– Special Event Information

Thank you for coordinating a special event. In order for the staff to plan and prepare for the event, please fill out the information below. Any contracts should be forwarded to the Finance Associate for signature and submission.

Name of Event

Date of Event

Please enter limit # of attendees:

Please enter a number from 1 to 200.

Coordinator Name

Email

Home Phone

Cell Phone

Coordinator Name

Email

Home Phone

Cell Phone

*The coordinator’s cell phone will be provided to the members and bus company (if bus is needed) for use on the day of the trip.

Please check the appropriate boxes and fill out the information that applies. If the line does not apply, please leave it blank. As you type in the box, more lines will appear if you need them.

Special classroom arrangements

If the event requires a special location or special classroom setup, please detail it below. Include the number of seats if it is limited, the arrangement of seats, and number of tables required. If this is for an offsite location, please include contact information and any deadlines. If there are any special A/V needs, please list that also.

Special Arrangements

Bus Needed

If a bus is needed for this event, please fill in the information below. If the pickup/drop off location is Fair Oaks Mall, Lot 57, just type in Fair Oaks Mall.

Pickup Time

: HH

MM

Drop off Time

: HH

MM

Pickup/Drop off Location

Bus Size needed: Passenger ?*

1st stop: Name & address

2nd stop: name & address

3rd stop: name & address

Comments:

Car Pool

If this event involves a carpool, please fill in the information below.

Meeting Time:

: HH

MM

Name of meeting place

Address of meeting place:

Adress of destination:

Directions & other information:

Admission

Payable to:

Address

Street Address City State ZIP Code

Depost required?

Yes
No

Amount:

When due:

Balance Due Date:

Amount:

Contract ?

Yes
No

Special Requests or Other information:

Meal

Please enter limit # of attendees:

Please enter a number from 1 to 200.

Payable to:

Address

Street Address City State ZIP Code

Deposit Required?

Yes
No

Amount:

When due:

Contract?

Yes
No

Balance Due Date:

Amount:

Special Requests or Other information:

Hotel

Name of Facility

Check-in Date:

Check-out Date:

Address

Street Address City State ZIP Code

Deposit Required ?

Yes
No

Amount:

When due:

Contract?

Yes
No

Balance Due Date:

Amount:

Number of Rooms Reserved:

Single Rooms

Double Rooms

Or Make Their Own Reservations?

Yes
No

Rooming List to be Provided?

Yes
No

Billing Arangements:

Other

Responsibilities for Development of OLLI Courses, Special Events, and Activities Courses, special events, trips and ongoing activities are developed by OLLI members. Generally, ideas are shared at meetings of the respective resource groups or program committees. Subsequently, one or more members follow up with planning and logistical preparations. OLLI members make the contacts for speakers, instructors, and individuals providing services related to a special event performance, tour, or trip.

OLLI staff members play a supportive role for the work of the members:

The Program Associate works closely with members to schedule the courses, special events, and activities in an efficient manner and to provide accurate information in the catalog and other OLLI publications.

The Finance Associate responds to requests on any matter which requires payment or contractual arrangements.

The Executive Director approves contracts that have been requested by the OLLI member(s) who are coordinating the course or event and authorizes any payments via check or credit (debit) card.

The Administrator/Registrar adds meetings and events to the official OLLI calendar and assists in matters which need the services of George Mason support personnel.

The Site Assistants provide for refreshments, materials and audio-visual equipment for members, instructors, and speakers at the three OLLI sites and some off-site locations. They are generally not involved with special event activities such as performances and trips that are not at an OLLI facility.