This process contains the common steps to create and manage an external event to be hosted on Babson’s campus. It includes the process for scheduling the event, managing Babson College’s risk, and delivering a successfully executed event to the external client.
1. Client/Sponsor Preliminary Interview
On first discussion/email exchange with client, collect the following information:
Date(s) and times(s) of the event.
Event nature (ie. educational, social, networking, business, etc.)
Type of Event (ie meeting, conference, breakfast, dinner, etc)
Event needs (space requirements, media services, food, alcohol, public safety, etc.)
Audience type (invitees, Babson staff, Babson students, etc.)
Number of Attendees
2. Check EMO Calendar and EMS
Check the EMO Planning calendar to make sure that there aren’t other huge events, religious holidays, Babson Observed Holidays, or other significant conflicts. If conflicts arise, consult with the Director of the Events Management Office before moving ahead with the date.
3. Tentatively Book Rooms
Check availability of rooms that fit client needs in EMS Scheduling. After confirming availability, the Events Coordinator will work with you to book rooms in EMS. Be sure to include event name, dates, times and specific room requests.
4. Send Intake + External Event Policy to Client/Sponsor
Email Babson College’s External Event Request Form and the External Event Policy information. The external policy information provides them with the overview of their process; Babson College’s available resources and their associated costs; contract and insurance requirements; and details pricing for various rooms.
5. Receive Intake
Receive the intake and review it to make sure you have all the necessary information. If the event has a sponsor, make sure the sponsor is indicated.
If the event has catering needs, notify the client that this will need to be ordered directly through Chartwells at least one week prior to the event.
6. Signature on Intake from Sponsor
Email the document for the sponsor to sign and send back to the Events Management Office.
7. Request Approved / Denied
The external event committee (Events Coordinator and the Director of the Events Management Office) will review the request, and dates, and determine whether or not we can host the external event.
Let the client/sponsor know if their request was approved or denied. If denied, be sure to work with the Events Coordinator to release the booked rooms.
8. Interview Client for All Logistical Needs
Once the event has been approved, EMO will host a more in-depth discussion with the external client (or sponsor, if the sponsor is acting in the external client’s place).
9. Evaluate Booked Spaces
After reviewing all the logistical needs for the client, determine whether the rooms preliminarily booked during the intake process are sufficient or inappropriate and work with the Events Coordinator to adjust the bookings accordingly.
10. Create Contract
Using the information contained in the intake, fill in the contract.
11. Create Invoice – If Needed
If the client is being charged for the rooms, create an invoice for them. The invoice should be payable to Babson College and should have a unique Invoice Number (we typically use the event date in the following format YYYYMMDD)
12. Contract (including request for COI) and Invoice Emailed to Client
Instructions should indicate to print 2 copies, sign both, and mail or email the following back to Babson.
ATTN: Events Management Office,
Nichols Hall, Babson College
231 Forest Street
Babson Park, MA 02457
Collect return address or email address from client to send back a signed copy of the original.
13. Contract Signed by Director of the Events Management Office
When the signed contract is received from the client, the Director of the Events Management Office will review and sign the 2x original contracts.
One copy is kept on file and the other is sent back to the client.
14. Collect Certificate of Insurance (COI) and File with Contract
Submit a copy of the contract and COI to Risk Management to ensure the COI complies with the coverage that Babson needs. (Digital OK for approval)
If it does comply, take the original contract along with the certificate of insurance, and submit to Procurement through the department’s Online Contract Intake Form.
Make sure to retain digital copies on file..
15. Create Logistics Memo
Create a logistics memo for on-site execution that will be delivered to Facilities, EMO Staff, Public Safety, Media Services, Chartwells, the Event Group’s Sponsor, and any other relevant parties.
Email the logistics memo to the appropriate parties 7-10 days prior to the event.
16. Create Directional Signage – If Needed
Create gate signage using the 11x17 signage template to direct attendees from the Main and West Gates to the parking lot assigned for the event. Create signage for inside the building if the room/space where the event being held is challenging to find.
17. Schedule Media Training for Client – If Needed
If the client needs to use presentation systems or other media, please make sure they have the necessary passwords and know how to use the technology prior to the event. Schedule practice run-through time with Media Services if necessary so the client can become comfortable with the systems prior to the event (additional event fees may apply).
18. Collect Payment
Follow up with the client to make sure we receive payment for facilities rentals, unusual setup costs, alcohol permit fees, etc.
19. Submit Payment Check with Copy of Invoice to Finance
When payment is received scan a copy of the check for our files.
Complete a Deposit Form using Facilities budget number, and deposit the check with the invoice with the finance department. Enter Cash Sales Record in Workday and print slip to include in the deposit envelope.
20. Check in with the Client at the Event – If Needed
Make sure setup, food, and other requests from the client are fulfilled.
21. Follow Up
After the event, check in with the client/sponsor to collect feedback and any photos they may want to share from the event. Add any important feedback to the client’s file for planning future events.