Tag Archives: Millersville University Conference Services

Event Planning Tips, Logistics & Operations, Technology & Audio-Visual Services

Millersville University’s Technical Operations Department: Elevating Campus Events with Professional Support

Millersville University’s Technical Operations Department is committed to delivering comprehensive audio, video, lighting, and electronic support for a wide range of campus events. Whether you are organizing a meeting, conference, lecture, cultural event, or concert, our team is equipped with the expertise and technology to enhance your event with professional technical services.

Event Support

The Technical Operations Department specializes in providing technical assistance for a range of campus functions, including:

  • Meetings and Conferences: Delivering the necessary technical infrastructure for seamless communication and presentations.
  • Lectures and Seminars: Ensuring speakers have the audio-visual support needed to effectively engage their audience.
  • Cultural Affairs and Concerts: Providing high-quality sound and lighting to enhance performances and audience experiences.
  • Social Events: Offering portable audio/video equipment rentals for dances, movie nights, and other social gatherings.

Services Offered

Groups can have access to a variety of rental equipment and services tailored to diverse event needs:

  • Audio Equipment: From full concert setups to wireless, wired, and lapel microphones, we ensure high-quality sound for events of all sizes. Additionally, we provide laptops, projectors, and portable screens.
  • Visual Equipment: Our inventory includes televisions, DVD players, large-screen projectors compatible with multiple media sources and overhead projectors to meet various presentation requirements.
  • Lighting Solutions: Advanced lighting equipment is available to create the perfect ambiance and highlight key elements of your event.
  • Recording Services: We offer professional audio and video recording services to capture and preserve your event. Live streaming services are also available, supported by our skilled team at Millersville University.

How to Request Services

In addition to providing technical support, our team offers onsite assistance throughout your event, ensuring a smooth and successful experience. Our services are also designed to be budget-friendly, making professional event support accessible to all.

To request services from the Technical Operations Department, please contact Assistant Director Michael Kurland at conferencing@millersville.edu, call (717) 871-5938 or fill out an event request form.

By partnering with the Technical Operations Department, you can ensure your event benefits from professional-grade equipment and experienced technicians, contributing to a seamless and memorable experience for all attendees.

Event Planning Tips, Logistics & Operations, Venue Selection

Why More Businesses Are Choosing University Venues for Their Corporate Events

When planning a corporate event, selecting the right venue is crucial to its success. More businesses are discovering that university venues offer a unique, professional, and cost-effective alternative to traditional hotels and conference centers. With state-of-the-art facilities, comprehensive event planning support, and a vibrant atmosphere, universities provide an ideal setting for conferences, leadership retreats, and company-wide gatherings.

A Unique and Professional Atmosphere

Universities foster an environment of learning, innovation, and collaboration – qualities that align perfectly with corporate events. Unlike conventional hotel conference rooms, university campuses offer dynamic spaces that encourage creativity and productivity. Whether hosting a strategic planning session, a leadership summit, or a large-scale industry conference, the academic setting can inspire fresh ideas and meaningful discussions.

State-of-the-Art Facilities and Versatile Spaces

One of the biggest advantages of choosing a university venue is the access to modern, well-equipped facilities. Universities offer a variety of spaces, from large auditoriums with high-tech audiovisual capabilities to smaller breakout rooms designed for team discussions. Many campuses also feature stunning outdoor areas, providing businesses with flexible options for networking events or corporate retreats.

Comprehensive Event Planning Support

Most universities have a dedicated conference services team to assist with event logistics, making the planning process seamless. These professionals help businesses coordinate venue selection, technology setup, catering, and more, ensuring that every detail is covered. With expert event planners on hand, organizations can focus on their event’s content and objectives while the university handles the logistics.

Cost-Effective and Budget-Friendly

Compared to traditional conference centers and hotels, university venues often offer more competitive pricing while still providing top-tier amenities. Many universities provide packages that include venue rental, technology support, and catering at a lower cost than commercial event spaces. This allows businesses to maximize their budgets without sacrificing quality.

On-Site Lodging Accommodations and Catering Services

For multi-day events, many universities offer on-campus lodging during the summer months, making them a convenient choice for corporate retreats and training sessions. Contact the university to inquire about lodging accommodations available year-round. In addition, universities often provide in-house catering services with customizable menu options, ensuring that attendees have access to fresh, high-quality meals tailored to their dietary needs.

Accessible and Well-Connected Locations

University campuses are often located near major highways, airports, and business hubs, making them easy to access for both local and out-of-town attendees. Many also have ample parking and public transportation options, ensuring a smooth arrival experience for guests.

Host Your Next Corporate Event at Millersville University

If you’re looking for a university venue that offers all these benefits and more, consider Millersville University. Our Conference Services Department is dedicated to making your corporate event seamless and successful. With a variety of modern meeting spaces, top-tier technology, professional catering services, and expert event planning support, Millersville University is an ideal choice for businesses looking to host impactful events.

For more information or to book your next corporate event, please email conferencing@millersville.edu or call (717) 871-5938. Let us help you create a memorable and productive experience for your team!

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: 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.

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!

Event Planning Tips, Logistics & Operations

A Look Behind the Scenes: The Art of Coherent Event Logistics

Welcome back, event planners! In this post, we’re pulling back the curtain to take a look into seeing how event logistics operate. From planning the details to ensuring seamless execution, event logistics are pivotal to the success of any gathering. Whether it’s a conference, seminar, gala dinner, or sporting event the effort put in behind-the-scenes is what truly makes the magic happen.

Crafting the Blueprint

At the heart of every successful event lies a well-thought-out plan. A logistics team is tasked with creating a comprehensive blueprint that outlines every aspect of an event, from venue selection to transportation arrangements like parking, and busing. This involves considering factors such as attendee demographics, budget constraints, and the overall theme or purpose of the event. Create your goals on what you really want to accomplish from this event. Also, it is important to establish a timeline with key dates for tasks, meetings, contracting with vendors, and rentals, to make sure the logistical requirements are kept on track. Choosing the right location is one of the first tasks in the planning process. The flow and atmosphere of the event may be greatly affected by this choice. It is important to remember to consider factors like location, capacity, and services when making your choice, and that your choice will support the goals of the event.

Once the venue is secured, your attention should shift toward the finer details of logistics planning. This includes coordinating with vendors, arranging for equipment rentals, and developing a timeline for setup/breakdown. Having effective communication and collaboration with the people you are working with is essential during this phase. So, you’re able to ensure that all stakeholders involved are aligned and working towards a common goal.

 Bringing the Plan to Life

Now that the groundwork is laid, it’s time to bring the plan to life. On the day of the event, the logistics team springs to action, overseeing all aspects of the event, from signage placement to seating arrangements. This requires a keen eye for detail and the ability to adapt to any last-minute changes or challenges that may arise. One of the keys to successful event execution is effective coordination among all parties involved. This includes not only the logistics team but also vendors, venue staff, and other stakeholders. Clear communication and a proactive approach are essential for addressing issues in real-time, ensuring that the event runs smoothly from start to finish.

The Importance of Flexibility

When you’re working in event planning, no two events are ever quite the same. Despite careful planning and preparation, unforeseen challenges can arise at any moment. This is where the art of event logistics comes into play. Having the ability to act fast and think on your feet to adapt to changing circumstances is a monumental aspect of navigating unexpected challenges. Whether it’s a sudden change in weather, a technical glitch, or an unanticipated scheduling conflict, the logistics team must remain calm under pressure and work swiftly to find solutions. There are just some things that are out of our control when events are taking place, so having the ability to create on the fly the solutions makes the difference between a good and bad event planning team.

Reflecting on a Job Well Done

As the event draws to a close and your attendees are leaving with smiles on their faces, the logistics team can take pride in a job well done. While the spotlight may shine brightest on the speakers or performers, the unsung heroes behind the scenes deserve recognition for their tireless efforts to make the event possible. From the initial planning stages to the final breakdown, event logistics are the backbone of any successful gathering. It’s a challenging yet rewarding endeavor that requires attention to detail, effective communication, and a healthy dose of creativity. So the next time you attend an event and everything seems to run like clockwork, take a moment to appreciate the artistry of event logistics that made it all possible.

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If you are looking to book an event Contact our Assistant Director of Conference Services and he will be in touch with you shortly. You can reach him at 717-871-5938 or Michael.Kurland@millersville.edu. Or fill out an Event Request Form.