Resources

University Events provides a variety of services to assist clients create memorable experiences. Building successful events requires focus and can be a time consuming process. There are many details one may want to be mindful of. We want to help.

Here are some subjects to consider using when planning: budget, catering, décor, dietary needs of guests, event favors or gifts, greenhouse and flowers, guests, guests of honor, invitation and invitation list, name tags, parking, photographs, programing, remarks script, rsvp list, seating, set-up and layout, signage, space request, staff plan, thank you notes and timeline. Let us share a number of tools we use while planning.

Accessibility

Winthrop University is committed to providing an inclusive environment for campus engagement experiences and events. For event guidance on inclusive event planning, please visit the Office of Accessibility's website here.

At a Glance Calendar

View our unavailable dates (pdf - 246 KB).

Campus Partner Links

Catering/ Sodexo

Sodexo is the food service provider for Winthrop University's dining and catering services. Sodexo provides amenities that feature an exceptional variety of quality meals and refreshments to suit even the most discriminating palette. Review the catering menu (pdf - 3 MB). Review the Sodexo webpage for more information: Winthrop University Catering.

COVID-19 RELATED CATERING

What Campus and External Event Clients Need to Know

“Sodexo Cares” – Their Catering Protocols Include

Employees always: wash their hands and use proper PPE (i.e. gloves), follow distancing in the service of guests, wear face coverings, change serving utensils regularly during events, and frequently clean and sanitize highly touched surfaces. Additionally, for the safety of our clients, barriers will be setup in front of all buffet lines. Other things to be mindful of:

Served buffets will be available at catered events
Served, plated, covered meals will be available at catered events
No self service will be available at catered events
Attendant pricing is the same
Available items on Catertrax website will be consolidated to be compliant with Federal and State mandates
No food is to be removed from any event by client or guest
Pick up orders will be available

A location will be identified for client pick up that aligns with social distancing
Client will call to inform catering of their estimated time of arrival
Client will call the catering office once they have arrived at the catering office located outside of the dining service office
The food will be in a controlled environment until picked up

Boxed lunches and meals will be available
- All boxed meals will be sealed
Guest signage will be provided and will emphasize: hand sanitizing, social distancing, and the procedures used for cleaning, disinfecting, and safe meal packaging

Contract Agreements for Events

Find out more about our various policies including cancellation, insurance, catering, and more.

Event Guidelines During COVID-19

Winthrop University abides by the advice of public health professionals relative to group gatherings on campus. Currently face coverings are optional for inside campus buildings. We strongly encourage good hygiene practices and social distancing wherever possible. The Office of University Events will provide education, advice, and when appropriate, adjudication for campus entities that do not adhere to Winthrop University policy and guidelines. University

Need Event COVID-19 Safety Signage? Many venues will have social distancing, directional, and floor demarcation signage in place. If your department or area needs more, please contact Printing Services and they can assist you. Covid information for employees may be seen by following this link.

Event Planning Documents and Templates

University Events offers a number of event planning guides and templates to assist our campus colleagues with their event planning needs. Planning guide and checklist (pdf - 474k)

Floorplans

Online and Virtual Event Resources

Virtual events are nothing new but — due to coronavirus many events need to pivot from in-person to digital. Virtual events present an opportunity for overcoming the obstacles of social distancing while still providing engagement and or educational experiences. Virtual event guidelines are available to provide information to assist in the virtual event creation process.

Note: The planning process is similar to that of any other event; so use the standard planning tips and tricks to create and execute a great event. (See the section, Event Planning Documents and Templates, on this page.)

Here are some links to articles which may be of use for planning and the like.

Online and Virtual Event Platforms

A full selection of online and virtual event platforms is provided in the guideline document. University approved platforms include: Blackboard Collaborate Ultra, Microsoft Teams, and Zoom. For further information regarding Video Conference and platform options with details in comparison, visit Computing and Information Technology Services website.

TUTORIALS

Prerequisite: know the basics for each platform. A selection of tutorials are below. Or you may visit Computing and Information Technology Services website for Platform Resources here AND for Resources by Feature here.

Blackboard Collaborate Ultra - for more information, please contact the Office of Online Learning or visit their webpage here.

Microsoft Teams

For prerequisite assistance:

How to Use MS Teams - watch tutorial here

For event creation:

How to set-up a live event in Microsoft Teams Live - watch tutorial here
How to Live Stream Microsoft Teams Meeting to YouTube, Facebook Live & others (requires Broadcasting software OBS or BoxCast) - watch tutorial here
MS YouTube how to Present PowerPoint Slides in MS Teams - watch tutorial here

Zoom