Purpose

The purpose of this procedure is to outline when an event plan is required and what information it should contain. The event plan serves as a tool to effectively communicate event details to clients, internal stakeholders, and vendors, ensuring smooth execution and coordination across departments.

Scope

This procedure applies to all events taking place in the Campus spaces that involve interactions with other departments, multiple venues, or common areas. Events that are fully self-contained, such as regular school operations within the Calgary Arts Academy, are excluded from requiring an event plan.

When to Use an Event Plan

An event plan is required under the following conditions:

• Internal Interaction: Any event that requires coordination between multiple departments must have an event plan.
• Multiple Venues: Events taking place across more than one venue require an event plan for each space involved.
• Common Areas: Events in shared or outdoor spaces (e.g., plazas or open areas) require at least one event plan that includes key functions, such as the event start time.

Events that are entirely self-contained within a single venue (e.g., a classroom in Calgary Arts Academy) do not require an event plan unless they involve external stakeholders or complex logistics.

Creating an Event Plan

Event plans are created using the functions tool within Ungerboeck. This tool allows for the assignment of various functions to specific spaces and time slots. As needed, service orders can also be attached to functions, which will automatically be included in the event plan.

Required Elements of an Event Plan

Every event plan must include the following functions, assigned to the appropriate space:

1. CS/CSF Setup:*

   Include setup details, booking the loading dock if required.

2. Guest Move-In:*

   Specify the times when guests or attendees are expected to move into the venue.

3. Event Start Time:

   Indicate the exact start time of the event.