University Special Events and Protocol assists in the planning, design and management of high-profile, high-impact events. These may include speaker engagements, conferences, national and international visits, special events hosted by the president or vice presidents, as well as select university-wide events.
University Special Events and Protocol also helps ensure that Boise State University’s standard of hospitality is upheld for all events by offering Boise State departments and divisions information on event planning, best practices, policies and more.
When and where to hold your event
Before you get too far in planning, consult the university events calendar to avoid scheduling at the same time as other events that might draw from your audience.
University Events Services operates conference facilities to maximize usage for the university community and, when available, to the larger community in Boise and in Idaho.
University Catering is the exclusive caterer at Boise State University. From start to finish University Catering guidelines will assist in properly planning for your event.
How to present your event
An Event Run-of-Show is a critical tool when coordinating event staff, speakers, entertainment and venue operators.
The Alumni/Foundation database provides detailed information to help build invite lists.
Be prepared for your guests
Contact the Office of Risk Management and Insurance for recommendations on liability coverage.
Plan for guest parking during your event at available lots, Brady or Lincoln garages.
Boise State Campus Security and Police Services can provide or arrange for highly skilled professional security, law enforcement and emergency medical personnel to support events as needed.
Things to think about before you start planning
What is your objective?
Thinking about what you are trying to accomplish with the event will help determine how you execute the event. It’s where you should start before you begin brainstorming ideas.
Who is your audience?
What are the demographics? Where are they located? How are they affiliated? These are all questions that will also determine the execution of the virtual event.
Do you have a budget?
This will determine many things for your virtual event including the platform you will be able to utilize (free or paid), any extra additions to the event (ie: video production), etc.
Picking the right virtual event platform
There are hundreds of virtual event platforms at your disposal. At Boise State, however, we primarily use Zoom Meeting and Zoom Webinar. Every Boise State employee can use their credentials to access the Boise State license for Zoom Meeting. Here are things to keep in mind when choosing the platform for your virtual event:
- Think back about your objective. How will the platform enhance it?
- What do you want the guest experience to be?
- What type of information is being shared in your event?
- Interactive vs. Informational
If you need help navigating the correct platform to use or want to discuss Zoom, the Special Events team can help.
Other important information
Create a detailed run of show
Just like in an in-person event, you should create a very detailed run of show for your virtual event. We have found that the more detailed the better. Include talking points, transitions, notes for your hosts/co-hosts, when to queue the slide deck(s), etc.
Add different multimedia and/or extras to the event
By multimedia, we mean pre-recorded video messages, slide decks, music, etc. You can do any of those things and also include add-ons such as polling, live on-screen photo opportunities, surprise guests. Anything that will add a little more depth to your event and keep your audience engaged is highly encouraged.
The Office of Communications and Marketing can help get the word out on your event.
Boise State Brand Standards have been developed to enable all university departments, centers, programs and university-sanctioned organizations to consistently represent Boise State in all formal and informal communications, web, advertising and marketing, and other promotional materials.
Printing and Graphic Services provides printing, graphic and digital design, sign and large format printing, bulk mail addressing and copier services.
Contact University Visual Services if you need photos taken of your event.