4. President’s signature and seal
Signature requests are reviewed regularly
•
Be sure to include background informa8on
•
Submit requests directly to Lisa Shrader
•
The president’s seal is reserved for use by the
•
Office of the President
5. Invita8ons and publica8ons
• Any publica8on bearing the president’s name should
be approved by the Office of the President
• Press releases, invita8ons, printed programs, printed
leIers, etc.
• All items will be reviewed by Marke8ng and
Communica8ons
• Please allow 3‐5 business days for final approval
7. Steps to submiOng a request
• Log onto events.wayne.edu by clicking add/edit and
event
• Complete the event form and select “request
president’s aIendance”
• Complete the “presiden8al request form” sec8on
and submit
• This process will send an email directly to
Devan Safford
• Be sure to provide sufficient informa8on for the
decision making process
8. Review of requests
• Requests are typically reviewed once per week
• Considera8on is given to chronological
occurrence during the review process
9. Confirma8on of requests
• The Assistant to the President will reply to
your email or you will receive a phone call
from our Lead Secretary
• At this 8me, please begin comple8ng the
briefing template
• Contact Special Events and Services
14. • Bullets or expanded topics are best. A narra8ve is
also acceptable – and, in the case of brief
programs, preferable ‐‐ if you can provide one.
• Be detailed and explicit.
• Just as you wouldn’t say, The president will give
his vision for the College of Educa7on, don’t say
the president will describe how his vision of the
university fits with the mission of the College of
Educa7on. Don’t assume the president or his
speechwriter knows the vision, mission or
anything else about your unit of WSU. Tell us.
15. • Be crea8ve; not everything has been said
before.
• Send the president’s assistant any informa8on
you think is appropriate to Dr. Noren’s role as
a par8cipant in your event.
• Our common responsibility is to make the
president look good; he represents the
university, and therefore each of us, to every
audience to which he speaks.
17. Check your facts
• Students from 76 countries at last report, not
“nearly 100.”
• $239 million in research expenditures. This makes
us one of the na8on’s top 50 universi8es for
research expenditures in Na8onal Science
Founda8on rankings.
• We have more than 235,700 living alumni.
There’s a WSU Fact Book online, and the MAC Web site
includes a Fast Facts page.
18. The five points of the president’s
vision for WSU
• Access to higher educa8on
• Economic revitaliza8on
• Graduates engaged in lifelong ci8zenship
• Resolu8on of urban stresses
• Dynamic research university
If you use these five points from previous
speeches, please edit them.
22. 1. Introduction of new staff
2. Overview of services available through Special Events
and Services
Special Events and Services website
www.specialevents.wayne.edu
Information line (313) 577-0300
3. WSU events calendar
Requesting SES assistance on an event
Steps to add on Cashnet to take payments for your
event (handout)
4. The Event Coordinating Group – we are your friend!
23. 5. What to dos and not to dos?
What to do when the President is going to be a part of your
event/meeting
What to do when someone at a VIP level; Nobel Laureate, a
governmental officer, community leader, famous author or
actor, etc., comes to campus to be a part of your event.
What to do when the doors are locked, the lights won’t turn
on, the water won’t run, the…….
What to do when you just don’t know where to start
And, please do not assume that…
6. Q&A
26. When a Need Arises
• Get a “Budget” quote
• Have a banner requisi8on completed & approved
• Fax “legible” quote to 577‐3360 or e‐mail to
purchasingdocs@wayne.edu
• Provide Detailed Specifica8ons. If you have a quote,
the Req should mirror the informa8on in the quote
(typed into item text).
• For contracted services, review any contract in full
before you send to Purchasing.
27. For Events
• Provide all the details in Item Text (who, what, when,
where, and why, and how much)
• Use the best es8mate for your Req, knowing the
figure will be adjusted for final or actual count. Do
not wait!
• No par8al PO’s for Deposits Only. PO must be fully
funded for the event.
• Do not sign any contract or other legally binding
document!
• Include any significant special
instruc8ons for Purchasing
28. Please include
• A “suggested” vendor list
– Offer any vendors you believe can perform the
work
– Purchasing may add vendors to the bid list
– For new Vendors, provide complete contact
informa8on.
31. Required Lead Time
• Banner System‐ allow one week from requisi8on crea8on to final approval
(Department’s Time)
• Purchasing Process‐ a normal 8me frame is 3 to 5 business days
• Bid Process – addi8onal 3 days.
• Printer Produc8on ‐ a “normal” print job takes about 2 weeks
• Contracts
– New Vendor – 2 weeks addi8onal (General Counsel Approval)
– Old Vendor – 2 days addi8onal (if prior contract is a mirror image)
• Prepayments or Deposits – 2 days addi8onal
32. An8cipate!
• 3 weeks from Requisi8on to Bid, to Contract,
to Purchase Order.
33. Project “DraV”
• Do the requisi8on if you know the basic
specifica8ons
• Promo8onal Items
Venue
•
Prin8ng
• • Florists
Rentals
• • Ar8sts
Transporta8on
•
34. Early Planning Advantages
• Purchasing can bid the job and/or place the
order long before your due date
– Early Vendor Solicita8on
– Final “tweaks” with selected vendor
– Banner Amendment for final changes
44. HTML Template Process
• 1 week lead 8me for base templates
2‐3 weeks lead 8me for custom template
• $300 for fully custom template (reusable)
• Send out through webmail.wayne.edu
47. Online RSVP’s
• 4‐5 days lead 8me for base RSVP
• 2 weeks lead 8me for custom RSVP
• Capabili8es
– Basic fields (single line, mul8 line, drop down,
select, mul8‐selec8on)
– Thank you page/email
– Cap on RSVP’s, Start/End Dates
– Access to RSVP list, Export to Excel
48. RSVP Cost
• Free ‐ Base RSVP
• $300 – Custom RSVP
• Created through events.wayne.edu
– AVer entering the event contact us
wcs@wayne.edu
– We have a list of ques8ons for each RSVP
• The ability to self create is coming soon
50. Payment RSVP Process
• +6 weeks lead 8me
• Internal accounts only
• First step
– Contact Special Events
– Fill out the eMarket Request form:
hIp://wayne.edu/fisops/fo_hotspot.htm
54. Goals:
• Raise the awareness and reputation of the university
Support enrollment goals
•
• Build pride among students, faculty, staff, alumni
• Support development, research and other funding initiatives
• Improve university branding
55. Brand Communications Brief:
• Key brand messages:
Aspiration, opportunity, excellence, success,
engagement
• Tonality: Bold, confident tone in copy and visuals
Proud of what and who we are; unafraid to express it
• Strategy: Facts that change minds; stories that change hearts
71. Thoughts about our brand campaign…
Integrate, coordinate, collaborate
Be bold
Create and leverage content
Balance online and offline
Be proactive
Market internally and externally
We are all brand managers
74. Upcoming Events
President's Inaugura:on ‐ Tuesday, April 7 ‐ DIA ‐ 1:30 p.m.
•
University Commencements – Ma@haei / Tom Adams Field
•
Thursday, May 7
10 a.m. – College of Liberal Arts and Sciences
3 p.m. College of Educa7on / College of Fine Performing and Communica7on Arts
Friday May 8
10 a.m. – School of Business Administra7on / College of Engineering
3 p.m. – Library and Informa7on Science, College of Nursing, Eugene Applebaum College of
Pharmacy and Health Sciences, School of Medicine (Ph.D./Masters), School of Social Work
Rain Dates – Saturday, May 9 and Sunday May 10
WSU Convoca+on – Monday, August 31
•
WSU Homecoming – Saturday, October 3
•
Look out for more informa7on regarding Welcome Back Week – Fall 2009
•
