WorkingwiththeOfficeofthePresident

Publica8onsPar8cipa8onRequests

BriefingMaterials

TalkingPoints

Publica8ons

President’ssignatureandseal•  Signaturerequestsarereviewedregularly•  Besuretoincludebackgroundinforma8on

•  SubmitrequestsdirectlytoLisaShrader

•  Thepresident’ssealisreservedforusebytheOfficeofthePresident

Invita8onsandpublica8ons

•  Anypublica8onbearingthepresident’snameshouldbeapprovedbytheOfficeofthePresident

•  Pressreleases,invita8ons,printedprograms,printedleIers,etc.

•  AllitemswillbereviewedbyMarke8ngandCommunica8ons

•  Pleaseallow3‐5businessdaysforfinalapproval

Reques8ngPar8cipa8on

StepstosubmiOngarequest•  Logontoevents.wayne.edubyclickingadd/editandevent

•  Completetheeventformandselect“requestpresident’saIendance”

•  Completethe“presiden8alrequestform”sec8onandsubmit

•  ThisprocesswillsendanemaildirectlytoDevanSafford

•  Besuretoprovidesufficientinforma8onforthedecisionmakingprocess

Reviewofrequests

•  Requestsaretypicallyreviewedonceperweek•  Considera8onisgiventochronologicaloccurrenceduringthereviewprocess

Confirma8onofrequests

•  TheAssistanttothePresidentwillreplytoyouremailoryouwillreceiveaphonecallfromourLeadSecretary

•  Atthis8me,pleasebegincomple8ngthebriefingtemplate

•  ContactSpecialEventsandServices

SubmiOngbriefingmaterials

Comple8ngthebriefingtemplate

•  Logontoevents.wayne.edubyclickingadd/editanevent

•  SelecttheappropriatetemplatefromtheleVcolumn

•  Emailtheinforma8ondirectlytoDevanSaffordasanaIachmentatdevan@wayne.edu

Importantbriefinginforma8on

•  Allbriefingmaterialsaredueby9a.m.oneweekpriortotheevent

•  MaterialsforweekendeventsshouldbesubmiIedby9a.m.onThursdays

Talkingpoints

•  Bulletsorexpandedtopicsarebest.Anarra8veisalsoacceptable–and,inthecaseofbriefprograms,preferable‐‐ifyoucanprovideone.

•  Bedetailedandexplicit.•  Justasyouwouldn’tsay,ThepresidentwillgivehisvisionfortheCollegeofEduca7on,don’tsaythepresidentwilldescribehowhisvisionoftheuniversityfitswiththemissionoftheCollegeofEduca7on.Don’tassumethepresidentorhisspeechwriterknowsthevision,missionoranythingelseaboutyourunitofWSU.Tellus.

•  Becrea8ve;noteverythinghasbeensaidbefore.

•  Sendthepresident’sassistantanyinforma8onyouthinkisappropriatetoDr.Noren’sroleasapar8cipantinyourevent.

•  Ourcommonresponsibilityistomakethepresidentlookgood;herepresentstheuniversity,andthereforeeachofus,toeveryaudiencetowhichhespeaks.

ReviewbeforesubmiOng

•  Useyourcomputer’sSpellcheck.•  Eliminatejargonandclichés.Avoidclunkywordslike“foster”or“garner.”Whoknowswhattheymean?

•  UseAPstyleonnumerals.

•  UsetheWSUstylemanual.It’sontheMarke8ngandCommunica8onsWebsite.

Checkyourfacts•  Studentsfrom76countriesatlastreport,not“nearly100.”

•  $239millioninresearchexpenditures.Thismakesusoneofthena8on’stop50universi8esforresearchexpendituresinNa8onalScienceFounda8onrankings.

•  Wehavemorethan235,700livingalumni.

There’saWSUFactBookonline,andtheMACWebsiteincludesaFastFactspage.

Thefivepointsofthepresident’svisionforWSU

•  Accesstohighereduca8on•  Economicrevitaliza8on

•  Graduatesengagedinlifelongci8zenship•  Resolu8onofurbanstresses•  Dynamicresearchuniversity

Ifyouusethesefivepointsfrompreviousspeeches,pleaseeditthem.

Keyresources

•  campuscommunicators@lists.wayne.edu•  mac.wayne.edu

•  events.wayne.edu•  specialevents.wayne.edu

Special Events and Services

JeffBlock

1.  Introduction of new staff

2.  Overview of services available through Special Events and Services

  Special Events and Services website www.specialevents.wayne.edu

  Information line (313) 577-0300

3.  WSU events calendar

  Requesting SES assistance on an event

  Steps to add on Cashnet to take payments for your event (handout)

4.  The Event Coordinating Group – we are your friend!

5.  What to dos and not to dos?   What to do when the President is going to be a part of your

event/meeting

  What to do when someone at a VIP level; Nobel Laureate, a governmental officer, community leader, famous author or actor, etc., comes to campus to be a part of your event.

  What to do when the doors are locked, the lights won’t turn on, the water won’t run, the…….

  What to do when you just don’t know where to start

  And, please do not assume that…

6.  Q&A

PartnerwithPurchasingFirst!

JoanGossman&KenDoherty

PurchasingDepartment

WhenaNeedArises

•  Geta“Budget”quote•  Haveabannerrequisi8oncompleted&approved•  Fax“legible”quoteto577‐3360ore‐mailtopurchasingdocs@wayne.edu

•  ProvideDetailedSpecifica8ons.Ifyouhaveaquote,theReqshouldmirrortheinforma8oninthequote(typedintoitemtext).

•  Forcontractedservices,reviewanycontractinfullbeforeyousendtoPurchasing.

ForEvents

•  ProvideallthedetailsinItemText(who,what,when,where,andwhy,andhowmuch)

•  Usethebestes8mateforyourReq,knowingthefigurewillbeadjustedforfinaloractualcount.Donotwait!

•  Nopar8alPO’sforDepositsOnly.POmustbefullyfundedfortheevent.

•  Donotsignanycontractorotherlegallybindingdocument!

•  Includeanysignificantspecialinstruc8onsforPurchasing

Pleaseinclude

•  A“suggested”vendorlist –  Offeranyvendorsyoubelievecanperformthe

work

–  Purchasingmayaddvendorstothebidlist–  FornewVendors,providecompletecontact

informa8on.

TheBid/NoBidDecision?

•  Thesinglemostimportantfactorisdollaramount(don’tsplitup!)

•  Otherfactorscanplayintothisdecision– Complexityoftheorder– DeliveryDate– MarketOpportunity

RUSHORDERS

•  TheresimplyarenoUniversitypoliciesthatallowforawaiverofbidsduetoarushproject!

RequiredLeadTime

•  BannerSystem‐allowoneweekfromrequisi8oncrea8ontofinalapproval(Department’sTime)

•  PurchasingProcess‐anormal8meframeis3to5businessdays

•  BidProcess–addi8onal3days.

•  PrinterProduc8on‐a“normal”printjobtakesabout2weeks

•  Contracts

–  NewVendor–2weeksaddi8onal(GeneralCounselApproval)–  OldVendor–2daysaddi8onal(ifpriorcontractisamirrorimage)

•  PrepaymentsorDeposits–2daysaddi8onal

An8cipate!

•  3weeksfromRequisi8ontoBid,toContract,toPurchaseOrder.

Project“DraV”

•  Dotherequisi8onifyouknowthebasicspecifica8ons

•  Venue•  Prin8ng•  Rentals•  Transporta8on

•  Promo8onalItems•  Florists•  Ar8sts

EarlyPlanningAdvantages

•  Purchasingcanbidthejoband/orplacetheorderlongbeforeyourduedate– EarlyVendorSolicita8on– Final“tweaks”withselectedvendor– BannerAmendmentforfinalchanges

WhatifImakechanges?

•  MinorChanges=noproblem

•  Morethanafewmayrequireare‐bid

WhyBid?

•  BoardofGovernorsRequirements•  Largemarketsofqualifiedcompe8tors

•  Weareapublicins8tu8on.

•  BuyMichiganPolicy

Ques8ons

WebCommunica8ons

NickDeNardis

EmailAnnouncements

BaseHTMLTemplate

School/CollegeHTMLTemplate

CustomHTMLTemplate

HTMLTemplateProcess

•  1weeklead8meforbasetemplates2‐3weekslead8meforcustomtemplate

•  $300forfullycustomtemplate(reusable)

•  Sendoutthroughwebmail.wayne.edu

OnlineRSVP’s

CustomDesignRSVP

OnlineRSVP’s

•  4‐5dayslead8meforbaseRSVP•  2weekslead8meforcustomRSVP

•  Capabili8es– Basicfields(singleline,mul8line,dropdown,select,mul8‐selec8on)

– Thankyoupage/email

– CaponRSVP’s,Start/EndDates– AccesstoRSVPlist,ExporttoExcel

RSVPCost

•  Free‐BaseRSVP•  $300–CustomRSVP

•  Createdthroughevents.wayne.edu– AVerenteringtheeventcontactuswcs@wayne.edu

– Wehavealistofques8onsforeachRSVP

•  Theabilitytoselfcreateiscomingsoon

PaymentRSVP’s

PaymentRSVPProcess

•  +6weekslead8me

•  Internalaccountsonly•  Firststep

– ContactSpecialEvents

– FillouttheeMarketRequestform:hIp://wayne.edu/fisops/fo_hotspot.htm

Ques8ons

Marke8ngandCommunica8ons

MichaelWright

Goals:

•  Raise the awareness and reputation of the university •  Support enrollment goals •  Build pride among students, faculty, staff, alumni •  Support development, research and other funding initiatives •  Improve university branding

Brand Communications Brief:

•  Key brand messages: Aspiration, opportunity, excellence, success,

engagement

•  Tonality: Bold, confident tone in copy and visuals Proud of what and who we are; unafraid to express it

•  Strategy: Facts that change minds; stories that change hearts

Aim Higher

Aim Higher some examples…

Aim Higher - Video -

Thoughts about our brand campaign…

  Integrate, coordinate, collaborate   Be bold   Create and leverage content   Balance online and offline   Be proactive   Market internally and externally   We are all brand managers

Thank you

UpcomingEvents

•  President'sInaugura:on‐Tuesday,April7‐DIA‐1:30p.m.•  UniversityCommencements–Ma@haei/TomAdamsField

Thursday,May710a.m.–CollegeofLiberalArtsandSciences3p.m.CollegeofEduca7on/CollegeofFinePerformingandCommunica7onArts

FridayMay810a.m.–SchoolofBusinessAdministra7on/CollegeofEngineering3p.m.–LibraryandInforma7onScience,CollegeofNursing,EugeneApplebaumCollegeofPharmacyandHealthSciences,SchoolofMedicine(Ph.D./Masters),SchoolofSocialWork

RainDates–Saturday,May9andSundayMay10•  WSUConvoca+on–Monday,August31

•  WSUHomecoming–Saturday,October3

•  Lookoutformoreinforma7onregardingWelcomeBackWeek–Fall2009