Overview
The event planning team in Event and Classroom Management (ECM) offers a single point of access to a broad array of event services.
A dedicated event planner will work collaboratively with departmental planners, faculty, and staff in the design and implementation of an event, from budget planning to on-site management.
Our Event Planning Checklist is a tool that can be used to help keep event details and deadlines in place during the planning process. Please complete the form prior to meeting with your event planner.
How can we help with your planning?
Based on your needs, our team offers the following services:
- Preparing event budgets and estimates
- Generating online registration pages and payment processes
- Coordinating all event logistics:
- Meeting space setup and diagrams
- Tent orders and outside furniture orders
- Furniture layouts and diagrams
- Furniture orders and setup
- Technical support
- Food and beverage orders
- Communicating with Facilities, Housekeeping, Parking, Transportation, Public Safety, etc.
- Working with external vendors for:
- Florals
- Linens and decor
- Promotional items
- Accessibility accommodations
- Negotiating hotel contracts and managing bookings and deadlines
- Producing event brochures, programs, and name tags
- Providing on-site event support, both technical and administrative
- Billing, including gathering and paying all vendor invoices on your behalf, and putting together a single invoice for your event.
Please note that due to the high workload in planning and post-event billing for the University's Commencement weekend, event planners are not available to assist with the planning of events taking place between April 1 and June 15.
How to request event planning services
If you need event planning assistance, please email ecmhelp@rochester.edu and one of our event planners will be in touch with you. Your event planner will work with you on coordinating your event-related needs.
In order to receive event planner assistance, reservations must be made a minimum of 60 days in advance.
If you don't need a planner but still have technology or furniture requests, you can email ecmhelp@rochester.edu for assistance.
In order to receive technical and furniture support, reservations must be made a minimum of two weeks in advance. For larger events, such as conferences and performances, reservations must be made a minimum of 30 days in advance.
Events that the ECM event planning team is involved in
- Planning and management of the Commencement ceremony and graduation ceremonies for Eastman School of Music, School of Medicine and Dentistry, School of Nursing, Simon Business School, Warner School of Education, and Doctoral and Master degree ceremonies at Kodak Hall at Eastman Theatre
- Event planning and technology support for all graduation ceremonies on River Campus and the Bloch Alumni and Advancement Center
- Presidential inaugurations
- Investitures of University leadership
- Welcome Week activities
- Convocation ceremony
- Institute of Optics’ bi-annual Industrial Associates Symposium
- Laboratory for Laser Energetics events
- Government Relations events