Event Resources

The Spartan Reservation System can be used by students, staff, and faculty to request rooms, event venues, and various services in a majority of buildings located at Case Western Reserve University. Users should be aware that they need to confirm details like technology, floor plans, and catering with the appropriate space administrator, and these follow-up procedures vary depending on the booking rules and requirements enforced by different administrators across campus.

Academic Buildings & Classrooms

Classroom spaces are designed for learning, providing a structured and organized setting. Many are already equipped with audiovisual equipment, have fixed seating arrangements, and often come in a variety of room sizes to accommodate your attendees. These can be great options for:

• Presentations
• Workshops & training sessions
• Educational seminars
• Lectures
• Tutoring sessions

Classroom reservations for spaces managed by the University Registrar must be submitted by 12:00 p.m. at least one business day in advance. Reservations can only be made through the end of the current semester.

Other spaces within the academic buildings on campus can also be reserved for meetings and events. Because these facilities host classes during the week, most room reservations can only be accommodated after 5:00PM and on weekends. Please be aware that while these spaces might be a great option, event planning services are often not included, necessitating all arrangements to be coordinated by the meeting or event organizer. These spaces include:

• Mandel School of Applied Social Sciences
• Samson Pavilion
• School of Law
• School of Medicine

Non-academic Event Spaces

A diverse range of event spaces exist across campus that can accommodate meetings, conferences, film screenings, concerts, and various other events. Reservation requests for these spaces must be made at least two days in advance, with bookings accepted up to a year ahead. It is important to note that while room reservations can be made with two-days notice, additional services typically associated with events, such as catering, custodial services, and audiovisual/technology support, may require more advanced planning.

These non-academic event spaces are managed by the following departments:

• Alumni Relations
• Customer Service
• Health Education Campus Operations
• Mandel School of Applied Social Sciences
• School of Law
• School of Medicine
• Sears think[box]
• Student Centers
• Tinkham Veale University Center
• University Housing
• Weatherhead School of Management (WSOM)
• Veale Convocation, Recreation, and Athletic Center

For a complete list of buildings that can accommodate non-academic room reservations check out the Spartan Reservation System.

Audio/visual support refers to the technical assistance provided for sound, lighting, and visual presentation equipment during events. It is crucial for ensuring that presentations, speeches, videos, and other multimedia elements are effectively delivered to the audience. Without proper audio/visual support, the flow of the event can be disrupted and diminish the overall experience for attendees

From classroom and meeting room support to large scale events, lectures, and meetings MediaVision is available to provide a wide array of equipment, personnel, and technical services, including professional production services. If you are unsure of your technical needs, MediaVision is available for event consultation meetings.

Submit a MediaVision Order form at least 30 days prior to your event and someone will reach out to you with more information.

Catering and menu support involves providing food and beverage services for events, including menu planning, preparation, and serving. Bon Appetit is the university’s food service provider and highly recommended for all on-campus catered functions. In certain facilities, like the Tinkham Veale University Center, Bon Appetit holds the exclusive contract as the designated food service provider.

There may be times when your event needs to be catered by someone different and for those occasions, CWRU has provided a list of all preferred caterers who have been approved to cater special events on campus. Use of these preferred caterers is required for events of $500 or more when paid with University funds.

The University values and encourages an alcohol-free environment, but recognizes that alcoholic beverages may be available at some campus activities. When an event includes alcohol, the requester must contact the Office of General Counsel at least 30 days in advance for specific licensing requirements. Prior to hosting an event where students will be present, a CWRU Alcohol Use form must be completed. You will likely need security presence at the event, so be sure to communicate with CWRU’s Division of Public Safety to understand the necessary protocols and requirements.

The CWRU Office of General Counsel has prepared a flowchart to aid in the alcohol approval process.

This process can be confusing and cumbersome; when in doubt simply contact the Division of Student Affairs with your questions and someone will guide you through the process.

Campus Services provides parking for special events, which is typically restricted to after-business hours in university-owned lots. Availability will vary depending on time, date, and location.

All requests for special event parking, including the Health Education Campus Samson Pavilion and Dental Clinic, must be made using the CWRU online request form and submitted no later than 30-days before the event.

Departments can also purchase “chaser tickets” or validations for visitors to campus. These chaser tickets are only valid in the CWRU visitor parking garages and the Cleveland Clinic JJ Garage.

Event planners have a duty of care to prioritize the safety and well-being of attendees and events can pose various risks: accidents, medical emergencies, security threats, and more. Hosting a safe event enhances the reputation of the department and venue and attendees are more likely to participate in events when they feel confident about their safety. Event planners should ask themselves the following questions to promote responsible event management, minimize risks, and create a positive experience for all stakeholders involved.

1. What is the expected or anticipated attendance of the event?
2. Are there any potential security risks associated with the venue or location?
3. Is there a previous history of security incidents at similar events or venues?
4. Are there any high-profile speakers, guests, or VIPs attending the event?
5. What type of event is it and what level of security is typically required for such events?
6. Are there any controversial topics or sensitive issues being addressed at the event that may attract protestors or disruptors?
7. What are the event hours and duration, and are there any particular times when security concerns may be heightened?
8. Will there be alcohol served at the event?
9. Are there any specific cultural or community considerations that should be taken into account when planning security measures?
10. Are there any specific security requirements or protocols mandated by local authorities or venue management?

Planning a safe event can seem like a daunting task. Fortunately, the CWRU Division of Public Safety is a great resource for staff to involve in the process. Whether your event is a concert, race, lecture, involves pyrotechnics, or has a high profile speaker in attendance, Public Safety will guide you through requirements and protocols. Security requests should be submitted at least 7 days prior to the event and can be done so by submitting the form on Campus Groups.

If there is an emergency during the event or anywhere on campus, call the Campus Police Emergency Number at 216-368-3333.

Thinking about furnishings and other event services is essential for event planners to create a well-organized, engaging, and memorable event that meets the needs and expectations of attendees while staying within budget and ensuring logistical efficiency. There are several options available to event organizers to fulfill event supplies and furnishing needs.

Event organizers should first start by consulting with the appropriate space administrator to understand what services are provided by the facility. Often, reservations include the use of in-house furniture and technology. Inventory will be limited and planners may need to consider contracting an outside vendor to fulfill additional furnishings. Some commons partners used across campus include:

University Movers

The University Movers provide reduced-cost moving services, event set-ups, and basic event equipment rental. The inventory is light, but includes an assortment of banquet tables, round tables, and folding chairs.

Bon Appetit

While Bon Appetit primarily handles food and beverage for events, they are also a great liaison for acquiring linens and special event equipment, such as high-top reception tables, staging, or picnic tables.

Customer Service

The Customer Service Center provides a central point of contact to assist the university community with service requests pertaining to any unit within Campus Planning and Facilities Management. Common departments providing services for events include:

• Custodial Services: Support for interior events includes trash and recycling containers, trash removal, floor coverings, and restroom services.
• Electrical Services: Whether you need to provide a dedicated circuit for your DJ, increase the number of power receptacles within a space, increase available power supply, or supply your entire outdoor event with electricity, Electrical Services should be consulted.
• Grounds Services: Support for exterior events includes trash/recycling containers, trash removal, sprinkler shut-off, water access, barricades, tent approval, and more.

Event organizers are strongly encouraged to reach out to Customer Service a minimum of 2 weeks before the scheduled activity. Services are not guaranteed for any request submitted less than 2 weeks prior to the event. Services can be requested by submitting a Special Event Service request.

Event organizers are also responsible for creating an inclusive and accessible environment that welcomes individuals with disabilities and ensures equal access to all aspects of the event. Some common accommodations include:

1. Accessible Entrances
2. Accessible Restrooms
3. Seating Accommodations
4. Assistive Listening Devices
5. Sign Language Interpreters
6. Accessible Parking
7. Braille Materials
8. Accessible Technology
9. Assistance Services

Determining the most critical accommodation depends on various factors such as specific needs of attendees, the nature of the event, and legal requirements. While all accommodations are important for promoting accessibility and inclusion, prioritizing the first five considerations ensures that individuals with disabilities can participate fully and equally in event activities, regardless of their specific needs or impairments.

Not every event will require or necessitate a script, but it can be a useful tool for programs that are formal, highly structured, or involve multiple speakers and presentations. These events often have predetermined agendas, formalities and protocol requirements that benefit from scripted content to ensure accuracy, clarity, and adherence to the event’s objectives. Some examples include:

1. Commencement Ceremonies
2. Convocations
3. Formal Dinners or Galas
4. Dedication Ceremonies
5. Conference Opening/Closing Sessions
6. Theater Productions
7. Award Ceremonies

Scripting Writing Guidelines

Have A Strong Start

Your first words and how you say them creates the event’s first impression for your attendees. Make your voice sound strong and confident, and begin by introducing yourself and welcoming guests to the event.

Deliver A Simple Message

When you’re writing your script, define the goals and purpose of what you want to say. Make sure to explain those points thoroughly one at a time, in a natural voice.

Write Like You Talk

The script should not sound like a literary work of art. It should sound like how you or the presenter speaks - sentence fragments, incomplete sentences, starting sentences with prepositions - these are all okay!

Readable Formatting

The script will be easier to read if it is written with a large text size and lots of white space. Use a bulleted list to clearly outline remarks; consider creating a new bullet for each thought.

Reviewing

Read the script out loud. Some sentences may have sounded great in your head but will sound different when you actually speak them. Go ahead and adjust or rewrite them accordingly.