Planning Documents

6 to 12 Months Prior to Event
     -Estimate attendance numbers
     -Reserve plenary event space via EMS. Be conscious of statutory and religious holiday and ensure availability of VIP speakers
     -Establish your budget

6 Months Prior to Event
     -If you'd like to have giveaways, reach out to our team to help you find and order your product(s)
     -Reserve hotel blocks
     -Secure entertainment, photographer, and additional vendors you may need

3 Months Prior to Event
     -Secure transportation
     -Reserve breakout spaces via EMS

21 Days Prior to Event
     -Advertise on digital signage throughout campus
     -Determine room set and room decor

5 Days Prior to Event
     -Send signage and wayfinding information to our team to place throughout campus on the day of your event
     -Create, print, and organize name badges, name tents, and other event materials for the day of your event

Download a .pdf copy of our event planning timeline here.

For those who are not part of the HGSE community and are looking to book an event on campus, please submit this form