Event Planning 101
CES hosted a virtual session of Event Planning 101 on Thursday, January 14th 2021. While nothing will replace our annual gathering, we are glad we were able to come together in a virtual space. We recorded the session and have posted all three panels below.
- Panel 1
Eric Hamblin - Conference and Event Services
Nick Robinson - Campus Support Services
David Hopkins - Instructional Support Services
Lindsay Hanson - Performing Arts Services
Marguerite Vera - Venue Services
David Burden - Communications
Julie Clack - Communications
Andrew Dudley - EMS
- Panel 2
Lisa Nicolaison - Office of Sustainability
Susan Godfrey - Group Travel
Praveen Rajasekaran - Transportation and Parking Services
Liz Erickson - Disability Services
Missy McGinn - Risk Management
Kelly States - Environmental Health and Safety
- Panel 3
Tony Morreale - Print and Mail Services
Scott Loh - Fire Marshall
Duncan Harrison - Department of Public Safety
Kevin Creegan - Department of Public Safety
Dwayne Woodbury - Control Center (CSCS)
Rob Staudt - Facilities Grounds and Building Maintenance
Tom McLaughlin - Facilities Site Protection
Twyla Seward - Facilities Building Services
The sudden transition to working from home was a jarring time for the Princeton University Event Community. Recognizing the need to keep communications channels open between event planners, the Conference and Event Services team began holding webinars to share news and ideas. As our community has grown we have increased our content, offering webinars on a variety of aspects of virtual events. Recordings of each webinar have been posted below in chronological order.
- Event Planner Check In - April 8th, 2020
- Planning Your Virtual Event - April 15th, 2020
- Virtual Event Registration - April 29th, 2020
Representatives from the Princeton Entrepreneurship Council joined us to discuss how they use Eventbrite to invite and track event attendees as well as how they have integrated the system with Zoom.
- Minors Policy and Virtual Events - May 6th, 2020
Learn about the Supplemental Guidance to the Policy for Programs Involving Minors and discuss the best practices for hosting virtual events with minors.
- Virtual Class Day and Year End Activities - May 8th, 2020
Class Day was a highly requested topic and we’re excited to bring everyone together to discuss their plans. Representatives from ODUS and the Office of the Presidentwill update the community on the official University plans for Commencement and Class Day. We will then hear from representatives from Anthropology and the Pace Center about how they are moving elements of their department Class Days online. Our goal is to have a discussion where departments, programs and centers can ask for ideas and share some of their own plans.
- Zoom Tips and Tricks! - May 27th, 2020
We take a deeper dive into the behind the scenes of Zoom as well as provide tips for looking your best on camera.
- Multi Day and Complex Virtual Events - June 3rd, 2020
Our colleagues from the Graduate School will join us to discuss their recent GradFUTURES Virtual Forum. Learn about how they transitioned an in person event into online programming. We will discuss adapting your event, marketing it and collecting the right data to learn from it. Our goal for this webinar is to move past thinking about virtual events as a temporary band aid and to start thinking about how we, as event planners, can use this opportunity to create dynamic events and content for our departments.
- Event Planner Summer Check In - June 10th, 2020
We made it to Summer! What's next? Join the Conference and Event Services team for an interactive discussion about where we are as an event planning community and what our next steps are. We will provide updates about discussions that have been taking place regarding events for the academic year, highlight how CES can be a resource for your department moving forward and engage in conversation about how you are doing and what you are working on.
- Fall Planning Webinar - July 8th, 2020
- Accessible Online Meetings and Events - August 12th, 2020
Representatives from the Office of Disability Services and the Office of Information Technology led this webinar focusing on making your virtual meetings and events accessible to all. Learn about the University's commitment to digital accessibility along with the features of virtual conferencing systems that you should be using and tips for presenters.
- Coordinating Calendaring and Virtual Events for Fall 2020 - August 19th, 2020
Representatives from the Office of Wintersession and Campus Engagement joined us to discuss student focused programming for your virtual events. The OWCE staff and a Virtual Community Building Programming working group have carefully thought out the best practices for engaging students as we move to a virtual campus this fall. Judy and Leanna will present these ideas along with their new Virtual Programming Calendar that will allow you to browse and share virtual events and programs for undergraduate and graduate students.
- Gatherings Policy for Fall 2020 - August 28th, 2020
The official University Policy for Indoor and Outdoor Gatherings, Meetings and Events (Gatherings Policy) was released on 8/24/20. This webinar is for members of the campus Event Planning Community in order to go over the policy, the new submission process and what it means for both previously scheduled and future room reservations.
- Zoom Tips and Tricks II - September 16th, 2020
We are bringing back one of our most popular webinars. We will take a deeper dive into the behind the scenes of Zoom as well as provide tips for looking your best on camera. Nick Robinson from Campus Support Services will be joined by Kris Kauker and Pete Nowak from Instructional Support Services to present and take questions.
- COVID-19 and Sustainable Events - September 23rd, 2020
Do you feel like you're getting mixed messages about how to stay safe AND be sustainable when planning your events during the pandemic? Lisa Nicolaison, Engagement and Communications Coordinator from the Office of Sustainability will join us to discuss best practices for holding smart, sustainable events both virtually and in person, as well as share a number of resources that Office of Sustainability has compiled to help support you as you navigate challenges related to sustainability and COVID-19 at this moment in time.
- Social Media and Virtual Events - September 30th, 2020
Jessica Leontarakis and Maddy Pryor from the Princeton Social Media Team will join us for a webinar about how to use social media to advertise and amplify virtual events. Jessica and Maddy will share best practices for promoting your event on social media, share a list of University communication outlets, discuss how to partner with the Princeton Social Media team to stream your event and more.
- Reunions Recap - October 7th, 2020
Our colleagues from the Alumni Engagement Team will join us to discuss how they moved Princeton Reunions online for 2020! The team will break down how they restructured classic Princeton events and moved them virtually (including the P-Rade!) Learn about the planning process, the communications they devised and the lessons learned. If Reunions can be moved virtually, anything is possible!
- Intro to Canva - November 11th, 2020
Victoria Pedata, Social Media Coordinator in the Office of Communications, will lead this session giving an overview of Canva. Canva is a free, web based program that allows for user friendly graphic design. Learn how to make posters and graphics to elevate your events.
- Celebrating Virtually - November 18th, 2020
The Conference and Event Services Team will lead this festive session focused on celebrating with your coworkers. We will cover retirements, holiday parties and other ways your team can celebrate virtually. We will share some thoughts and best practices of our own and encourage you to come prepared to share your own ideas.
- Print and Mail Services - March 24th, 2021
Princeton University is lucky to have an in-house department for all of our printing and mailing needs. Tony Morreale, Director of Print and Mail Services, and Darcy Cotten, Manager of the Digital Print Center, will join us to discuss all of their operations including design services, print services and mail & package services.
- Class Day and ISS Support - March 30th, 2021
Class Day will be here before we know it! David Hopkins, Associate Director, and his team from Instructional Support Services will be presenting ideas to start your planning. Learn about the services that ISS offers as well as best practices for hosting your own event.
- Introduction to Customer Service and The Service Point - April 7th, 2021
Come learn about The Service Point, University Services’ new customer service center for housing, parking, Tigercard and related needs. Chris Lentz, Director of Customer Experience, and Michelle Brown, Customer Service Center Manager, will join us to talk about University Services’ customer service vision as well as the services offered by the Service Point Team.
- Transportation and Parking Services - June 9th, 2021
Charlie Tennyson, Director, Praveen Rajasekaran, Enforcement and Events Parking Manager, and Amanda Stevens, Commute Options Manager, will join us to discuss what has been happening in the world of Transportation and Parking Services while we have been off campus. Learn about the best parking strategies for your events, what parking lots will be changing and about new and upcoming changes to shuttle services.
- Introduction to AV Services - June 23rd, 2021
Have you heard the news? Instructional Support Services is now AV Services. Nick Robinson, Executive Director of Campus Support Services, and members of his team will join us to explain the new service focus and the great ways that it will benefit the event planning community.