Engineering | Event Planning Guide

Selecting a Date

When deciding on a date, select at least three to four possible options. The date might be determined by some of your attendees’ availability.  For example, if your event requires the attendance of President Crow, Engineering Dean, associate deans, directors or a major donor, you will have to schedule your date according to their schedule.

Requesting a Date on President Crow’s Calendar
Bear in mind that Dr. Crow gets several hundred requests a month and cannot accommodate everyone. Unfortunately, his schedule is such now that he is unable to attend an event without a specific reason. It is helpful to provide his people with as much information as possible about a particular event so that he can make an informed decision about participating. His schedule fills up very far in advance so early requests are important. Unless President Crow is a featured speaker at a dinner, he generally cannot stay at an event for the entire time; usually he will stay 30-45 minutes. If he is speaking his office will need the details on the event. See Information for Speakers.

You need to provide a contact name of a person who will meet the president, including a cell phone number in case Dr. Crow is running late or needs directions. Assign an escort to make sure the president has an opportunity to meet the right people at the event. If you have a question for Dr. Crow, contact Lisa Fitzgerald at 480-965-8511.

Requesting a Date on Dean’s Calendar
To request a date on Engineering Dean’s calendar, fill out the Dean’s Event Request Form and e-mail it to his assistant. You will be notified if the event fits on the Dean’s Calendar or not. For further assistance, contact the dean’s assistant Gail Johns at 480-965-9235.

Requesting a Date for Vice Dean, Associate Deans and Directors
For associate deans and directors, contact their personal assistants.

Consult Calendars
You don’t want to plan an amazing event on a holiday or during the same time another big event for the same audience is planned. To avoid this, check the calendar for university and religious holidays, including but not limited to Christian, Jewish and Muslim religions.

Also check out ASU’s events calendar and academic calendar. By knowing what else is going on, you minimize the likelihood of competing with another department for the same guests. You can also use the calendar to maximize your event by planning it in conjunction with another one, hoping to draw some of the same audience. If student participation is essential for your event, make sure your event does not fall on spring break or in the middle of exams.

Once you have selected three or four dates that suit your needs, you can look into the location.