Internal Event Planning Process
As student organizations and University departments plan their upcoming events, you should note the following procedures to the event planning process. Please adhere to timelines to ensure service and support for your event.
DREW UNIVERSITY USES THE SCHEDULING SOFTWARE,MAZEVO FOR ALL EVENT SCHEDULING NEEDS. PLEASE REVIEW THIS TUTORIAL TO LEARN HOW TO REQUEST AN EVENT, SETUP, AND MEDIA NEEDS.
The following steps must be completed no later than two weeks prior to your event date.
We recommend you complete these steps weeks or months in advance to ensure the spaces, event furniture, and/or additional services are available for your event.
STEP 1: VIEW THE DREW UNIVERSITY EVENTS CALENDAR (VIRTUAL AND IN-PERSON EVENTS)
View the Drew University events calendar and Mazevo Scheduling software to consider other events that may be occurring on campus. If you are planning a virtual event , you are encouraged to review these calendars as well to avoid conflicts. Department Event Planners should share or post their virtual events using the forms available on the Drew University Events Calendar page. Student Event Planners will submit their virtual events to The Path which will automatically add the event to the Drew University Events Calendar.
STEP 2: SCHEDULE A ROOM & INPUT YOUR EVENT SETUP REQUEST
Schedule a room using the University scheduling software, Mazevo.
For in-person events, reserve the event location(s) in the University scheduling software, Mazevo. This includes inputting a preliminary setup request of tables and chairs. Your event is not confirmed until you receive a confirmation email from the University Scheduler.
Students must be assigned to a Group/Club to reserve space for that group. If it’s your first time reserving a space, you will need to contact the University Scheduler, Matt Dizinno, for assignment.
Please be aware that if you are planning a campus-wide event, the location of the event must be accessible. All events must comply with the Americans with Disabilities Act guidelines.
STEP 3: FOLLOW UP WITH YOUR EVENT COORDINATOR
After receiving a confirmation email from Mazevo, you must contact your event coordinator to confirm your event setups and planning needs.
You have the ability to input all setup requests and resources in Mazevo and manage your event, however, you should always follow up with the appropriate support staff to confirm. This includes the use of event furniture (tables, chairs, podiums, etc), directional signage, and custodial support if needed.
- Student Event Planners should contact Student Activities, email@example.com.
- Department Event Planners should direct questions to Matthew Dizinno, University Scheduler and Event Manager, firstname.lastname@example.org
- If your event is in the Concert Hall (pre-approved by the Concert Hall staff), please contact email@example.com for your setup needs in conjunction with one of the above.
Please note: Neither faculty, staff, or students planning an event on campus are allowed to charge a set admission fee. The event may have an optional suggested donation, but there cannot be a mandatory charge.
STEP 4: ADDITIONAL SERVICES AND RESOURCES
To request tables, chairs, a stage, electrical, signs, etc., Request these resources directly when you book your room in Mazevo. Please work directly with your respective event coordinator after submitting your initial request for your reservation. This also includes tables needed for catering.
To request media, such as projectors/screens, sound systems, and microphones, or technician assistance, please contact the Media Resource Center (MRC@drew.edu) after you’ve input a request in Mazevo to confirm.
If you’re expecting a large number of off-campus cars and people at your event, please contact Campus Security.
To order catering, please place your order directly through Catertrax http://drew.catertrax.com/
The above services may require an account number for fees.
STEP 5: CONFIRM AND MARKET YOUR EVENT
Student Event Planners must visit The Path and submit events under their individual student organization’s Path Page. ( Note: Marketing for student events will not be approved unless the event is submitted and approved on The Path. All student events posted on The Path will be automatically added to the Drew University Events calendar page .)
Department Event Planners should share or post events using the forms available on the Drew University Events Calendar page . (Note: Events will not automatically be added to the Drew University Events Calendar page from the scheduling software.)
If you need to make any changes to your event setup or reservation requests or have any questions about the process, Student Event Planners should contact Student Activities or visit The Path. Department Event Planners should direct questions to Matt Dizinno , University Scheduler and Event Manager.