General Policies

Effective Date: 07/10/2009
Last Updated: 07/10/2009

Special Events policies are general in nature and have been created to assist with the planning and execution of institutional events.

Office Organization
POLICY: 3.1
Effective Date: 07/10/2009
Last Updated: 07/10/2009

Special Events is under the direction of the Executive Director with:

  • Management support from an Associate Director and an Assistant Director;
  • Event planning support from Senior Event Coordinators;
  • Administrative support from Administrative Associates I and II; and
  • Facilities support from President's House staff.
Facilities Management
POLICY: 3.2
Effective Date: 07/10/2009
Last Updated: 07/10/2009

The facilities managed by Special Events provide gracious and hospitable settings for celebrating University achievements and recognizing key University constituencies.

President's House
POLICY: 3.2.1
Effective Date: 07/10/2009
Last Updated: 07/10/2009

Because of its historical significance and national landmark status, the primary purpose of the University President's House is to serve as a residential property for the President and his family and as a venue for entertaining the University's key constituencies.

  • The President, the President's Chief of Staff and the Executive Director of Special Events are responsible for granting permission to use the President's House.
  • All events hosted at the President's House are by invitation only.  Events held there are not open to the public.
  • The President and/or First Lady will be the host(s) of any event held at the President's House.  When they are unable to attend scheduled events, they may appoint an appropriate University staff member to represent them.  The President and/or First Lady may also co-host an event with a Vice President, Dean or representative from a University-affiliated or community organization.
President's and External Affairs' SkySuites at Sanford Stadium
POLICY: 3.2.2
Effective Date: 07/10/2009
Last Updated: 07/10/2009

The primary purpose of the President's and Division of Development and Alumni Relations' SkySuites at Sanford Stadium is to serve as a venue for entertaining the University's key constituencies during athletic events.

  • The President, the Vice President for Development and Alumni Relations, the President's Chief of Staff and the Executive Director of Special Events are responsible for granting permission to use the President's and External Affairs' SkySuites.
  • All events hosted at the President's and Division of Development and Alumni Relations' SkySuites are by invitation only.  Events held there are not open to the public.
  • The President and/or First Lady and the Vice President for Development and Alumni Relations will be the host(s) of any event held at their respective SkySuites.
Event Management
POLICY: 3.3
Effective Date: 07/10/2009
Last Updated: 07/10/2009

There are two broad categories of special events within the University:

  • University-wide events, and
  • Events specific to Schools, Colleges, Units and Departments.
Event Authorization
POLICY: 3.3.1
Effective Date: 07/10/2009
Last Updated: 07/10/2009

Special Events manages University events in the following categories at the discretion of the President, Vice President for Development and Alumni Relations and the Executive Director of Special Events.

  • Commencements and other academic ceremonies,
  • Groundbreakings and dedications,
  • Development and donor recognition,
  • State and federal government relations,
  • Community outreach,
  • Alumni relations,
  • Institutional diversity, and
  • Celebrations related to research, athletic and other institutional achievements.

Special Events may also provide event planning advice to internal and external constituents at the discretion of the President, Vice President for Development and Alumni Relations or the Executive Director of Special Events.

Event Specifics
POLICY: 3.3.2
Effective Date: 07/10/2009
Last Updated: 07/10/2009

Event details are driven by the size, scope and funding for each special event, with input from the President, Vice President for Development and Alumni Relations, Executive Director of Special Events and Special Events staff.  These details may include:

  • Venue,
  • Publications,
  • Invited guests,
  • Design,
  • Production, and
  • Logistics management.