Office of Event Strategy and Management

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Office of Event Strategy and Management

Mission

To strategically plan, execute, and steward exceptional event experiences that elevate the Spelman College brand, generate institutional revenue, and foster meaningful community engagement, anchored by operational excellence, structured governance, and a commitment to innovation.

Vision

To lead campus event strategy and management with excellence by fostering strategic partnerships, streamlining policies, processes, and procedures, exercising fiscally responsible stewardship, and creating purposeful experiences that reflect, honor, and amplify Spelman College's legacy, mission, and identity. 

Who Are We

The Office of Event Strategy & Management serves as Spelman College's central resource for campus event strategy, planning, and operational excellence. Our office is responsible for providing the strategic direction, operational framework, and institutional support that enable departments and organizations to deliver events that reflect the College's mission, uphold our standards, and advance institutional priorities. 

Our role extends beyond event planning and management. We provide strategic guidance, operational oversight, policy interpretation, and compliance support, while connecting campus partners with approved vendors and service providers. By establishing clear processes and collaborative planning practices, we promote operational excellence across the College's event portfolio. 

As stewards of the College's event governance framework, we lead the development, implementation, and continuous improvement of campus-wide event policies, standards, and operational practices. Through governance, oversight, and cross-functional collaboration, we help ensure institutional compliance, mitigate operational risk, optimize the use of campus facilities and shared resources, and elevate the overall campus event experience. 

The Office also serves as the functional administrator of 25Live, the College's enterprise event and space reservation platform. We oversee reservation workflows, space management, user support, system governance, and strategic scheduling practices to provide an equitable reservation experience for the Spelman community. 

Working collaboratively with campus partners, we lead select events and support others by providing strategic planning, coordinating shared resources, and ensuring events are aligned with College policies, operational standards, and institutional priorities. 

To strengthen institutional planning and decision-making, we collect, analyze, and leverage event data and performance metrics across the College's event portfolio. These insights inform budgeting, resource allocation, revenue-generation opportunities, staffing and volunteer planning, space utilization, operational efficiencies, and risk mitigation strategies, enabling the College to make data-informed decisions. 

At the heart of our work is a commitment to partnership, service, and operational excellence. We strive to make the planning process easier for our campus community, alumnae, and guests while creating an environment that strengthens the student experience, celebrates our traditions, and reflects the excellence that defines Spelman College.  

Who We Serve

We collaborate with faculty, staff, students, and external partners.

Contact Info

Event Strategy and Management

350 Spelman Lane, S.W., Atlanta, GA. 30314
2nd Floor, Rockefeller Building

404-270-5822
events@spelman.edu

Mon. - Fri. | 9 a.m. - 5 p.m.

Quick Links


Book and Schedule

Welcome to Spelman College's centralized booking hub for events and meetings. Whether you are a part of our campus community or a guest partner, we are committed to helping you plan seamless, impactful experiences.

Please Note: External events are not supported during the summer or holiday closure periods. Requests will only be considered for events taking place between September 15 - November 15 and February 15 - April 15 (with a one-week flexibility window on either side, as needed).

Please do not submit requests for events in May, June, July, August, December, or January and ensure alternative dates are available.

Book and Schedule

Internal Events (Faculty, Staff, Students)

Events organized and hosted solely by Spelman College students, faculty, or staff for the campus community. These events are initiated, planned, and funded internally, with no outside partners involved.

Examples: Department Meetings, Student Organization Programs, Campus Trainings, Faculty or Staff Celebrations.

Access 25Live through the Spelman Portal.

  • Events with campus-wide impact or external guests must be approved by the Campus-Wide Events Policy & External Request Committee.

Registered Student Organizations (RSOs)

  • Reservations must be submitted through 25Live by the current Advisor.
  • Advisor or RSO President presence is required at all RSO events.
  • Non-RSO students must go through the Office of Student Life and Engagement to host an event.

Note: Non-compliance may result in loss of booking privileges.


Steps to Book for Internal Events

  1. Submit request in 25Live.
  2. Submit Internal Event Request Form (for 50+ guests only).
  3. Internal Review.
  4. Confirmation via email.
  5. Complete Event Function Sheet (for 50+ guests only).
  6. Attend Campus Logistics Meeting for event consultations and guidance.
Partnership Events

Events in which Spelman College students, faculty, or staff host or co-sponsor an event in partnership with an external group or organization. For an event to qualify as a true partnership, the outside entity must provide financial support to the campus. This support recognizes that the campus is contributing significant resources such as the facility, utilities, marketing reach, audience access, and internal departmental services (for example: Facilities Management Services (FMS), Spelman Technology Services (STS), Public Safety, Event Strategy and Management, Communications, etc.).

A certificate of insurance must be provided to the Procurement Office and approved prior to the event and before the outside entity is permitted to enter campus.

Examples: Conferences Co-Hosted with Professional Associations, Career Fairs with Outside Employers, Public Lectures featuring Industry Speakers.


Steps to Book for Partnership Events

  1. Submit Request through the Partnership Event Request Form
  2. Internal Review and Approval
  3. Consultation with Office of Event Strategy and Management
  4. Notification and Official Confirmation
  5. Contractual and Insurance Requirements
  6. Submit Promotional and Marketing Materials for review and approval.
  7. Final Review and Agreement
External Events

Events organized entirely by outside individuals, companies, or organizations that use campus facilities as a venue, with no active role from Spelman College students, faculty, or staff in planning or hosting. These events are subject to facility rental policies, contracts, and insurance requirements.

A certificate of insurance must be provided to the Procurement Office and approved prior to the event and before the outside entity is permitted to enter campus.

Examples: Corporate Meetings, Community Programs, or Third-Party Conferences.

External event requests are managed by the Office of Event Strategy and Management.

  • Require approval, signed rental agreement, Certificate of Insurance (COI) confirmation and payment of fees.

Please Review External Request Policies prior to submitting your form.

All external requests must be submitted via External Event Inquiry Form at least 45 business days prior to the event.

Steps to Book for External Events

  1. Submit Request through External Event Request Form
  2. Consultation with Office of Event Strategy and Management
  3. Internal Review and Approval
  4. Notification and Official Confirmation
  5. Contractual and Insurance Requirements
  6. Submit Promotional and Marketing Materials for review and approval.
  7. Final Review and Agreement
  8. Invoice and Payment Submission
Communications Services Support

The Communications team provides assistance with all media-related needs and requests. Submit your request using the Communications Service Request Form. Use the same form to request support for any of the following: Website, Film Screenings, Campus-Wide Communications, Photography, Pole Banners, and Social Media.

Communications Service Request Form