Logistics/Setup/Timeline/checklist
This event will take place September 5th, 2014 at 10:00am CST and will be outside the back entrance of Downing Student Union (DSU) formerly referred to as DUC. The speaker’s podium will be placed on the top step landing and all VIP guests and/or speakers at this event will be seated in chairs behind and to the left and right of the podium. Guest seating for the event will be in the concrete and grassy area facing the back entrance and podium. We will set up two sets of 5 rows of 8 chairs, for a total of 80 seats, with a center aisle for ease of access and use ushers to help guide attendees to seating areas. We will have an additional 20 chairs close by and available if needed for additional guest seating, additionally since this is an outside event, standing areas will be to the left, right and behind the seated guest area. Security and volunteers will be placed at back doors of DSU and to the left and right of the podium and VIP seating area to direct anyone trying to walk in this area during the event.
We will set up two tables inside of DSU for attendees to sign up for tours of the facility after the formal speaking part of the event has concluded. Tours will be done by DSU staff members and volunteers who are familiar with the facility. There will also be two tables set up inside DSU with light refreshments and finger foods as snacks after the event and will be staffed by WKU catering and event staff.
Parking and traffic control will be done by WKU staff. We will dedicate the parking structure in the Diddle arena parking lot for parking and the meter parking in front of Minton Hall as VIP parking. WKU faculty, staff and students will be informed via email of the changes. Event staff will be on site to help with parking and ushering persons to the event area. Staff will remain onsite for exit strategy of guests and traffic and pedestrian control until approximately 1:00pm CST.
Day of event
Report time will be 8:00am CST for all staffers for event. Facility maintenance and housekeeping will be responsible for cleanliness and preparedness of building, additionally all departments housed within DSU will do self evaluation and preparedness for potential guest tours. WKU groundskeepers and landscape crew will do inspection of area to clean up any potential issues prior to the event. WKU event staffers and volunteers will coordinate setup of podium and chairs outside of DSU and make sure all items are clean of debris. WKU Communications Technologies department will be onsite to setup, test and support audio for the event. Parking and traffic/pedestrian control will be onsite to be sure WKU faculty, staff, and students are not parking in dedicated areas and that event attendees are being informed of correct parking procedures and directed to event area. Security and EMT staff will report at 9:30am CST and will coordinate with the appropriate event leader of their assignments.
After the event speakers have concluded and guests have left the podium and seating areas, breakdown can begin for these areas. WKU Communications will break down and pack audio equipment, WKU event staffers will pack up podium and chairs outside of DSU, WKU groundskeepers and landscape crew will do a sweep of any trash left behind or other issues from guest seating area. Parking and traffic/pedestrian control staff will remain on until 1:00pm CST or otherwise told by the event area leader. Inside DSU, tables for tour sign ups and light refreshment areas will be broke down and put away by WKU event staffers. Facility maintenance and housekeeping will do a sweep of facility for