Event Planning Tips

Choosing a Master of Ceremonies:

Usually the emcee is either the UW President, or a key individual associated with this project. If UW is hosting the event, it should be a UW faculty or staff member.

Order of Speaking:

Generally, the 'highest ranking' person should either speak first (after emcee introductions) or last. This applies to events involving government and non-government officials. If a government is set to speak at your event, please inform Patricia Duguay, Associate Director Public Affairs (ext. 33276, pduguay@uwaterloo.ca). Follow the rules of protocol and precedence.

Speaking Roles:

As event manager, in the first draft of this scenario, you will suggest topics of speeches for all speakers. When you send the first draft to them, ask them to review. This is their opportunity to change the focus of their speech if they'd like.

Speakers and key participants should receive one first draft and one final copy of the scenario. Don't overload them with numerous versions and minor changes to the scenario unless they request it.

This scenario should be sent to the following people:

  • Key Participants
  • Annette Trudelle, Donor Relations Officer (ext. 36061, atrudell@uwaterloo.ca) if it's a development event
  • Patricia Duguay, Associate Director Public Affairs (ext. 33276, pduguay@uwaterloo.ca) if it's a government relations event
  • Your Supervisor

Photo Opportunity:

Photo opportunities are primarily created for media. Typically it's a shot set up by the event manager with the key participants involved. It should represent a visual story of what the event/announcement is about. For help in deciding what type of photo op. to arrange, contact UW media relations, either Michael Strickland (ext. 84777, mstrickl@uwaterloo.ca), or John Morris (ext. 84435, jmorris@uwaterloo.ca).

For private luncheaons (sometimes organized for key participants immediately following or prior to the event) try to keep your numbers at a maximum of 12 people. For a listing of on campus venues and their capacities, see UW Venue List

If the President is speaking:

Please be sure to provide Brandon Sweet (ext. 32726, bbgsweet@admmail.uwaterloo.ca) with the following information to be included in his speaking notes (by using President David Johnston Speech Request Form):

  • Starting time of the President's remarks, how long he will speak, what you would like him to speak about, and your format
  • Full names and full format titles of other participants and their roles and how long they will speak, about what and in what order
  • Names of any VIP's attending
  • Any awards information
  • All details relevant i.e. is there a lunch or a photo op afterwards?
  • Organizer's complete contact information; before and for the day of the event