges and other units on the planning committee.

Process for Inviting VIPs

Public Affairs will assist in determining the list of VIPs that are appropriate for major events that involve the Chancellor. If the UNC System president, state and federal officials or Board of Trustees members are to be invited to the event, the Chancellor’s office should extend the invitations.

This guide was updated February 2008. Suggestions for improvement may be sent to lauren_gregg@ncsu.edu

Planning an institutional event

Event planners should use the following guides in planning their event. Guides included on this website are:

• Timeline / Checklist
• Planning Group
• Funding and Budget
• Invitations
• Program
• Venue
• Food and Beverage Service
• Publicity
• Campus Resources