For each event, forecast what you are likely to need and how much travel support you hope to provide. Will you want refreshments? Will you host the guest at lunch and/or dinner? Do you plan to cover airfare, hotel, ground transportation, honorarium, etc? Once we know what type of service you want to offer, we can help you estimate the costs for the event. If you will host multiple events throughout the year, you may want to establish event baselines for us to follow. For [...]
Establish one or two people who will take the lead, either for all events in a series or for each individual event. Leads should have authority to make planning and financial decisions for the group and be available by email for questions as they arise. The Lead also serves as the main host of the event and the primary contact/handler for the incoming guest.
To start planning an event or put a future event ‘on our radar,’ use the following form: Event Request Form: https://ideasandsociety.wufoo.com/forms/event-support-form/ Planning ahead helps ensure that rooms and staffing are available and that travel expenses are as low as possible. The ideal lead time is 10-12 weeks before the event. This year, we have noticed that the prime campus rooms are booked even further ahead, so advance planning is crucial. If you will host multiple events throughout the year, you may want to establish event [...]