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  • Events

    Events build morale, promote networking and emphasize the mission of the College. SUNY Erie’s Marketing and Communications team is available as a resource on a consult basis to assist with the planning and logistics of the event management process. Our goal is to ensure the best use of college resources, to promote SUNY Erie and to help maximize attendance at events. We work diligently to plan and execute professional and successful college events.

  • Criteria for SUNY Erie Events

    SUNY Erie events should strive to enrich the academic and culture of the SUNY Erie community. Our events are engaging, held to enhance students’ academic and personal growth, support our vibrant culture, strengthen our presence in the community and increase our visibility in Western New York and beyond.

    To achieve these goals, college events will be evaluated based on the following criteria:

    • Sponsored by a College Department
    • Academic fit with the mission of the college
    • Potential for building or maintaining relationships with community partners
    • Event size - large internal event, conference, reception, lecture
    • Event open to SUNY Erie community or general public

    SUNY Erie reserves the right to refuse approval of any submitted content or requests that are not compatible with SUNY Erie’s image.

    Examples of ECC Events

    • Groundbreaking and ribbon-cutting ceremonies
    • Award ceremonies
    • Guest speakers
    • Plays, musical performances, art shows
    • Presentations of student work
    • Athletics - special events, awards ceremonies
    • Presentations of student course work
    • Career services events
    • Community events
    • Public lectures, workshops
    • Fundraising activities
  • Get Started: Event Approval and Procedures

    We will meet with you for an initial review of your event. At this time, our staff will offer ideas and recommendations, and determine what areas may need assistance.  Our staff is available to provide guidance in areas of location of event, set-up logistics, and resources and services.

    Event Request Procedure:

    1. Email events requests to: krasinski@ecc.edu. We suggest providing a lead time of at least 8 to 12 weeks for your event.
    2. Email your event details: Who, what, where, why and when. Submissions should include:
      • Title and topic of the event
      • Detailed description of the event
      • Date, time and confirmed venue for the event
      • If a speaker is proposed, provide adequate information on the qualifications of the speaker, biography and how the speaker supports SUNY Erie's mission
      • Contact person for event
      • Admission fee, if applicable
      • List of event sponsors, if applicable
      • Funding explanation, if applicable
    3. Schedule a meeting to discuss preliminary event details
    4. Our staff determines the tasks that we would assist with
    5. Submit a Job Request located at MyECC to request services needed
    6. Schedule follow-up meetings
    7. Schedule walk-through of event location, setup, if needed
  • Space Reservations

    At SUNY Erie, we will host your guests with personal attention to meet your spacing needs. The Facilities and Campus Safety offices manage scheduling and booking of reservations for facilities on campus. All event-related outside requests are managed through these offices.

    SUNY Erie Faculty and Staff

    The College Safety and Security/Facilities Office coordinates the use of SUNY Erie room reservations for faculty and staff. Please submit a Work Order by visiting the Maintenance Help Desk. For more information, please contact Renee Hockenberry, administrative aide, College Safety and Security/Facilities, at hockenberry@ecc.edu or 270-5635.

    Community Groups and Organizations

    We would be glad to help you with your reservation needs to select the best location for conferences, meetings and special events. For general members of the community who are interested in holding an event and facility rental at SUNY Erie, please contact Megan McLaughlin, administrative aide, Maintenance Department, at mclaughlinmk@ecc.edu or 716-851-1481.

    Permit
    Insurance Certificate
    Workers’ Comp and NYS Disability Requirements
    Use of Facilities Policy

  • How We Can Help

    • Provide expert advice and guidance on event planning and logistics
    • Answer questions about services needed for your event
    • Establishment of timeline and deadline sheet
    • Provide guidance with set-up coordination
    • Event promotions to include This Week @ SUNY Erie, calendar of events, digital signage, social media, website and press releases, as needed
    • Graphic design elements to include invitation and program design
    • Arrangements for backdrop
    • Arrangements for signage – banner, signs, directional signs
    • Arrangements for balloons (pending budget)
    • Arrangements of flags (American, Erie County and College)
    • Arrangements for Audiovisual services – podium and microphone
    • Arrangements for videotaping services (provide event agenda, timeframe requested, list of interviews required)
    • Arrangements for photographer
    • Arrangements for media relations services, if needed
    • Arrangements for rental items (tents, tables, chairs, etc. Funding to be determined)
    • Arrangements for Security
    • Provide guidance with floral, décor and food service
  • Responsibilities of Event Contact Person

    • Consult with our office when considering potential dates for an event
    • Receive supervisor approval of event
    • Establish event date and location
    • Make room reservations
    • Provide our office with approved content for materials
    • Manage RSVP information and database management
    • Clerical support for your office
    • Event agenda – Order of speakers and topics
    • Floor diagrams, table assignments, nametags
    • Arrangements for Food Service
    • Arrangements for ordering promotional items
    • Provide volunteer support at event
    • Adhering to deadlines of jobs requested

    Event contact person must abide by all policies set by the Marketing and Communications Department.