Event Planning and Management

The Institutional Events team works on a variety of events ranging from high-profile, executive events to meetings and receptions. Our level of involvement is determined by the purpose, host(s) and guests of the event according to the criteria outlined below.

team photoMANAGED EVENTS
Our team manages the event-planning process from strategy development and design to implementation when:

  • A Regent, member of the President's Council or the President is hosting, OR
  • Regents, members of President's Council and the President are guests, AND
  • Regents, members of the President's Council or the President are program participants, OR
  • Guests are donors, elected officials, prominent alumni or prospective students, AND
  • The event significantly advances or supports a tenet of Pro Futuris, raises the profile of the university to a broad audience or raises money for the university.

FACILITATED EVENTS
Our team assists with the facility booking, HVAC and work order submission and A/V technology when:

  • A Baylor employee is hosting the event, AND
  • The guests are not donors, elected officials, prominent alumni or prospective students, AND
  • The event requires booking of a facility that our team solely controls, OR
  • A/V technology is required.

A/V TECHNOLOGY-ONLY EVENTS
We implement setup and execution of sound systems, PowerPoints, screens, LCD displays and additional IT functions for events when:

  • A Baylor employee is hosting the event, AND
  • The guests are not donors, elected officials, prominent alumni or prospective students, AND
  • A/V technology is required.

GUIDED EVENTS
If the event does not qualify as a managed event, facilitated event or an A/V technology-only event, we will guide Baylor staff through the process of identifying resources to implement their events to maintain standards of excellence for all institutional events when:

  • Baylor University is merely the location of the event, OR
  • The event only requires venue booking and the venue is not controlled by our team, OR
  • The event requires only communications materials.

Visit our Event Planning Resources page for helpful information for planning your event in compliance with Baylor event standards.