Gillings Event Management (GEM)

The Gillings Event Management (GEM) tool is a resource to make the process of event planning and management as easy as possible. This tool shares best practices, resources and contact information that can be adapted for events of various sizes and locations.

Questions, comments or suggestions for improvement? Please give us feedback!

Hub

The GEM Hub provides one location for all event management needs.

• Resources
• Templates
• Best practices

Timeline

The dates and activities below are based on best practices.

Event tiers will help event sponsors and meeting planners refine the timeline and scope of resources needed.

These tiers will be vetted as we implement these tools and processes.

Event Management

Plan
Develop a plan early on to track progress and avoid last-minute emergencies.
Checklist
Use a checklist to review all the possible items to address for your event.
Resources
Review these additional resources as you develop your plan and cross items off your checklist.

• Accessible events
• Audiovisual checklist
• Budget template
• Event plan
• Event checklist (large events)
• Event checklist (small events)
• Event management guide
• Facility use guidelines
• Design and print tips
• News release template
• Sample event briefs
• Parking resources
• Flier template (contact Gillings Communications for assistance)
• Thank you card template (contact Gillings Advancement for assistance)

Budget

Use this budget template to get started.

Developing a budget early in the planning process will help define the scope of the event and ensure proper expectations are set with the event sponsors:

• Personnel effort – who is needed and for how much time?
• Speakers – will you provide honorariums?
• Travel – do staff or speakers need to travel?
• Supplies – will you need stationery or other items?
• Other costs – what about captioning services? background checks? signage? other items?

Location

On Campus

• Gillings students, faculty and staff may request the use of Gillings shared central spaces for meetings and events.
• These guidelines govern the use of classrooms, conference rooms, auditoriums, atrium, and courtyard spaces in Rosenau Hall, McGavran-Greenberg Hall, and Michael Hooker Research Center.
• Visit Rooms and AV Reservations to get started.

Off Campus

• Venues book early so it is important to select an acceptable location as soon as possible.
• Contracts must be reviewed by the business office and Purchasing before being accepted or endorsed.
• Additional steps may be needed depending on the total anticipated cost and desired venue needs.

Marketing

Example flyer

Notifying the communications team of an event 2-3 months in advance will allow for ample time to create a marketing strategy.

• Audience – identify who will attend this event
• Communications mediums – determine how best to notify the intended audience
• Materials – appropriately branded flyers, images, etc. will properly represent the school and attract potential attendees
• Timing – determine when to send event announcements
• Ancillary support – determine whether the event will be simulcast on social, promoted by other partners, etc.

Fill out the announcement form to get started.

Stakeholder Notification

Internal stakeholders should be notified as far in advance as possible in advance of the event. Below are examples of situations in which central offices should be contacted.

• Participation is required by the Dean. (Formal invite, including event goals and requested role, should be submitted to the Dean’s Office.)
• VIP visitors are expected. Common examples include:
  • Current and former public health deans
  • Federal and state legislators; government officials
  • CEOs/leaders of Gillings School partner organizations (e.g., BCBS, FHI360, RHO)
    Alumni
• External participants that may require directions or escort to location.

Internal stakeholders to consider notifying:

• Advancement
• Communications
• Dean’s Office
• Facilities

Registration

No Fee Charged

• Identify the best option to support participant event registration (e.g., Zoom, UNC Events, Qualtrics)
• Contact A/V Services if your anticipated online event participation will exceed 500.
• Visit Rooms and AV Reservations to get started.

Fee Charged

• Gillings uses the Destiny One registration platform for accepting credit card payments.
• A customizable event website is created to market and communicate about the event.
• Contact NCIPH to get started.

Speakers and Vendors

Pre-approval and set-up for all speakers and vendors is necessary 3-5 months in advance of any event, particularly for independent contractors.

• If the organization sounds like a one-person business, an independent contractor agreement is likely needed. Common examples include:
  • Speaker (acting as an individual and not on behalf of a company)
  • Photographer/ Videographer
  • Musician
  • Consultant
• Independent contractors must be approved before services may begin.
• The Independent Contractor Policy provides more detailed information.

Documents needed for independent contractor or vendor set-up:

• W-9
• Direct Deposit Authorization Form
• Supplier HUB Form
• Independent Contractor Checklist

Requests for purchase orders should be submitted 3 months in advance of the event, or during the budgeting process.
A purchase order is needed if:

• The product or service exceeds $5,000; or
• The vendor requires a signature.

Travel

Travel must be pre-approved before any expenses are incurred or reservations are made.
Guests

• Obtain pre-authorization by including cost estimates in your event budget
• Work with the Finance office or business manager to book airfare through a University’s Authorized Travel Agency, World Travel, Inc. Payment will be direct billed through CABS (Central Airfare Billing System). See Airfare-Direct Billing for details.
• Make reservations at area hotels that can direct bill to the University
• Submit a reimbursement request by voucher for all other travel expenses within 30 days after the trip

Employees

• Complete Travel Request in Concur 2 months in advance of travel
• Complete Expense Report in Concur within 30 days of travel for reimbursement according to the usual UNC Travel Policy

Students

• Allowability depends on the circumstances of the event and the role of the student
• Consult finance or business manager 2-3 months in advance if student travel is possible

Sponsors

There are many ways for donors and sponsors to support Gillings and make an impact on the school’s future.

• If you wish to connect donors to giving opportunities, contact Gillings Advancement to get started.
• Advancement can help you develop ideas for funding opportunities and build relationships with alumni and prospective supporters.
• If you have a donor who is ready to give, share this information on ways to donate.

Evaluation

One of the most important aspects of event planning is gathering and collecting data to measure the success of your event.​

• Leverage the Destiny One Platform to capture participation data, surveys, and engagement.​
• Track current and future giving prospects based on the success of the event.​
• Project and track return on investment throughout the event management lifecycle.​