All posts by Andrew DeLanzo

Intern Spotlight

Get to Know Andrew DeLanzo Millersville University’s Conference Services Intern

As I reflect on my time at Millersville University, I find myself filled with gratitude for the many opportunities this institution has given me. Among these opportunities, my internship with University Housing & Conference Services stands out as one of my favorites. Working alongside the team at Conference Services, led by Director Dr. Scott M. Helfrich and Assistant Director Michael Kurland, I learned so much about the industry, gained many insights into university operations, and sharpened my marketing skills.

Learning about Marketing, Blogging, and Social Media

I became well-versed in in many different aspects of marketing during my internship, including blogging and using social media to increase visibility, awareness of the department, and user interaction. I learned the ins and outs of successful blogging from SEO strategies to content creation. On top of that, I gained knowledge of the nuances involved in setting up and perfecting business profiles on X, Instagram, and LinkedIn, as well as the skills of account management. I gained knowledge about setting up company accounts on these platforms, tracking and analyzing metrics within the app, and utilizing these insights to produce more interesting content. The blog site also taught me how to evaluate Google Analytics data and track these numbers over an extended period of time. I then used this data to add to quarterly reports and make better-informed decisions on content. I also learned a great deal from the webinars attended with the American Marketing Association (AMA) membership I was provided. Such topics included AI, content creation, social media personal selling, and business management.

What I Learned About Myself

One of the coolest aspects of my internship was the self-discovery it facilitated. Unleashing my creative potential, I realized the depth of my creative capabilities. Through the many projects and tasks assigned to me, I found myself constantly thinking outside the box and devise innovative solutions. Whether it was conceptualizing engaging blog content or brainstorming marketing strategies, I embraced each opportunity as a chance to unleash my creative potential. I also discovered a new sense of determination when faced with a challenging task. For example was to create the social media channels for Conference Services. As this was from scratch, I found myself frustrated in the beginning seeing a lack of engagement and growth on these platforms. But I stayed determined. Now our Instagram has over 100 followers and we have made some nice connections. This internship truly taught me the importance of adaptability and perseverance in achieving my goals.

Favorite Blog Post

Among the many blog posts that I wrote here, it was actually not a specific post, but rather a series of posts that I wrote towards the end of my internship. The particular series that stands out as my favorite is the case study blog series. Through this initiative, I had the opportunity to connect with some of our current clients, including Girls on the Run Lancaster & Lebanon, Lancaster County Wood Carvers, The Mid-Atlantic Fiber Association, and The Natural Museum of Nature and Science. This was done to uncover insights into why these clients actually chose to return to Millersville University for their events and what makes MU great.

Most Memorable Project

In terms of my most memorable projects, developing consumer personas for the department has to stand out as the highlight. This creative assignment not only allowed me to flex my creative muscles but also provided the department with useful material related to the needs and preferences of our target audiences. The personas crafted during this project will serve as invaluable tools for informing future marketing strategies and decision-making processes.

Future Plans

Looking ahead, my aspirations remain rooted in marketing. Whether within an agency setting or within a corporate environment, I am committed to using my skills from pre and post this internship experience to drive impactful outcomes. My internship with University Housing & Conference Services has equipped me with the knowledge and confidence to excel in the fields of sales, marketing, and communications.

Event Planning Tips

Crafting Memorable Events: 8 Steps of Mastering Dining and Catering Services

 

As event coordinators, we know that the success of any event depends not only on careful planning but also on the quality of the meal that participants are given if they require it.  Whether orchestrating a conference, banquet, intimate social gathering, camp, or athletic event, the culinary aspect plays a major role in shaping guest satisfaction and overall event success. In this comprehensive guide, we look into the multifaceted world of event planning, exploring key considerations and best practices for integrating dining and catering services into your events. From menu customization and sustainability initiatives to venue logistics and cost-saving strategies, join us as we navigate the intricacies of crafting memorable events through thoughtful dining experiences.

Tailored Menus for Every Occasion

Customized menus are the cornerstone of a successful event, catering to diverse tastes and dietary preferences or restrictions. Whatever you are planning should offer a variety of menu options ensuring that every guest finds something to enjoy while at their event. For instance, discuss specific menu options such as vegetarian, vegan, gluten-free, and/or kid-friendly options with your catering specialist, rather than the standard menus that are that do not take the client’s specific needs into consideration.

Indulge in Sweet Moments

For special occasions, such as weddings or milestone celebrations, the dessert selection can leave a lasting impression. Whether it’s an intricately designed cake from a local bakery or a decadent array of pastries, incorporating sweet treats adds an extra touch of delight to your event. For instance, within our facilities at Millersville University, we have an on-campus bakery through our catering department equipped to craft an array of delectable pastries, wedding cakes, and any other desserts essential for your event. When strategizing for your occasion, it’s recommended to explore the offerings provided by your venue rather than seeking external vendors.

 Embracing Sustainability

In today’s environmentally conscious landscape, incorporating sustainable dining practices is important. From sourcing local ingredients to minimizing waste through composting and recycling initiatives, prioritizing sustainability aligns with both ethical and practical considerations. When considering a venue, check with your event staff to determine what sustainable practices they incorporate.

Venue Logistics and Designing Considerations

Selecting the right venue is crucial for accommodating guests comfortably and facilitating seamless dining experiences. Whether you’re working with a small meeting space or a large conference hall, consider factors such as layout, accessibility, and proximity to catering facilities.

The ambiance of your event extends beyond just décor—it encompasses the entire sensory experience, including dining arrangements. From table settings to casual buffet stations, thoughtful design elements enhance the overall atmosphere and complement your event’s theme or aesthetic. When planning your gatherings, don’t forget about the utensils plates, tablecloths, and napkins at the table as well. Consider the logistical aspects of dining, including meal service formats and attendee preferences. Whether offering buffet-style meals, grab-and-go options, or catering to specific dietary restrictions, convenience and variety are key to ensuring guest satisfaction.

Alcohol Policies and Beverage Options

If your event includes alcoholic beverages, it is necessary to be aware of venue restrictions and licensing requirements. Offering a selection of beverages, including non-alcoholic options, ensures inclusivity while adhering to regulatory guidelines. Additionally, consider the various alcohol service options available, ranging from full-service open bars to cash bars, or even predetermined alcoholic drink selections such as wines and beers. By carefully considering these options, you can tailor the alcohol service to suit the preferences and atmosphere of your event while ensuring compliance with venue policies.

Seamless Dining for Attendees

Streamlining dining experiences for attendees enhances overall event flow and guest satisfaction. Implementing efficient dining solutions, such as pre-ordered meals or self-service stations, minimizes wait times and maximizes enjoyment for guests. For example, at Millersville University for conferences we have meals loaded onto to electronic “Conference Card” that allows guests into the dining facilities rather than more complicated processes, such as meal ticket distribution, paying with cash or credit card, and referencing roster lists.

Transparent Pricing and Payment Options

Navigating budgetary considerations is a critical aspect of event planning. Whether you’re working with a fixed budget or seeking cost-effective solutions, transparent pricing and flexible payment options provide clarity as well as peace of mind throughout the planning process. This should be accomplished through a detailed scope of work that includes food prices, set up/take down requirements, linen service, decorations, staffing, and other associated logistical fees. It is crucial to understand what is an is not included in your catering and dining package. Do not make the mistake of assuming that various services are included in your package.

Negotiating Discounts and Cost Savings

For large-scale events, negotiating discounts with venues can help optimize your budget without compromising on quality. Explore cost-saving opportunities through volume discounts or strategic partnerships. Work with your venue to see if deposits are required up front or if any discounts should be applied. Also, you may consider speaking with your venue about discounts based on group size. For example, for 1-50 guests it is “X” amount, for 51-100 guests that amount is reduced by 5%, for 101-150 guests’ the price is reduced by an additional 5%, and so on. Not all venues offer discounts and the price will be as advertised or quoted.

Dining and catering services serve as the vibrant threads that weave together unforgettable experiences. As we conclude our exploration of these essential elements, it becomes clear that the success of any gathering lies in the meticulous attention to detail and the commitment to exceeding expectations. By tailoring menus to suit diverse tastes and dietary needs, embracing sustainability practices, and designing ambiance that captivates the senses, we elevate ordinary events into extraordinary occasions.

Moreover, by navigating logistical considerations, such as venue selection, alcohol policies, and transparent pricing, we ensure seamless execution and optimal guest satisfaction. Through innovative solutions and strategic partnerships, we unlock opportunities to maximize value and create lasting impressions. With passion, creativity, and a commitment to excellence, let us continue to elevate the art of event planning and dining, one remarkable experience at a time.

Success Stories & Case Studies

Case Study: North Museum of Nature and Science

Welcome to another installment of our case study series, where we dive into the collaborations between Millersville University Conference Services and esteemed organizations. Today, our spotlight shines on the North Museum of Nature and Science, a venerable institution in the heart of Lancaster, Pennsylvania. Since its inception in 1953, the North Museum has been a symbol of scientific exploration and cultural enrichment. By captivating audiences of all ages with its diverse array of exhibits and hands-on activities. From encountering the T-Rex to voyaging through the cosmos in the SciDome Theater, the North Museum offers a dynamic blend of education and excitement, earning its rightful place as Lancaster’s premier museum.

Interview with Daniel Daneker, Science Fair Coordinator at the North Museum of Nature and Science

Tell us about your organization and the events that you have held at Millersville University.

The science fair has been part of the Lancaster County STEM landscape for over 70 years. In 2009, the North Museum began coordinating the science fair. The North Museum Science and Engineering Fair (NMSEF) is one of six International Science and Engineering Fairs (ISEF) in the state of Pennsylvania. The event at MU is the culmination of work and research by local middle school and high school students. At NMSEF, students display their research and are interviewed by judges from STEM industry experts and college and university representatives. Each year, the two top champions from NMSEF are provided with an all-expense paid trip to the International Science Fair (ISEF) competing with over 1500 of the brightest students on the planet.

Visit the North Museum

Uploaded by North Museum on 2021-01-16.

What have been some of your goals with sponsoring the various events?

The North Museum strives to provide a free and equitable STEM experience for the students in our community. With the generous support of the STEM community (both financially and with volunteers), NMSEF is a culmination of that goal.

What have been the successes that you have realized through your campus events?

NMSEF has bounced back from the pandemic slump. Our collaboration with MU has been part of that success. While we continue to have growth in the number of NMSEF participants, MU’s facilities are a good match for our current needs for space, facilities, technology, and food service. Another positive we have developed over the years is the excellent working relationship with the event staff as well as the College of Science and Technology at Millersville University. The dean has worked very hard to develop a series of STEM tours for the students as they participate in NMSEF. These relationships are the key to the event’s success at the venue.

What can you share regarding the event logistics that have helped make your events successful?

MU provided a perfect venue for the size of NMSEF. We not only required floor space for tables so the students could display their research and be interviewed by the judges, but also award ceremony space with a stage, media technology, and seating for 1000 people. Couple the larger space with the need for judges to deliberate in a smaller room as well as the pizza party for the students (just before the awards ceremony), and it is easy to see why Millersville University “checked the boxes” we needed for the venue of NMSEF.

Why do you decide to come back to Millersville University for your events?

In any venture, there will be problems. There is no escaping this fact. The way you deal with those problems is essential to moving forward. The way MU’s staff responded to these issues is why many advocated coming back to the venue for NSMEF. These tables were originally set up in the wrong space – okay, let’s move them and get it right. We need a second mic set up – not a problem, we can make this work. Approaching problems with a “we can do this attitude” is a very positive working relationship and it is much appreciated.

What general advice do you have for other groups that are planning events for their organization?

As with any relationship, communication is key. Early and often, keep the lines of communication open. Set clear and definable parameters and expectations to limit the surprises. When the surprises do come (and they will), remember you are on the same team and you have to work together to solve the issue at hand.

In summary, the partnership between Millersville University Conference Services and the North Museum of Nature and Science exemplifies the power of collaboration in fostering educational excellence and community engagement. Through the North Museum Science and Engineering Fair (NMSEF), students are provided with a platform to showcase their research and ignite their passion for STEM fields. With Millersville University’s unwavering support and facilities, NMSEF continues to thrive, serving as a testament to the success that can be achieved through a shared vision and mutual respect. As we look ahead, we are excited to further nurture this relationship, enriching the lives of countless learners and shaping the future of scientific inquiry together.

If you liked what you learned about The North Museum check out some of their socials to find out more:

Learn more about the science and engineering fair using this link.

*Photos and videos courtesy of The North Museum of Nature and Science

Success Stories & Case Studies

Case Study: Empowering Confidence, Girls on the Run at Millersville University

Girls on the Run (GOTR) is an inspiring program encouraging unity, confidence, and healthy behavior in young girls in Lancaster and Lebanon Counties, Pennsylvania. The mission of GOTR Lancaster is to help girls of all abilities gain confidence and life skills. They also offer engaging, research-based programs that empower participants to see the possibilities, embrace their inner strength, increase their physical activity, as well as fearlessly stand up for others and themselves. GOTR leads life-changing lessons that combine physical exercise with vital life skills, such as friendship-building and empathy-expressing.

Every season ends with a celebration of accomplishments and positive effects on the community. The annual Millersville University 5K celebration is the high point of this organization’s fall season. With the encouragement and assistance of MU’s sports teams, clubs, and sororities, athletes in grades 3 through 8 learn the excitement of crossing the finish line. This event is not only an occasion to test the strength but also community and teamwork.

Interview with Jennifer West, Girls on the Run Executive Director, and Jes Wilson, 5K Manager

Tell us about your organization and the events that you have held at Millersville University.

Girls on the Run is a registered 501(c)3 non-profit that inspires individuals of all abilities to discover, build, and grow their self-confidence. Together, they experience a sense of belonging and connection as a team. Over 500 volunteer coaches each year facilitate lessons that blend physical activity with life skill development, including managing emotions, fostering friendships, and expressing empathy. At the end of the season, the team completes a Community Impact Project and a 5K together, which provides a tangible sense of accomplishment and sets a confident mindset into motion. GOTR holds a celebratory 5K every fall at Millersville University where many athletic teams, clubs, and sororities take part in cheering the girls on throughout the course and manage all our parking that day!

Girls on the Run starting line

What have been some of your goals with sponsoring the various events? 

The main goal is to create a safe and successful event so that our participants who are in grades 3 – 8 have the opportunity to cross the finish line feeling supported, encouraged, and realize that the finish line is just the beginning! Another goal is having a supportive community partner as we have found in Millersville University.

Happy participants

What have been the successes that you have realized through your campus events? 

We have found the successes for many of our participants extend way beyond finishing a 5K for the first time. We heard from a parent who ran with his daughter at Millersville University that she always told him she didn’t want to go to college but after running the 5K at Millersville University and seeing all of the athletic teams and clubs there supporting everyone, she now wants to go to college and she wants to go to Millersville University!  Another huge success is sharing the big picture of community with all of our participants and family.  They can see what the community looks like firsthand with the way that GOTR and Millersville University work together for the event.

Participant running in action

What can you share regarding the event logistics that have helped make your events successful?

Millersville is very accommodating in everything that we need for the day. We hold several meetings before the event with a committee made up of GOTR staff, Millersville University staff, and the Millersville University Police to work through the logistics of the event to ensure a safe and successful event. Communication, planning, and the engagement of the university overall make this event a huge success! Between participants and spectators, there are about 3,000 who come to the campus for our event.

Race day morning at Pucillo Field

Why do you decide to come back to Millersville University for your events? 

The support we receive starts with the President of Millersville University, to the athletic director, all the way down to the students and concession stand staff. The way the students come out to support our event takes it to the next level and our GOTR participants and families really enjoy the extra level of support and encouragement.  Each fall after the 5K, we hear from so many families that their girls loved seeing all of the college students there to cheer them on.  They feel supported and encouraged to do their best and to keep going when it feels hard.

Joy!

What general advice do you have for other groups that are planning events for their organization?

Don’t hesitate! Reach out to them today! Millersville University has created such an amazing all-around community that is very willing to work with organizations to provide a safe and successful event.  We are already planning and can’t wait for our next 5K there this fall!

In essence, the partnership between Girls on the Run and Millersville University exemplifies the transformative impact of collaboration and support. Through shared goals, meticulous planning, and unwavering encouragement, GOTR continues to empower girls and cultivate a community of confidence and camaraderie. As the next 5K event approaches, the anticipation is palpable, fueled by the promise of another memorable gathering at Millersville University.

To learn more about Girls on the Run and their inspiring initiatives, visit their website and follow them on social media:

*Photos courtesy of Girls on the Run

Success Stories & Case Studies

Case Study: MidAtlantic Fiber Association (MAFA) at Millersville University

MidAtlantic Fiber Association (MAFA) is a vibrant all-volunteer non-profit organization dedicated to fostering creativity and community within the fiber arts. With over 55 local fiber arts guilds spanning from Connecticut to North Carolina, as well as over 200 individual associate members, MAFA serves as a hub for enthusiasts and artisans alike. Their signature event, a biennial four-day fiber arts conference, has found its home at Millersville University since 2015, offering a diverse array of hands-on workshops, exhibits, and activities that celebrate the rich tapestry of fiber arts.

Interviewee: Margaret Briggs, MAFA Conference Committee

Tell us about your organization and the events that you have held at Millersville University.

MidAtlantic Fiber Association (MAFA) is an all-volunteer non-profit fiber arts organization. Our members are 55 local fiber arts guilds located from Connecticut to North Carolina, as well as over 200 individual associate members. MAFA’s signature event is a biennial four-day fiber arts conference, which we have held at Millersville University since 2015, only missing 2021 for the pandemic. Recent conferences have had over 500 attendees, and we usually offer over three dozen two-and-a-half-day hands-on fiber arts workshops – think weaving on looms, making yarn on spinning wheels, dyeing yarn, and fiber, felting, basket making, and sewing – as well as events and activities like a keynote session, open studio tour, vendor hall, and exhibits.

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What have been some of your goals with sponsoring the various events?

Our conferences provide an opportunity for fellowship among our attendees, as well as a chance to take workshops with nationally and regionally known instructors. We also host exhibits of attendees’ fiber art, special exhibits, book signings, a tour of all our workshops, and a vendor hall with all sorts of fiber, yarn, equipment, tools, and other goodies.

Retrieved from @mafafiber Instagram, from @frittelli_lockwood

What have been the successes that you have realized through your campus events?

We have had several very successful events at Millersville University, based on favorable reviews from students and instructors, and a positive financial outcome for our organization. The location is ideal geographically since we have members traveling from primarily the East Coast, but also New England, the Midwest, and Canada. The size of the campus is just right for our group, and a college campus is a more cost-effective solution for us compared to other conference centers. Since our attendee demographic skews mostly an age range of 55+, the accessibility of campus buildings is also a plus.

Mafa 2023 Retrieved from @mafafiber Instagram, from @nancyeverham

What can you share regarding the event logistics that have helped make your events successful?

On our end, communication is key, as well as having a detailed plan and a dedicated committee of volunteers to do the work. We have run our conferences since 1981, so we have a lot of history on what our attendees have come to expect, yet we try to innovate a bit each time too.

Retrieved from @mafafiber Instagram, from @frittelli_lockwood

Why do you decide to come back to Millersville University for your events?

For us, returning to Millersville University means coming back to a location and facilities that are familiar to our conference committee as well as our attendees. Knowing the layout of the residence halls, dining hall, Student Memorial Center, and academic buildings makes it much easier for us to plan our workshops and events, and to communicate instructions to our attendees.

MAFA2019Trailer

MAFA 2019 Trailer

What general advice do you have for other groups that are planning events for their organization?

Some advice we’d give is to use an online project management platform such as Basecamp, Slack, or Teams to manage event planning and coordination. Be sure all public-facing positions have an organization email address, so that correspondence isn’t lost if personnel changes. We find that shared documents (e.g. Google Drive) cut down on confusion and missed updates. Since our planners are spread all over the East Coast, video conference meetings have helped us be able to better put names with faces when we all arrive on-site (not the case when we used to do everything by conference call), and to share screen to all look at things together.

In summary, the partnership between MAFA and Millersville University exemplifies the synergy of collaboration and passion for the fiber arts. Through meticulous planning, innovative programming, and a commitment to excellence, MAFA continues to inspire creativity and foster connections within the fiber arts community. As we look forward to our next conference, we remain grateful for the support and partnership of Millersville University in providing a nurturing environment for our attendees to explore, learn, and create.

If you’re interested to find out some more about MAFA check them out on:

*Images and videos courtesy of MAFA

Success Stories & Case Studies

Case Study: Lancaster County Wood Carvers

In the heart of Lancaster County, Pennsylvania, the Lancaster County Wood Carvers (LCWC) organization stands as a beacon for woodcarving enthusiasts across the Mid-Atlantic region. With a history of nearly five decades, LCWC has been dedicated to teaching and promoting the art of woodcarving within its community and beyond. One of the hallmark events of the organization is the annual “Wonders in Wood” woodcarving show and competition, held at the Ville Courts on the campus of Millersville University. In this case study, we will be diving into the partnership between LCWC and Millersville University, exploring the organization’s goals, successes, and logistical insights from hosting their marquee event at the university.

Interviewee:

Bob Hershey, Show Chairman, Lancaster County Woodcarvers

Tell us about your organization and the events that you have held at Millersville University.

We are the Lancaster County Wood Carvers (LCWC), a 501(c)3 non-profit organization. Our purpose is to teach and promote woodcarving within our club, community and throughout the Mid-Atlantic region. The highlight of our year is Wonders in Wood, a woodcarving show and competition held annually at the Ville Courts on the campus of Millersville University. Next year will be our 50th annual show. We typically have 60 to 70 exhibitors and 1,100 to 1,200 visitors.

What have been some of your goals with sponsoring the various events?

Our goal with the show and all our events is to share our love for woodcarving, advance the skill of all carvers, and introduce woodcarving to more people. Wonders in Wood is an excellent opportunity to share ideas with other carvers and to showcase our work within the community.

What have been the successes that you have realized through your campus events?

The LCWC has had a long history of holding our annual show at Millersville University. Our event has continued to grow steadily over the years. It is now the biggest woodcarving show in the entire northeastern United States and one of the largest in the country.

What can you share regarding the event logistics that have helped make your events successful?

Throughout the years LCWC have been holding our shows at Millersville, we have worked with many different staff members from the University. Everyone has been very helpful and eager to accommodate our needs. The University personnel set up and tear down our display tables and chairs. It is always a smooth operation.

Why do you decide to come back to Millersville University for your events?

The number one reason we continue to come back is the excellence of the Ville Courts. It is large enough to hold our event and all the people we need to accommodate. There is plenty of open space for our chairs and display tables. The lighting is very good, which is of utmost importance to us.

What general advice do you have for other groups planning events for their organization?

Groups should provide a detailed plan of how they want the area set up. They should provide plenty of seating for people. In our case, we have an older crowd, so extra seating is important. They should give you accurate information on any special needs, such as power or audio.

All in all, the partnership between Lancaster County Woodcarvers and Millersville University has flourished over the years, culminating in the success of the annual “Wonders in Wood” woodcarving show. Through shared goals, effective communication, and seamless logistics, LCWC has been able to showcase its love for woodcarving while fostering a sense of community among enthusiasts. The cooperation between LCWC and Millersville University is a tribute to their partnership in producing events that are memorable and meaningful, as LCWC looks forward to its 50th annual show. This three-day conference at Millersville takes cooperation from not only LCWC but also various departments on campus like Campus Recreation, Technical Operations, Millersville University Police Department, Housekeeping, and Dining & Catering Services. All of these departments work simultaneously for event success, highlighting the collective effort and dedication of the entire university community.

If you want to learn more about LCWC check out the following links for their Website and Facebook pages.

Logistics & Operations

Top 6 Latest Trends and Innovations in Event Design & Delivery

In the event planning, design, and delivery industry, keeping aware of the latest trends and innovations is important to ensure successful as well as impactful events.  The event planning and conference services industry continues to witness exciting developments that redefine the way we plan, execute, and experience events. From technological advancements to sustainability initiatives, here are the top five trends shaping the future of conference design and delivery.

1. Interactive and Engaging Meetings

Interactive and engaging meetings have evolved into indispensable components of contemporary conferences, placing a premium on fostering collaboration and active participation among attendees. With the aid of innovative meeting platforms and interactive technologies, real-time engagement is facilitated, empowering attendees to contribute ideas, offer feedback, and dynamically interact with content. These tools extend beyond conventional presentation formats, incorporating features like live chat, virtual breakout rooms, audience polling, and the integration of QR codes. Furthermore, incorporating icebreakers, warm-up exercises, and social events such as banquets and meet-and-greets into conference agendas enhances networking opportunities and cultivates a vibrant atmosphere conducive to knowledge-sharing and relationship-building. Embracing event applications like Cvent streamlines the planning process and augments attendee engagement, ultimately reshaping how teams connect and collaborate in a digital-first era.

2. Smart Booking and Management Systems

Smart Booking and Management Systems are increasingly vital in our fast-paced world, where efficient utilization of conference rooms is of the utmost importance. These systems serve as indispensable tools, ensuring seamless coordination and preventing the chaos of double bookings. Picture this: multiple departments or employees within an organization require access to the same conference room simultaneously. Without a reliable booking system, conflicts can ensue, leading to disruptions and inefficiencies. However, with the integration of smart booking systems, like digital calendars coupled with room reservation software, organizations can effortlessly check availability, book slots, and circumvent scheduling conflicts. Additionally, utilizing various event management apps, from pre-planning to the day of the event and beyond, enhances marketing efforts and streamlines operations, optimizing the overall event experience for organizers and attendees alike.

3. Sustainable Practices in Event Design

In today’s environmentally conscious world, addressing energy efficiency in event planning is essential. Historically, events have been known for their high energy consumption, particularly through lighting, heating, and audio-visual equipment, contributing to significant carbon emissions. However, today event planners are taking significant strides towards sustainability by prioritizing energy-efficient practices and embracing renewable energy sources. For example, envision an event where LED lighting systems and energy-saving technologies are utilized to minimize electricity usage, reducing the overall environmental impact. Incorporating renewable energy solutions such as solar panels for essential event operations, significantly reduces reliance on non-renewable energy sources. Additionally, sustainable dining practices play a crucial role in minimizing environmental impact during events. By opting for recyclable paper plates and cups or encouraging attendees to bring reusable water bottles, event organizers can drastically reduce waste generation. Embracing these sustainable initiatives not only minimizes the carbon footprint of events but also fosters a culture of environmental responsibility, paving the way for a greener future for the events industry.

4. Personalized Experiences in Event Delivery

Tailoring the conference experience to individual needs is huge in the landscape of event planning. As we advance into the future, the demand for personalized experiences is reaching new heights, driven by the heightened expectations of attendees. Social media platforms have played a significant role in amplifying consumers’ desires for customized interactions, shaping modern customer journeys. In the current event experience, it is key that businesses take a linked and customized approach to each point of contact. This involves making investments in technology wisely, using relevant data insights, and maintaining human oversight and openness at all times.

In response to the growing importance of personalization, event planners are incorporating streaming capabilities to cater to attendees unable to experience the event in person. By offering live streaming and on-demand access to sessions and presentations, organizers ensure inclusivity and extend the reach of their events beyond physical boundaries. Also, it’s becoming more common for room layouts to be customized, allowing event planners to modify venue areas to suit the unique requirements of attendees and conferences. These adaptable configurations improve the entire event experience and meet a variety of event forms and requirements, from modular stage and multimedia integration to adjustable seating arrangements.

5. Utilization of Outdoor Venues

Outdoor venues offer event planners a versatile and refreshing option for hosting gatherings. By utilizing outdoor spaces, such as parks, gardens, or rooftops, organizers can accommodate larger crowds. Not only do outdoor venues provide ample room for attendees to move around comfortably, but they also offer a natural backdrop that enhances the overall ambiance of the event. Incorporating interactive installations into outdoor settings adds an extra layer of engagement and excitement. These installations can range from immersive art displays to interactive games like team-building challenges, providing attendees with unique and memorable experiences. Whether a captivating light installation or a participatory art piece, interactive installations foster creativity, encourage social interaction, and leave a lasting impression on eventgoers, making outdoor events truly unforgettable.

6. Marketing Strategy for Maximized ROI

Event marketing has evolved in modern times from depending only on flyer ads and word-of-mouth to utilizing a wide range of channels, including social media sites like Instagram and TikTok in addition to more conventional media like radio, TV, and podcasts. However, to truly optimize return on investment (ROI), event planners must adopt a multifaceted approach, casting a wider net across various marketing tools. By diversifying their strategies, organizers can effectively reach a broader audience and drive attendance to their events. Leveraging data analytics/tracking tools further enhances ROI by allowing for measurement of each strategy’s effectiveness and enabling adjustments as needed. A thorough marketing strategy is necessary in today’s competitive environment to achieve the greatest ROI and ensure your event’s success.

Conclusion

Keeping up with the latest developments in the continuously evolving field of event planning and execution is essential to putting together memorable and successful events. The future of events is clearly being shaped by the combination of interactive technologies, sustainable practices, personalized experiences, outdoor locations, and aggressive marketing methods, as we discuss the constantly changing environment of event design and implementation. By embracing these trends, event planners can create immersive, inclusive, and memorable experiences that not only meet but exceed the expectations of attendees, driving towards a future where events are not just gatherings but transformative moments that leave a lasting impact on all involved.

Promotion & Marketing

Embrace the Outdoors and Experience Adventure on Millersville University’s Ropes Course!

Millersville University Ropes Course Introduction

Uploaded by Gordon Nesbitt on 2014-01-28.

 

As the sweet feeling of spring air approaches, it’s the perfect time to step outside and embark on a new adventure. The staff of Millersville University’s Campus Recreation Department are thrilled to invite you to explore our ropes course challenge. Whether you’re a student, faculty member, or a local community member part of a corporate team, our ropes course invites a memorable experience that fosters teamwork, builds morale, and promotes personal growth.

What is the Ropes Course Challenge?

A ropes course challenge is more than just a series of physical activities. It’s an opportunity for groups and individuals to push their boundaries, develop communication skills, and forge lasting connections. This is great for a variety of organizations, camp groups, team-building office retreats, and class trips. Participating in team-building exercises at corporate or organizational retreats can foster stronger team bonds and elevate spirits. Effective retreats can leave a lasting imprint on participants’ involvement and group interactions, culminating in increased morale and enhanced organizational outcomes. This further proves that participating in a ropes course is one of the best ways to boost productivity, morale, and teamwork inside the organization. The Low and High Ropes Courses at Millersville University are made to fit participants of all ages, abilities, and skill levels, including those individuals with special needs.

 

The Low Ropes Course

Our Low Ropes Course focuses on collaboration and teamwork, presenting challenges that require every member to actively engage. Participants navigate through a series of activities that promote self-discovery and group cohesion. From problem-solving to communication exercises, each challenge encourages individuals to step out of their comfort zones and embrace both physical and mental obstacles. As participants work together to overcome these challenges, it helps develop skills like communication, cooperation, leadership, and trust-building.

 

The High Ropes Course

For those seeking a more daring adventure, our High Ropes Course offers a thrilling experience emphasizing risk-taking, trust-building, and personal growth. Participants conquer aerial obstacles and zip lines, pushing past their fears and expanding their comfort zones. Each moment on the High Ropes Course is an opportunity for self-discovery and empowerment, as individuals challenge themselves, support their teammates, and celebrate their achievements. Through encouragement, coaching, and trust, participants emerge from the course with newfound confidence and resilience.

 

Course Layout

Why Choose Our Ropes Course?

When using the ropes course at Millersville University you’ll see how we pride ourselves on our dedication to providing inclusive, safe, and affordable outdoor programs that cater to the needs of our participants The ropes course challenges at Millersville University are an excellent avenue for fostering collaboration, communication, and friendship among participants, all while providing an exhilarating adventure. Participants have the opportunity to develop essential life skills such as leadership, decision-making, and problem-solving, which are advantageous for their personal growth and professional advancement alike.

Moreover, our ropes course not only fosters an active and healthy lifestyle among participants, enhancing their mental and physical well-being but also instills a sense of resilience that extends far beyond the course itself. The skills acquired during the ropes course apply to everyday challenges, equipping individuals with the courage and determination needed to overcome obstacles. Additionally, tackling the physical and mental demands of the course cultivates a deeper appreciation for nature and inspires a long-term commitment to an active lifestyle. Embark on a journey to our ropes course to cultivate team spirit and enjoy a memorable experience.

Ready to take on the challenge? Contact Kyle Black our Coordinator of Outdoor Programs within the Campus Recreation Department. You can email him at kyle.black@millersville.edu or call at 717-871-5738 to learn more about our ropes course programs and to schedule your next adventure. For further details, have a look at our ropes course website. You can also fill out an event request form using the following link.

Don’t miss the chance to uncover new strengths and enjoy the wonders of the great outdoors through this opportunity. Unleash your inner adventurer!

Event Planning Tips, Logistics & Operations

6 Tips for Organizing a Successful Conference at a University Venue

1. Choosing the Right Venue

When planning a conference at a university venue, selecting the right location is crucial. Consider factors such as the size of the conference, the availability of necessary facilities, and the venue’s accessibility for attendees. Exploring the various options available can involve contacting the university’s event management team or browsing through an online venue clearinghouse. Assessing the layout of potential venues and envisioning how they align with the conference’s agenda and flow is important. Moreover, understanding the technology infrastructure available, such as audiovisual equipment and Wi-Fi connectivity, can help ensure that the venue meets the needs of the conference.

2. Leveraging Academic Facilities

University campuses offer a plethora of facilities that can be repurposed for conference use. Lecture halls and classrooms provide ideal spaces for presentations and workshops. Break-out rooms are beneficial given their seating arrangements and audiovisual capabilities. Additionally, specialized facilities like labs and research centers can serve as unique venues for hands-on demonstrations or interactive sessions. Collaborating with academic departments to access these facilities and utilize faculty expertise can enrich the conference program and enhance its educational value. Also, the potential to explore opportunities to incorporate university research or student projects into the conference agenda can foster engagement and highlight the institution’s intellectual contributions.

3. Utilizing Multipurpose Spaces

Many universities maintain dedicated multipurpose spaces that are well-suited for hosting conferences and large-scale events. These spaces often feature versatile layouts that can be configured to accommodate various seating arrangements and event formats. Facilities such as conference centers, ballrooms, and auditoriums are equipped with amenities like stage setups, lighting systems, and sound equipment, making them ideal for keynote presentations or meetings. Additionally, on-site catering services and event staff can streamline logistics and ensure a seamless experience for conference organizers and attendees alike. Exploring the availability of breakout rooms and networking areas within multipurpose spaces can provide additional opportunities for collaboration and interaction among participants.

4. Maximizing Outdoor Areas

Incorporating outdoor spaces into the conference agenda can add a refreshing dimension to the event and enhance attendees’ experience. University campuses often feature scenic outdoor areas such as fields, courtyards, and gardens that can serve as picturesque backdrops for receptions, networking sessions, and social events. Consider scheduling outdoor activities like guided campus tours or team-building recreational activities, athletic events, and exercises to take advantage of the natural surroundings and promote attendee engagement. However, it’s essential to have contingency plans in place for inclement weather or unforeseen circumstances to ensure the seamless execution of outdoor events. Collaborating with campus facilities management and event staff can help address logistical considerations ensuring that outdoor spaces are appropriately prepared and equipped for the conference or event.

5. Ensuring Accessibility and Accommodations

Accessibility is a cornerstone of inclusive event planning, and it’s imperative to ensure that the conference venue accommodates the diverse needs of attendees. Conducting accessibility assessments of venue facilities and amenities can help identify areas for improvement and ensure compliance with standards and regulations. Providing clear and comprehensive information on transportation options, parking facilities, and accommodation arrangements can facilitate smooth navigation for attendees with disabilities. Also, offering alternative formats for conference materials and presentations, such as braille or large print materials, can enhance accessibility and promote inclusivity. Collaborating with event staff at the university will provide valuable insight for addressing concerns ensuring that all attendees can fully participate in the conference.

6. Collaborating with University Resources

Engaging with university stakeholders can enrich the conference experience and enhance its impact. Collaborating with academic department faculty, research center staff, and university administrators can provide access to subject matter experts, potential speakers, and promotional options. Leveraging university marketing and communication channels, such as newsletters and social media platforms, can help expand the reach of the conference and attract a diverse audience. Moreover, tapping into the expertise of event management professionals and support staff at the university can streamline logistical planning and execution, ensuring that the conference runs smoothly. Building strategic partnerships with industry partners can also provide opportunities for funding, sponsorships, and in-kind support, enhancing the overall quality and sustainability of the conference.

Organizing a successful conference at a university venue requires careful planning, strategic decision-making, and effective utilization of resources. By considering factors such as venue selection, facility usage, accessibility, and collaboration with university stakeholders, event planners can create memorable and impactful conference experiences for attendees. With thorough preparation and thoughtful execution, conferences hosted at university venues can serve as dynamic forums for knowledge sharing, networking, and collaboration within the community and beyond.

Event Planning Tips, Logistics & Operations

Navigating Conference Parking and Transportation at Millersville University Locations

 

Hosting events at Millersville University locations offers numerous advantages from access to excellent facilities to a vibrant academic atmosphere. However, managing transportation and parking logistics can sometimes be challenging for event organizers and attendees alike. At Millersville University, we understand the importance of ensuring a smooth experience for all guests. That is why we’ve put together this comprehensive guide on managing conference parking and transportation when utilizing university venues.

Parking Options

When attending events at university locations, parking can often be a concern for guests. To alleviate this worry, Millersville University Conference Services in conjunction with Millersville University police department offers a nice solution in the form of e-permit day passes. These passes are specifically designed for visitors and guests attending events on campus throughout the year. Guests can apply for a visitor/guest day pass online through our parking portal either the day before or the day of their visit. This process is simple and efficient, requiring guests to easily create an online account by clicking the icon in the top right corner of the webpage. Once your account is created, you may now submit your permit request. Once approved, the e-permit will be sent via email. After printing the permit, display your e-permit on your vehicle dashboard when you have arrived after parking in the correct campus lot where your event is being held. This ensures easy identification and hassle-free parking. If guests are unable to print out the e-permit, they can visit our parking office located at the Boyer Building on campus. Our staff will be more than happy to assist in printing out the permit, ensuring that guests can park with ease.

Transportation Services

In addition to parking options, Millersville University also offers the ability for transportation services to be utilized to enhance the convenience of attending events at university locations. For larger events or conferences, we provide parking for bus services to facilitate transportation. This ensures that attendees can travel together, minimizing the need for individual vehicles and reducing environmental impact.

Additional Travel Tips

To further streamline the parking and transportation experience for event attendees, here are some additional tips to keep in mind:

  • Planning Ahead: Encourage guests to plan their transportation in advance, including applying for e-permits and familiarizing themselves with parking locations.
  • Carpooling: Encourage attendees to carpool whenever possible to reduce the number of vehicles on campus and minimize congestion.
  • Accessibility: Ensure that parking areas and transportation services are accessible to guests with disabilities, providing designated parking spaces and accommodations as needed.

We within Millersville University Conference Services, are committed to providing exceptional experiences for all event attendees, including seamless parking and transportation solutions. By offering e-permit day passes, we aim to ensure that guests can focus on enjoying the event without worrying about logistical challenges. We look forward to welcoming you to our University and making your experience a memorable one!