The Events Hub will operate within the budget provided by the requesting department.
Levels of Service
The Hub offers three (3) distinct levels of service:
1. Bronze – Basic Support and Self-service Resources
Bronze level of services include:
- One-time event planning consultation: This includes connecting the event organizer with relevant campus resources, if applicable.
- Provision of templates and information resources: Connecting the event organizer to templates (i.e., timeline, planning checklists) and other informational resources to support them in the planning and implementation of their event.
2. Silver – Mid-Level Support/Planning
Silver level of services include:
• Safety Compliance: Liaising with Health and Safety, Campus Safety and Emergency Planning and Campus Insurance to ensure all events adhere to University of Windsor guidelines. • Logistical Planning:
- Assisting departments with the selection of suitable event dates and booking necessary venues.
- Booking rooms and arranging for any decorations required. o Facilitating menu selection and securing catering contracts. o Supporting the development of event agendas and comprehensive event plans. • Internal/External Liaison:
- Collaborating with the Public Affairs and Communications (PAC) department for the design of invitations, event materials, and audio-visual (AV) support.
- Engaging and managing external vendors and parking services.
- Coordinating any requested Indigenous event elements.
3. Gold – Comprehensive event planning and implementation
Gold level of services include:
- Compliance and Safety: Liaising with Health and Safety, Campus Safety and Emergency Planning and Campus Insurance to ensure all events adhere to University of Windsor guidelines.
- Logistical Planning:
- Assisting departments with the selection of suitable event dates and booking necessary venues.
- Booking rooms and arranging for any decorations required. o Facilitating menu selection and securing catering contracts. o Supporting the development of event agendas and comprehensive event plans.
- Internal/External Liaison:
- Collaborating with the Public Affairs and Communications (PAC) department for the design of invitations, event materials, and audio-visual (AV) support.
- Engaging and managing external vendors and parking services.
- Coordinating any requested Indigenous event elements.
- Guest Management:
- Managing the distribution of invitations and tracking guest RSVPs.
- Providing support for event ticket sales (coordinates with ITS/Finance as required) and registration processes.
- Event Execution:
- Coordinating all event-related logistical requirements. o Creating and managing event seating charts. o Coordinating and managing event volunteers.
- Sourcing any event props, including gifts or tokens of appreciation for guests or speakers/VIP’s.
- Post-Event Activities: Facilitating post-event follow-up communications and debriefing activities.
Services not Directly Provided by the Events Hub
The following activities fall outside the scope of services to be provided directly by The Events Hub. However, where applicable, The Hub will facilitate connections with the appropriate internal resources.
- Event Promotion: While the Hub will connect organizers with PAC for promotional support, the direct promotion of events is the responsibility of the requesting department.
- Award/Recognition Selection: Where the event is focused around awards/recognition, the selection process for award/recognition recipients remains with the requesting department.
- Guest/Invitation List Development: The creation of invitation lists are the responsibility of the event organizer.
- Identification of Financial Resources: The requesting department is responsible for securing the financial resources needed including sponsorships where applicable and developing the event budget.
- Script Writing: While the Hub will connect organizers with PAC for support, the Hub will not directly provide script writing services for event speakers.
Important Considerations
The Hub's capacity and resource availability at any given time will determine the service level it can provide. Faculties/departments should contact the Hub before scheduling events to confirm its ability to offer the level of support outlined in this document.
Service Levels by Event Type
The table below provides an overview of the levels of service to be provide by the Hub:
|
Event type
|
Description/examples
|
Bronze
|
Silver
|
Gold
|
Notes
|
|
Academic Related Activities & Ceremonies
|
|
|
|
Academic related Ceremonies
|
This includes:
related events (i.e. lunches and dinners for dignitaries and special guests.
- Honorary degree recognition
- Distinguished University Professor recognition
- Faculty specific ring/pinning ceremonies or other faculty specific traditional ceremonies
|
|
|
X
|
|
|
Guest lectures, workshops & seminars
|
This includes class based or extracurricular learning opportunities typically presented by faculty, guest speakers and other experts.
|
X
|
|
|
Guest lecture events which include a VIP speaker with security requirements (i.e.:
Elected senior
|
|
Event type
|
Description/examples
|
Bronze
|
Silver
|
Gold
|
Notes
|
|
|
|
|
|
|
politician, dignitary) would fall within Gold level of service.
|
|
Conferences and symposia
|
This includes conferences, symposia and other activities that typically bring together scholars, researchers, and professionals from within or outside the university to share research findings or focus on specific faculty/research specific topics.
|
X
|
|
|
|
|
Exhibitions, thesis defences and dissertations
|
This includes activities designed to showcase student work, research findings, or academic achievements.
|
X
|
|
|
|
|
Networking & Career Focused Events
|
|
|
|
Centrally Hosted
Career Fairs &
Networking
Events
|
This includes activities and other opportunities for students to meet potential employers, internship providers, and industry professionals.
|
|
|
|
This is out of scope for the HUB as it falls within the
mandate of Co-op & Career Services.
Faculties without a devoted Career Office may request the support of the Hub (Bronze level) or Central Career Office in hosting a local career fair or networking event.
|
|
Panel
Discussions
|
This includes discussions and other activities designed to support career exploration of students.
|
X
|
|
|
|
|
Equity, Diversity, Inclusion, Indigeneity and Decolonization
Activities
|
|
|
|
Equity, Diversity & Inclusion
|
This includes supporting events and initiatives typically
|
|
X
|
|
|
|
Event type
|
Description/examples
|
Bronze
|
Silver
|
Gold
|
Notes
|
|
Institution-wide events/initiatives
|
led by the Office of the Vice President, People, Equity & Inclusion designed to create an inclusive, welcoming and just campus.
|
|
|
|
|
|
Indigeneity and
Decolonization Institution-wide events/initiatives
|
This includes university wide initiatives designed to address historical injustices
and promote reconciliation.
Examples include Red Dress
Day, National Indigenous
People’s Day, Orange Shirt Day, events with CAIFC.
|
|
X
|
|
These events are typically planned and delivered in consultation with the Special Advisor on Indigenous Outreach, Human
Resources and Office of Student Affairs.
|
|
Faculty/departm ent specific EDID initiatives
|
This includes equity, diversity, inclusion, Indigeneity and Decolonization activities organized by departments/Faculties.
|
|
X
|
|
|
|
Recognition Events
|
|
|
|
Faculty specific recognition events
|
This includes events designed to recognize:
- academic achievements of students
- research, teaching, service or other contributions of faculty and staff
|
|
X
|
|
|
|
Institution wide faculty, staff recognition events
|
This includes events to recognize the dedication and contributions of faculty and staff to the success of the University. Examples include
EDI Awards, Employee
Recognition Awards, Teaching
Awards, Research Awards,
Retiree Celebration, Years of Service recogniti on events.
|
|
X
|
|
If the event if hosted by the Office of the President Gold level of service to be provided.
|
|
Alumni
Recognition
|
This includes events to recognize the contributions of
|
|
|
|
This is out of scope for the HUB as it
|
|
Event type
|
Description/examples
|
Bronze
|
Silver
|
Gold
|
Notes
|
|
|
alumni to their profession, community and beyond.
|
|
|
|
falls within the areas of
responsibility of the
Alumni
Association
|
|
Sports Hall of Fame
|
This includes events designed to recognize the athletic contributions of alumni. This includes the Alumni Hall of Fame.
|
|
X
|
|
|
|
Government Relations, Governance and Other Ceremonial
Events
|
|
|
|
Dignitary/Govern
ment Visits
|
This includes events, meetings and other activities associated with campus visits of government officials such as Prime Minister, Premier, MPs, MPPs, MPs, Ministers, Mayors and CAOs.
|
|
|
X
|
|
|
University
Leadership &
Governance
Events
|
This includes meetings, social events, retreats associated with university leadership and governance such as President and Chancellor installation, Chancellor events and recognition initiatives, Board and Senate special events and retreats, Institutional Town Halls, President’s events, Alumni Board of Directors Recognition Dinner
|
|
|
X
|
|
|
Institutional ceremonial events
|
This includes events designed to recognize major donors, supporters, funding announcements, groundbreaking & ribbon cutting ceremonies, Indigenous land blessings, signings of institutional MOUs and other agreements and remembrance ceremonies.
|
|
|
X
|
|
|
Event type
|
Description/examples
|
Bronze
|
Silver
|
Gold
|
Notes
|
|
|
|
|
|
|
|
|
Community, Industry and Alumni Engagement Events
|
|
|
|
Events designed to engage community, industry and build positive
relationships
|
This includes
- strategic community engagement events such as Open Streets and WIFF
- events/tours to cultivate and retain industry and community partners (Faculty specific and institution)
|
|
|
X
|
|
|
Alumni engagement events
|
This includes events designed to engage alumni (universitywide and faculty specific) such as golf tournaments, receptions and alumni weekend.
|
|
|
|
This is out of scope for the HUB as it falls within the areas of
responsibility of the
Alumni
Association or the host Faculty/Dept.
|
|
Breakfasts, Lunches and dinners
|
This includes on and off campus lunch/dinner meetings over a meal hosted by leaders to engage donors, community members and industry partners.
|
X
|
|
|
|
|
Organizational/Department Specific Knowledge Development Initiatives
|
|
|
|
Workshops, presentations and retreats
|
This includes:
- Practical skills development sessions for faculty and/or staff.
- Retreats
- Group meetings
|
X
|
|
|
|
|
Social & Cultural Events
|
|
|
|
Festivals & celebrations
|
This includes Faculty/area specific festivals and celebrations such as Celebration of Nations
|
X
|
|
|
|
|
Event type
|
Description/examples
|
Bronze
|
Silver
|
Gold
|
Notes
|
|
Concerts & performances
|
This includes music and other live performances organized by faculty and students.
|
X
|
|
|
|
|
Potlucks and other social interactions at the
faculty/departme nt level.
|
This includes opportunities for student, faculty, and/or staff to share food, and engage with each other.
|
|
|
|
This is out of scope for the HUB
|
|
Campus wide social/engageme nt events
|
This includes activities and events that bring together students, faculty and/or staff such as the Campus community BBQ, faculty and staff holiday party
|
|
|
X
|
|
|
Athletics & Recreation Events
|
|
|
|
Competitions and intramural sports
|
This includes varsity and intramural related competitions and events.
|
|
|
|
This is out of scope for the HUB as it falls within the areas of responsibility of
Lancer Athletics and Campus
Recreation
|
|
Fitness events
|
This includes initiatives designed to promote physical health and wellbeing.
|
|
|
|
This is out of scope for the HUB as it falls within the areas of
responsibility of
Campus
Recreation,
Human Resources and Employee
Mental Health.
|
|
Recognition of athletes and student employees
|
Events to recognize the achievements and contributions of athletes athletic and academic achievements and recreational student employees
|
|
|
|
This is out of scope for the HUB as it falls within the areas of responsibility of Lancer Athletics
|
|
Event type
|
Description/examples
|
Bronze
|
Silver
|
Gold
|
Notes
|
|
|
|
|
|
|
and Campus Recreation
|
|
Student Led Events
|
|
|
|
Clubs and society meetings and events
|
Meetings and events hosted by student clubs, societies and other student groups including those to raise funds and awareness for various causes
|
X
|
|
|
|
|
Casual, studentrun social events
|
Informal social gatherings aimed at building community
|
X
|
|
|
|
|
Recruitment & Welcome/Onboarding Events
|
|
|
|
Events to welcome/onboar d employees
|
Provide support to the office of the Provost and Human Resources to orient new faculty and staff.
|
|
X
|
|
|
|
Student recruitment, orientation and welcome
activities
|
|
|
|
|
This is out of scope for the HUB as it falls within the areas of
responsibility of
Enrollment
Management and
Student
Recruitment,
Faculties and
Student Affairs
Division
|