The P&E Team specializes in planning and executing successful events of all sizes.
From scientific conferences and workshops to corporate meetings and seminars, our dedicated staff ensure that every detail is meticulously handled, allowing you to focus on the content and participants of your event.
Services
The SDSC P&E Team offers comprehensive support services, including:
- Event/Activity Program Development: Guidance on event or activity logistics based on proposed high-level concepts
- Venue Selection and Reservation: Guidance on appropriate spaces for your specific event needs
- Logistic Management: Coordination of room arrangements, audiovisual (A/V) needs, and technical support
- Catering Services: Arrangement of food and beverages from a variety of options
- Registration: Develop a registration to meet the program requirement through Stova, a cloud-based events management platform
- Website: Develop a website to provide all required details for guests through Stova
- Budget & Finance
- Outreach & Marketing
- Day-of-Event Support: On-site coordination, registration and support during your event
Planning to include an event, training series, workshop, conference, or similar activity as part of your proposal?
Involving the SDSC P&E Team early in your proposal writing process can strengthen your application and ensure realistic budgeting for your event.
- Determine P&E team availability and capacity to support your event
- Accurate budget forecasting
- Realistic timeline planning
- Professional venue and logistics descriptions for your proposal
- Enhanced credibility with funding agencies
- Reserved priority for your event dates (subject to final approval)
Proposal Development
How to Include the P&E Team in Your Proposal
- Contact Us Early. Reach out at least 4-6 weeks before your proposal deadline
- Provide Initial Information.
- Event overview
- Proposed event type: conference, workshop, training, meeting, webinar
- Participation: in-person, virtual, hybrid
- Anticipated set-up (classroom, theater)
- Event duration (include set-up/tear down, full and half days)
- Tentative dates and flexibility
- Estimated number of attendees
- Additional activities: social events, poster sessions, etc.
- Preliminary budget constraints
- Special requirements or accommodations needed
- Request a Consultation. Meet with our team to discuss your vision.
- We will provide:
- Detailed cost estimates for inclusion in your budget.
- Letter of support outlining SDSC's commitment to hosting your event.
Ready to start writing your proposal? Contact the P&E Team.
Event Planning
Working with the P&E Team
- Contact the P&E team early to allow time for planning and coordination.
- At least 8 weeks prior to your desired event date for small events.
- 4-6 months prior to your desired event date for large conferences or workshops.
- Have the information in the Essential Information Checklist ready.
Essential Information Checklist
- Event Basics
- Event overview and purpose
- Event type: conference, workshop, training, meeting, webinar
- Participation: in-person, virtual, hybrid
- Event duration (include set-up/tear down, full and half days)
- Tentative dates and flexibility
- Estimated number of attendees
- Additional activities: social events, poster sessions, etc.
- Special requirements or accommodations needed
- Budget
- Funding source, project/task number
- Budget constraints or requirements
- Fund manager contact
- Venue Requirements
- Room configuration (theater, classroom, roundtable, etc.)
- Breakout session needs
- Registration/welcome area requirements
- Reception space (if applicable)
- Poster boards (if applicable)
- Technical Requirements:
- Presentation equipment
- Internet/network capabilities
- Recording or streaming requirements
- Catering Preferences:
- Meal requirements (breakfast, lunch, dinner, breaks)
- Dietary restrictions to accommodate
- Alcohol service needs (if applicable)
- Supporting Materials (if available):
- Previous event agendas
- Past website
- Sample room layouts
- Previous year budget
- Special branding requirements
Ready to start planning your event? Contact the P&E Team.