University Events Hospitality Guide
Introduction
“For I was a stranger and you invited me in” (Matthew 25:35).
The incredible story of Pepperdine University has only been possible with the partnership, vision, and extraordinary generosity of friends and donors. Representing the University well while hosting potential donors is not only part of our responsibilities, but it opens up the doors of opportunity — opportunities for the University to progress in meaningful and significant ways while providing for chances for donors to find meaning in sharing their resources and expanding their purpose in life. While this guide is practical and transactional in nature, it points to a much larger value and part of Pepperdine's history and identity: gracious hospitality and care.
Hospitality is part of Pepperdine’s Identity and Culture
- Faith mission. Being religiously affiliated is only part of what differentiates our University from other colleges and institutions worldwide. However, the way in which Pepperdine lives out its Christian mission makes it entirely distinctive. We lean into paradox, knowing that to follow the particularity of Christianity, we must be open and welcoming to the people of the world. We reject the divisive and politicized ways of thinking in our current society, which refuse the Gospel’s call to love all people as we love ourselves. As a faith community, we are not insular, seeking only like-minded people to join our work and community, but rather wanting to share God’s love with His children of this world. Practicing hospitality and welcoming others answers Jesus’ radical call to cultivate peace amongst all of God's people.
- Educational mission. What also makes Pepperdine distinctive is the focus on the individual. As an educational institution, we do not expect people to come to us fully formed but rather expect they will be transformed through the education and life offered through this special community. Celebrating the particularity of God, as seen in the parables of the Lost Sheep, Coin, and Son, each individual part of this community is precious. This is seen in small class sizes, professors knowing students on a first-name basis, and faculty hosting students at home, among many other examples. Such inherent dignity shown to each individual is necessary for the transformative education we promise to bring to students' lives abundantly.
- The good fruits of hospitality. Pepperdine invites all people of goodwill to join in fulfilling its mission. As a result of this inclusive and welcoming approach modeled after the Gospel, countless people over the years have shared how Pepperdine has impacted their lives: some found their faith here, some were the first in their families to go to college, some incorporated greater meaning and purpose into their lives, and some changed their entire worldview. We are reminded that God generously multiples what we have to offer.
Thank you for strengthening Pepperdine’s legendary hospitality by honoring our guests and sharing with them the gracious love of God.
Table of Contents
- 1. Planning an Event
- 1a. Initial Planning/Client Meeting
- 1b. Levels of Hospitality
- 1c. Create Event Binder/Google Drive Folder
- 1d. Create Event Timeline
- 1e. Book Venue Space
- 1f. Conduct Site Check
- 1g. Notify Appropriate Constituents
- 1h. Create Event Cost Proposal
- 1i. Off-site Events | File the Social Services Permit
- 1j. Event Checklist
- 2. Event Safety
- 3. Working with University Partners
- 4. Working with Outside Vendors
- 4a. Hiring/Vetting Process
- 5. Post-Event Wrap-Up
1. Planning an Event
Event Goals
Before establishing goals for a special event, know the key elements and who should be included, both internally and externally, to ensure the success of an event. If you need clarification, contact University Events, who can help guide you. The following are a few examples of possible event goals:
To gain media coverage:
- Increase visibility through media outlets, recognizing the power of the media to spread information, attract attention, and build a positive public image in alignment with our faith-based values. IMC involvement.
To raise money:
- Generate funds for a specific cause or project where financial support is crucial to achieving the mission.
To say “thank you” for an individual’s/group’s effort:
- Express gratitude and appreciation, embody the spirit of thankfulness as a cornerstone of our faith, foster positive relationships, and nurture a sense of community.
To raise awareness of University programs:
- Increase public awareness of the various programs offered by the university, recognizing the divine potential of education to transform lives and contribute to the institution's overall reputation.
To celebrate an anniversary
- Commemorate significant milestones, embracing the opportunity to reflect on divine blessings, showcase achievements, and positively engage stakeholders.
To engage a particular audience
- Curate meaningful experiences that will draw in an audience and align their loyalties to the university.
When planning the event, make sure you know the end goal. In other words, what is the explicit purpose of this event? Be able to articulate that and also what the ROI will be for the university. It is essential to align the event with the broader objectives and values of the University. This ensures that your event planning efforts contribute meaningfully to the mission and vision.
Picture yourself participating in the event from the moment you receive the invitation. Imagine how you will respond, how you will travel to the event, where you will park, the route you will walk, what you will see upon entering, who will greet you, what you will do next, what you will eat, what you will wear, what to drink, how the program will be introduced, how the event will be concluded, and how you will depart.
The following pages offer information/guidelines when organizing an event or meeting. These standards should be followed to ensure you offer a level of hospitality that involves meticulous attention to detail, personalized service, and a focus on ensuring the comfort and satisfaction of guests at every level. It includes gourmet dining experiences, impeccable service, and thoughtful gestures tailored to the preferences and needs of each individual guest. Essentially, it's about providing an unforgettable and exemplary experience that reflects the highest standards of hospitality. For advancement event planning it is mandatory to take these steps. Please go to the following links to submit an event for approval and placement on the event calendar.
1a. Initial Planning/Client Meeting
Event planners/organizers will serve as the point of contact for applicable event elements. A preliminary planning meeting should take place with all key stakeholders. A division of labor document should be created in the initial meeting. Please review the University Events Protocol if you are unsure if University Events should be involved in your event. All key stakeholders should be copied on pertinent emails and included in meetings. Discussion points could include:
- Event date, location, and vision
- Event budget and goals
- Chart strings - establish a budget with approver before signing contracts, issuing payments
- Event venue/design
- Vendors and catering
- Program elements (script and program participants)
- Attendees (including senior administration)
- Invitation and RSVP tracking (Fonteva, Google Form, etc)
- Printed Materials (invitations, programs, signage)
- Involvement of campus partners (IMC, Public Safety, Set-up/Moving Crew, etc.)
- Event execution (staffing, volunteers, students, etc)
- Division of labor
- Event wrap-up
1b. Levels of Hospitality
Determine the event guests’ affiliation with the University, the potential impact on Pepperdine's mission, and, if appropriate, the potential financial or other support level.
- Is this a donor, organization, or entity contributing substantial financial support? Are they significant contributors whose donations (or future donations) substantially impact Pepperdine's ability to achieve its mission and goals? These donors are sometimes called major donors, major contributors, or major supporters.
- Is this a current or potential donor, a dignitary, or a public figure? A parent, student, civic leader, government official, or academic?
- Who should be in the room: President, Leadership (steering, advancement), Deans, Fundraisers
- Full-scale events are all done with china, glassware, linen and flowers, etc.
High-level event/meeting/meal service- well-known/ high capacity for giving
Plated meal
- Lunch - 2-course - salad entree with protein and dessert unless otherwise specified.
- Dinners - 3 courses - starter, entree, and dessert
- Sample Buffet Menus
- Sample Agenda/Timeline
Mid-level event/meeting/meal service
-
Buffet-style meal with more casual catering- including dietary requirements
-
Smaller groups (or unexpected visitors) could have individual meals ordered from local restaurants: Cafe Habana, Ollo, Taverna Tony, and Marmalade.
1c. Create Event Binder/Google Drive Folder
Be sure to file and store all pertinent documents in digital and hard copy format and have a binder available for future reference. It’s recommended to have important documents (ex. permits) available on-site during load-in and on event days.
The following elements are recommended to be included in event files:
- Invoices/final cost summary
- Timeline
- Menu
- Packing list
- Any pertinent communication/emails (saved in PDF format)
- Script (if applicable)
- Volunteer duties (if applicable)
- Permits (if applicable)
- Copy of final invitation and any printed materials (if applicable)
- Attendee RSVP list and Seating Chart (if applicable)
- Post-Event Wrap-Up document/Setup photos
1d. Create Event Timeline
The event planner/organizer is to create a list of all relevant action items and designate who is responsible for each. Be sure to submit a timeline to the client and verify that all parties agree with event details, including a day of or load-in schedule that outlines all event components on the event day. Be sure to provide a final updated outline/timeline to key stakeholders at least one week out. Should there be any notable last-minute edits, send a revision. Timeline Sample.
1e. Book Venue Space
Share the draft timeline with the outside venue upon booking so they understand what will happen and the guests/ space flows. Once a date has been confirmed, move forward with booking the event venue or space.
If an event is on campus, check 25 Live to see if the desired venue is listed and available. If location is unavailable, contact Special Programs at extension x4264 for other options and contacts to schedule the space. You will need to call ext. 4007 for the Seaver Board Room reservations.
If an event is off-campus, contact the hotel or venue of the desired location to get availability.
1f. Conduct Site Check
Become familiar with the event venue in advance, whether it is a location on or off campus. Work with venue contact to determine a date for a site check. Be sure to include any applicable stakeholders, including IMC, Audio/Visual vendors, Rental vendors, DPS, decor company, etc.
On a site check, take notes and photos of the venue. Take photos of the ballroom chairs, house linens, light fixtures, flooring, etc., for off-campus venues to reference when making event design choices. Below is a list of potential questions:
Before booking the venue, ask the hotel/venue to submit a menu or form that includes food and beverages based on your event: reception beverages and appetizers, staff set up meals (breakfast and lunch), Hotel AV cost (even if using an outside vendor, they will have fees), parking (self and valet), hotel security, wifi, bartender/coat check charges, etc.
1g. Notify Appropriate Constituents
It is crucial to check with the executive assistant/assistants to ensure the event's date, location, and time are on the calendar of the President (if he is involved) and any other senior University administrators or key participants.
For University-wide events, notify Senior Administration, Deans, PMs (Prospect Managers), their assistants (if applicable), and Alumni Affairs by email, including the event date/time/location and the speaker. For Advancement, send the information to Advancement operations, and they can send the information out in an email blast.
1h. Create Event Cost Proposal
The event planner/organizer will allocate the overall event budget to event elements as needed, or the client office will dictate the budget. Identify event budget, including chart strings and budget manager. Enter the figures as you create the event and receive cost/estimates.
Create an estimate that details all potential expenses. Sample cost summary
1i. Off-site Events | File the Social Services Permit
If the event is a fundraiser soliciting financial sponsorships, it will require permits.
The date range should be at least three months before the event and one month following the event.
Please contact University Events for further direction/information
1j. Event Checklist
Particular steps need to be taken when planning events at a presidential standard of hospitality that can also be used to measure standards for all events/meetings.
The Event Planning Checklist can be helpful when planning/hosting guests or events on campus. This document outlines the typical procedures (note not all may be applicable).
2. Event Safety
Event safety is of the utmost importance for all University events. Proactive planning by event organizers means nothing should be left to chance. Good planning means being prepared well in advance and ensuring that safety is a priority throughout the event, including initial pre-event setup and strike.
The following considerations should be taken into account when planning an event:
Risk Management
- Are the following items needed?
- Certificate of Insurance (COI) for outside vendors should be in line with University Policy
- Contracts/indemnification
- Participant liability waivers
- Pepperdine General Counsel and the Office of Insurance and Risk offer resources for event-specific related questions
Onsite Campus Permits
- Contact the Pepperdine Fire Life Safety Team to determine if FLS Special Events Permit is required for your event.
- If permits are required, submit all Application Forms to Pepperdine Fire (DPS)
- Planning Operations and Construction (POC) must be notified at least 90 days in advance if the vendor is required to submit a permit.
- Chris Portway, Jeff Gin, and Dianna Evans must be included on the Building & Safety Application form.
3. Working with University Partners
3a. Warehouse Services (x4268)
Set-Up Services
The set-up crew supports events by setting up and breaking down basic University-owned equipment, including tables, chairs, umbrellas, podiums, sign holders, stages, and tents.
Visit the Event Setup Services website to fill out the Event Request form
- It is recommended to submit requests at least two weeks in advance
- Note that events that require assistance from the set-up crew after normal business hours (8 AM-5 PM) will be charged overtime, which should be considered when budgeting.
- Include diagrams of your setup
Moving Services
The moving crew supports departments by utilizing the professional equipment required to handle larger equipment and supplies for events safely and securely. On or off-campus events could require the moving crew to assist with moving event-related equipment (boxes, instruments, etc.).
Moving requests can be made by filling out the request form.
- A phone call to follow up on the request form is best practice to ensure the form was received, to talk through the details of the request, and to ensure it can be fulfilled.
- Note that events that require the assistance of the moving crew after normal business hours (8 AM-5 PM; Monday through Friday) will be charged overtime, which should be considered when budgeting.
- Sample work request checklist
3b. Department of Public Safety (DPS) (x4700)
The Department of Public Safety (DPS) should be notified of all significant events on or off campus. If high-profile guests attend, DPS should be notified immediately to ensure all security protocols are followed.
Other support areas include event security, event traffic management, and parking reservations. Once the event parking area has been identified, submit Parking Reservation Requests if reserved parking is needed. It is recommended that parking is reserved at least 1 week in advance.
Consider when reserving parking
- Reserve a parking spot with guest(s) names.
- Inform DPS of a guest’s expected visit for access and a warm welcome
- Consider accessibility and special care requirements.
- Provide a list of expected guests to streamline entry to Public Safety.
3c. Department of Facilities Services (DFS) (x4101)
The Department of Facilities Services (DFS) supports all University buildings, building systems, and grounds at the Malibu Campus.
Before your event, you will need to submit facilities requests either via email facilities@pepperdine.edu or using the online maintenance request form.
- Example requests include: ensuring grounds are cleaned, refreshing landscaping, removing trash before and after the event, ensuring power sources are functional, and sprinklers turned off if in landscaped areas.
- Day of maintenance or cleaning, please contact DFS office directly at ext. 4101. If your event is after hours and you need to contact DFS, contact DPS at 4442 and they can radio the proper department.
3d. Integrated Marketing Communication (IMC)
Integrated Marketing Communication (IMC) is the University's central marketing, communications, design, and media professional team. IMC supports events on/off campus by providing services including but not limited to:
- Event Photography/Videography
- Printed Materials: Invitations, Programs, Save the Dates
- Services provided by Pepperdine Print Shop
- Graphic Design: Webpages, Email Communications
- Event Registration Pages
- Media/Social Media
To submit a request for assistance on a project, fill out a Project Request form on Workfront. First-time users will need to request access to the platform.
3e. Audio Visual Technologies (AVT)
Audio Visual Technologies (AVT) is Pepperdine’s dedicated audio-visual team, focusing on academic and event technology support.
To request AV support at your event, fill out the event request form.
- Requests should be made at least two weeks before your event
- Pepperdine AV Team does not typically support events outside normal business hours
(8 AM-5 PM). For events outside these hours, an outside vendor may need to be contacted.
- Preferred Vendor: Call Brothers Productions (callbros@msn.com)
3f. Office of Student Accessibility (OSA)
If guests have accessibility needs, the Office of Student Accessibility (OSA) is a resource to answer further questions.
Accessibility needs could include Sign language or other language interpreter, closed captioning, personal listening devices, providing ergonomic seating, or working with a guest who has an emotional support animal.
4. Working with Outside Vendors
4a. Hiring/Vetting Process
The University has developed partnerships with a number of outside vendors, including:
- Audio Visual: Call Bros (Jim Call)
- Catering: Bon Appetit, Monrose Catering, Judy Goldstein Catering
- Event Rentals: Bright Event Rentals, Town & Country Event Rentals, Premiere Party Rentals
- Florals: Sada’s Flowers
- Linens: BBJ/La Tavola Linens, Luxe Linens, GBS Linens
Important questions to ask a potential new vendor:
- What are your cancellation and payment policies?
- Can you meet our Insurance Requirements?
- Do you have back-up equipment in the event something happens?
- Do you have a recent client I can contact for a referral?
- How much set-up/clean-up time do you need? (if applicable)
- Does your price include gratuity? (if applicable)
- Ask for a preferred payment/if check will need to be added as a new supplier through accounting.
Additional questions to ask catering vendors:
- Will food be made on-site or brought in?
- Would you need access to power?
- Do you provide linens, table settings, and accessories? Do you handle coordinating the rental if you don’t provide linens, table settings, etc.?
- What is your typical server-to-guest ratio?
- Are you able to accommodate allergies/dietary restrictions?
5. Post-Event Wrap-Up
After your event concludes, taking the necessary steps to close it out is important.
Final Payments
Ensure that you receive the final bills from all vendors and that they are paid in a timely manner. A cost summary should be created that tracks the following:
- Event name and date
- Number of RSVP and number of actual attendees (when available)
- Budget chartstrings
- All expenses itemized and totaled
Documentation
Capture any information that will help make improvements for future events.
- Photos of the event and the event setup
- Notes/Feedback from staff/volunteers
- Consider filling out a Post-Event Report
- Ensure all final invoices and documents, relevant emails/communications, forms, permits, etc. are all filed in your event’s Google folder