1. BAT INFORMATION PACKET
As an activities team member it is important to be knowledgeable on supplies that BAT owns, locations
on campus that are good for events and event budgeting. This information packet has details that will be helpful
in planning and running fun, successful events
Event Locations on Campus
Preston Commons
 Pros
o Large area with plenty of space for food, music and games
o Lots of trees which provide shade and a platform for hanging lights
 Cons
o The ground kicks up dust when there are dances
o It feels too large for small events
 Ideal For
o Large events
 Previous BAT events at this location
o Luau
 Facts
o Power outlets inside Preston or the side with the AC Units
o Reserved items get returned to lobby/back steps of Preston
Gillespie Commons
 Pros
o Well known area with a lot of students walking through during class periods
o Convenient location
 Cons
o The area feels too large for small events
o Poor acoustics – hard to hear for movies, music carries decently
 Ideal For
o Medium to large events
 Previous BAT events at this location
o DIY Mug Design
o Pop Ups
o Campus Connections
o Starlight Cinema
 Facts
o Power outlets inside Fitzhugh or Preston, 2 outside on the side of Preston
o Items reserved are returned to Fitzhugh Alcove

2. Front of Student Center lawn
 Pros
o Lots of students come by here during lunch hours
o Highly visible
 Cons
o Limited Space with On-The-Go Traffic
 Ideal For
o Pop Ups, promo tables or quick communication
 Previous BAT events at this location
o Pop Ups: Sonic Drinks
o Promo Tables: Rec the Night, Gotcha Target Practice
Student Center
 Pros
o Provides one of the largest indoor locations on campus
o ‘Sections’ make it flexible for different size events. It is convenient to have a small event in one
section or take up a majority of the student center for a larger event.
o Provides space for events to have multiple defined areas/activities
o Lots of students walk through the student center attracting more people to events
 Cons
o Most of the events at the student center require moving furniture
o The student center can be noisy
o It will never be a closed event – this area is always open to all students
 Ideal For
o Small, medium and large sized events.
 Previous BAT events at this location
o Beats at the Bird
o Flashback Friday
o Community Connections
 Facts
o Plenty of power outlets
o Items reserved get returned to behind the ATM
o Furniture must be placed back to original setup
o Furniture CANNOTdrag/slide – it must be picked up to move

3. Aux Gym
 Pros
o The gym is very open and gives room for a lot of creativity in events
o The room can be partitioned off to give the room a smaller feel
o Food and drinks can be brought inside
 Cons
o The gym does not carry acoustics well
o This location is not pretty and can be hard to decorate because of the openness it provides
o Events at this location need to be well advertised because not a lot of people come by the gym on
a regular basis
 Ideal For
o Medium to large events that have dancing or lots of physical activities involved
o The Aux Gym is also usually the backup location for events if it rains
 Previous BAT events at this location
o Bikers and Belles After Party
 Facts
o Plenty of power outlets
o Security/Campus Recreation must unlock and lock the gym
o Items reserved get stacked and left in Aux gym
o Lighting is limited to florescent and/or window lighting
Irby 200
 Pros
o The room sits 180 people in a theatre like style
o Great for movie nights or large meetings
 Cons
o The room just has stadium seating room and has a formal feel
o There is no flexibility in changing chair seating and only a little room for tables which could be
using for food
 Ideal For
o Poetry Nights, group competitions, movie nights
Barber Auditorium
 Pros
o Barber Auditorium has a concert feel to it and can be used for slightly more formal events
o Has a foyer area that could be used for food or drinks
 Cons
o Does not have flexibility in seating
o Because of the setup it has a formal feeling
o The room is large and would need a large crowd to feel like it isn’t too small
 Ideal For
o Medium to large events

4. Soccer Bowl
 Pros
o Large field great for outdoor games
o Great location for attracting students
 Cons
o Numerous restrictions on what can be done on the field; no stakes in the ground, limited
reservations
 Ideal For
o Large events
 Facts
o Items reserved get returned to weight room alcove
o Power outlets on the side of the building
Lower Practice Football Field
 Pros
o Largest, most flexible outdoor location
o Stakes can be placed in the ground and it is a great place for fire pits
o The field can have a lot of students on it without feeling crowded
 Cons
o Events at this location need lots of advertising
o The field becomes muddy when it rains
o It is hard to light up the field for night events because of the size and lack of outlets around it.
 Ideal For
o Only Large events
 Previous BAT events at this location
o Backwoods Fall Fest
o Rec the Night
 Facts
o Items reserved get returned to the alcove by the weight room
o Power outlet at the sprinkler system – limited – generator reservation usually required
o Have the student/staff Coordinator unplug the sprinkler system before an event
Bitsy Irby Parking Lot
 Pros
o The parking lot is great for wet seasons when the practice field is wet
o Unique environment than most locations on Belhaven don’t have
o Lighting the parking lot isn’t too much of a problem due to outlets in Bitsy Irby
 Cons
o Barrel Fire Pits cannot be placed on the lot
o The parking lot is located at the far end of the campus far from most of the dorms
 Ideal For
o Large events with good publicity
 Previous BAT events at this location

5. Commons between Helen White and Library
 Pros
o Similar to Gillespie Commons, this location is convenient for most students
o The area is spacious
 Cons
o While there is a good bit of space, a lot of it is sloped and could be hard for placing tables
 Ideal For
o Medium to large events
 Previous BAT events at this location
o

6. Shopping for Events
Shopping for events can initially be very intimidating. Making a list of all items needed with a general
price range is important. For most large events, it is necessary to go to several stores and do online shopping to
get specific items. Taking multiple trips after the first run isn’t a bad thing and many times necessary, especially
for the larger events. Below is a list of commonly used stores and the things purchased at them. ASK ABOUT:
Tax Exemption and using card.
Walmart
 Paint
 Prizes
 Snack Food
 Drinks – Coke and waters
 Decorations and miscellaneous items
 Tax Exempt: have their own card, must show them the card before any item is scanned, we do not have
a PO
Lowes
 Lumber for signs
 Construction materials
 Rope
 Tax Exempt: have their number on back of card with general number, must show them the card before
any item is scanned, we do not have a PO
Party City
 Balloons
 Festive colored cups for drinks (Buy one get one Free)
 Tax Exempt: use general number, must tell them before any item is scanned
Dollar Tree
 Small table lights
 Dishes and mugs
 Small decorations if needed
 Tax Exempt: use general number, must tell them before any item is scanned
Hobby Lobby
 Has a 40% discount one the Hobby Lobby App
 10% educator discount off whole purchase – we get this because we pay with a company card
 Event decorations
 Paper
 Tax Exempt: have their own card, must show them the card before any item is scanned

7. Kroger
 Basic groceries
 Tax Exempt: use general number, tell them at the start of the purchase and it will be applied at the end,
we do not have a PO
Sam’s Club
Shopping at Sam’s Club requires a Sam’s Club card from staff coordinator and cash. In order to get cash
for a Sam’s Club trip, a request has to be made two weeks in advance.
 Bulk Snack Food
 Bulk Drinks
 Tax Exempt does not apply

8. Timeline of Event Preparation and Planning
FILL OUT EVENT PLAN
MEET WITH ACTIVITIES
COORDINATOR
FINISH PLANNING DETAILS
AND MAKE SHOPPING PLAN
MEET WITH STAFF
COORDINATOR AND THE
ACTIVITIES COORDINATOR TO
FINALIZE EVENT DETAILS AND
SHOPPING LIST
ADD BRIEF EVENT DETAILS
AND SHOPPING LIST TO
ASANA TWO WEEKS BEFORE
EVENT
SEND THE ACTIVITIES
COORDINATOR FACEBOOK
POSTS TO MAKE ON THE BLC
FACEBOOK PAGE
PROMOTING EVENT
PICK UP CREDIT CARD FROM
OFFICE AND SHOP FOR
EVENT
PLACE EVERYTHING NEEDED
FOR EVENT IN ACTIVITIES
OFFICE

9. Event Day Setup
A lot of planning and preparation goes into bringing events to life. On event day it is important to have a
plan for setup and breakdown times. Below are some things to think about doing for event day.
 Making a list of things needed for setup
 Taking things out of the closet and placing them in the office before setup
 Know the setup of the event in order to guide BAT members where things go
 During setup and breakdown, jobs need to be delegated to BAT members
 Pre-assign tasks to specific BAT members if applicable

10. EVENT PLAN
To begin planning for an event, there are some basic details that need to be set to make it successful.
Before meeting with the Activities Coordinator, plan out the initial details of the event. Fill out the following
details for your event before meeting with coordinator.
Event Name:
Time:
Location:
Walk through of the event setup (Room setup, decorations, items etc.):
Decorations:
Food and Drink:

11. SKETCH OF EVENT SETUP