Scheduling Special Events

Introduction

Date of Last Review 06/07/2011
SME: Director of Public Information & Education

This topic explains how to schedule special events.

Definition: special events

Special events include, but are not limited to, the following:

Fund-raisers (also see Solicitation Policy)

Dedications

Acknowledgment plaques

Ceremonies in recognition of gifts and donated goods or services

	Telethons
	Community Relations Events

Solicitation

All fundraising special events should follow the guidelines established in the Solicitation Activities topic.

Reference: Solicitation on Campus HOOPS 2.05

Special event proposal

Special events proposals should include the following plans and recommendations:

Media

Advertisement

Publicity

Scheduling calendar

The Public Information and Education (PIE) Department maintains a scheduling calendar of all external special events held at or sponsored by UTHCPC.

Reasons: To assist in scheduling events and avoiding conflicts for UTHCPC events.

Scheduling process

This table describes the process for scheduling a special event:

Stage	Description
1	The originating department contacts the PIE Department to select a date for the event. Events Long-range or short-term goals of the UT-Houston Development Office
2	The originating and PIE departments complete a special event proposal.
3	The originating and PIE departments submit the special event proposal to the Administrator and Executive Director.
4	The Administrator and Executive Director review the proposal.
5	The Administrator and Executive Director use this table to determine what happens next: WHEN the Administrator and Executive Director... THEN the Administrator and Executive Director... Approve the proposal Submit the proposal to the UT-Houston Development Office Deny the proposal Return the proposal to the originating and PIE departments
6	The UT-Houston Development Office reviews the proposal.
7	The UT-Houston Development Office use this table to determine what happens next: WHEN the UT-Houston Development Office ... THEN the UT-Houston Development Office... Approve the proposal Return the proposal to the originating and PIE departments Deny the proposal Return the proposal to the originating and PIE departments
8	The originating and PIE departments coordinate specific department activities.

References

Planning Other Events and Seminars

Related standards

Related to regulatory standards

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