Event Planning Guidelines

Step 1: Submit an Event Inquiry

• What to Do: Begin by submitting an inquiry through the “Request Services” form on our website or by contacting Crimson Event Services directly.
• Information to Include: Provide details about the event date, expected attendance, location, and any initial ideas or specific needs.

• Next Steps: Our team will review your request and assign a coordinator to support your planning.

   

Step 2: Initial Consultation

• Purpose: During the initial consultation, our team will discuss your event goals, requirements, and any preliminary questions.
• What to Expect: Your assigned coordinator will cover topics such as event layout, equipment needs, security, and yard access logistics. We’ll also review Harvard’s policies on vendor management, sustainability practices, and security.

Step 3: Select Equipment and Layouts 

• How to Proceed: Work with your coordinator to identify the necessary equipment (tables, chairs, AV equipment, signage, etc.) and discuss layout preferences. Use our downloadable Equipment Request Form and Seating Layout Templates to specify your setup needs.
• Helpful Tips: Consider the flow of attendees, accessibility, and any unique event requirements when selecting your layout.

Step 4: Confirm Vendor and Staff Support 

• What’s Next: If your event involves third-party vendors (e.g., catering, AV, or décor), Crimson Event Services will coordinate with them to ensure compliance with Harvard’s guidelines.
• Additional Coordination: If your event requires additional support, such as security personnel or volunteers, discuss this with your coordinator to determine staffing needs.

Step 5: Review and Finalize Logistics 

• Details to Confirm: Finalize all details related to timing, equipment placement, and yard access. Our team will assist in coordinating load-in and load-out procedures, gate schedules, and any required security checkpoints.
• Important Documents: Use the Yard Access and Logistics Form and Vendor Coordination Worksheet to communicate all logistics clearly.

Step 6: Submit Event Day Schedule 

• Create a Schedule: Work with your coordinator to develop a comprehensive schedule for event day, including setup and breakdown times.
• What to Include: Ensure that your schedule details timing for each activity, staff assignments, and contact information for key personnel. You can use our Event Day Schedule Template for a structured outline.

Step 7: Conduct a Pre-Event Walkthrough (if applicable) 

• Purpose: For large-scale or complex events, we recommend a pre-event walkthrough to review the layout, equipment placement, and logistical flow.
• What to Expect: Our team will walk you through the setup, discuss any last-minute changes, and verify that all elements align with your vision.

Step 8: Event Day Coordination 

• How We Support You: On the day of the event, Crimson Event Services will oversee equipment setup, manage vendor coordination, and ensure security protocols are in place.
• Your Role: Remain accessible for any questions or last-minute decisions. Your coordinator will keep you informed and handle any adjustments needed to keep the event on schedule.

Step 9: Post-Event Breakdown and Debrief 

• Breakdown Support: Our team will manage the breakdown process, ensuring all equipment is safely removed and the venue is restored.
• Debrief: After the event, we’ll invite you to participate in a debrief session or complete our Event Feedback Form. This feedback helps us improve our services for future events.

Step 10: Submit Feedback and Plan for Future Events 

• Provide Feedback: Share your insights on what went well and any areas for improvement. We value your feedback to continuously enhance our service quality.
• Planning Ahead: If you’re considering future events, let us know! We’re here to support your event planning needs throughout the year.