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Lectures and Performances

Below are various questions/issues you may need to consider in planning a lecture or performance. Remember, if you are bringing a speaker of note, you should review the protocol for dignitary notification. If you are bringing a political speaker, please review University Guidelines for Political Activities.

Usher and Volunteer Management

  • How will you orient your ushers for their duties and for event logistics?  For student events it is required (and for departmental events recommended) that all event organizers, ushers/volunteers, and Public Safety officers, if applicable, meet 30 minutes before the door opens to finalize plans.
  • How will guests be able to identify ushers/volunteers?
  • It is recommended that a responsible individual be available to address issues at the door and another to organize activities inside the venue.
  • What are their duties?  Provide additional Ushers to ensure that aisles are not blocked for big events.
  • The plan to check ID’s (when/where required) and price structure, if applicable.
  • What time will doors open and close (please provide ample time for people to be seated between doors opening and the start of the program)?
  • Do you expect a line outside?  Why or why not?  If there is a line, how will you manage and organize it?
  • Ushers must remain at the doors at all times before and during the event.  Even after entry to the event closes, ushers must be available in the event of latecomers or other questions.
  • What is the Ushers role at the end of the event with assisting in the exit plan?
  • For some events, (big or controversial speakers), you will need to include a plan that ensures that no large bags or backpacks allowed and will not be allowed near the venue. (Don’t have them lying in the hall). *You will want to include this info on your advertisements.

Fire Safety and Capacity Management

  • Event Coordinator(s) must announce the location of fire exits and make the announcement in the Fire Safety Checklist; if Media Services is present, they may have a recording available; however, it is your responsibility to be sure the announcement is made.
  • Include the Fire Safety Check list in your planning
  • Maintaining capacity and keeping aisles and egresses clear are the big thing here.
  • Be sure to count how many people in your organization will be in the event and subtract this from the total capacity.  The total max capacity includes the people managing the event.
  • Provide some details of how you will ensure capacity is not exceeded.  Will you use a tally counter or tickets?  If you use tickets, what is the plan for distribution?  University Events has pr-printed tickets for some venues such as Salomon 101 and the balcony.
  • If you use a ticket system, tickets must be collected at the door (Otherwise, a person can go inside collect tickets from friends, go outside with 5 tickets in a pocket and give it out to friends that are outside).  If guests have to leave the main hall to go to the restroom, you can then give them a ticket to regain entry.

News Media

  • Will there be news media?  You will want to work with Media Relations to help you manage any media.
  • News Media, if there is any, will need to have an area (usually) in the front, on the left.  They must be told in advance that they are to remain there and not block aisles.  They cannot be set-up in aisles or egresses.

Other Logistical & Security aspects

  • Location of signage
  • Be sure that your plan for the entrance and exiting of the event ensures that you won’t interrupt classes or other venues.  *It would be prudent to check with University Events and the SAO about other scheduled events on campus.
  • Will you use tables to assist with flow into the event?  If so, how?  Ensure that they will not cause a Fire Egress concerns.  Please be sure to order any tables, etc. from Facilities.
  • What will be the speaker’s route into the building?  Often there are side door available and DPS can assist with this when/if you are working with them.  Plan to have the appropriate security measures in place.  Please note:  vehicles cannot be parked on the Green.
  • For large venues and/or controversial speakers, no large bags or backpacks are allowed and will not be allowed near the venue. (Don’t have them lying in the hall).
  • Typically you will want a room with easy access to the stage for a green room.
  • If there will be a reception, book signing, etc. associated with the event (before, during, or after), please provide the relevant information and any implications for management.
  • For large venues and/or controversial speakers, promotion needs to say “no bags or backpacks allowed”