Introduction

Major events at North Carolina Agricultural and Technical State University are those occasions in which the University takes time to pause, celebrate and announce its latest accomplishments.

These events include, but are not limited to:

• groundbreakings, announcements
• ribbon-cuttings and dedications
• receptions, banquets and galas
• private and public conferences, seminars and workshops
• promotional and marketing campaigns.

The University uses this powerful tool of communication to welcome alumni, business partners, donors, community leaders, students, media and the community at large. These services in turn continue to build good will, re-enhance relationships and showcase progress.

N.C. A&T major events have also acted as a red carpet for potential donors, business partnerships and prospective students. Whether massive in scope or private and appealing, university events seek to display the institutions image, goals and mission – with the ultimate goal of leaving a lasting impression with targeted audiences.

The University Relations Public Relations Coordinator plays a crucial role in orchestrating major events by providing event planning, marketing and publicity, budget proposals, timelines and the overall execution of every detail required for success. The coordinator also serves as a liaison between the event committee and key administrators.

Policy and Procedures

The goal of the Public Relations Coordinator at North Carolina A&T State University is to continue providing proper research, communication and implementation, so that major events can be some of the most effective, creative, and enjoyable components of a comprehensive university advancement plan.

The Public Relations Coordinator works with other university/campus departments in the execution and completion of its assignments, including, University Events Center, Parking and Police Services, Catering Services, the Facilities division and outside vendors.

Standard practices for a university sponsored event include: reserving room/building or space requirements; requesting parking/police services for security and safety; requesting a university nurse per event; and requesting services from the facilities division for room/space set up which may include, hauling, housekeeping, carpentry and overall expertise for specific tasks.

Procedures:

1. Requestor will contact the University Relations office to request a Major Events Request for Service Form.
2. The form is then emailed or faxed by University Relations and must be returned to the University Relations office by requestor.
3. University Relations will email/fax notification of service in the form of a denied or accepted. If request for service is denied an explanation will accompany it.
4. If request for service is approved, the Public Relations Coordinator will initiate a meeting with requestor to discuss event goals/objectives, feasibility and logistical needs. This meeting will also generate an event date (if not already secured) and initialize reservation request form via University Events Center.
5. A committee will be formed that will include the participation of key departments who have primary roles in university events. This will include, but are not limited to:
   
   1. Facilities
   2. Parking and Police Services
   3. Catering services (Sodexho)
   4. Administrative or Department/Division Representative
   5. University Events Center
   6. And University Relations.
      
6. The Public Relations Coordinator will act as committee chair, unless otherwise instructed by university administration.
7. Committees will meet at interval times, depending on event date. Example: If event planning timeline is 8-12 months away, committee will meet once a month. 2-7 months = twice a month meeting, one month = weekly meeting. Meeting times will be provided to committee members in advance.
8. Committee members will be given scope of task and assume responsibility in area of expertise.
9. Committee members will participate in one post- meeting following the event, at which time committee members will fill out and turn in an evaluation of services form.
10. All printed material produced during the course of an event will be edited by the University Relations office. Request for university photography services must be approved through University Relations office procedures.