Creating memorable events takes more than just planning; it takes experience. Here’s an inside look at how Clemson’s Events Services makes some of the University’s most beloved events successful while providing students with hands-on learning experiences.
Behind every great event is a great event team, and Clemson University has one of the best. Led by associate director Callie Bunyea, two assistant directors, a student event assistant, and four University Professional Internship and Co-Op program intern coordinators, the University’s Event Services team is responsible for all Commencement ceremonies, Ready, Set, Roar!, Spring and Fall Family Weekends, Military Appreciation Day Tailgate, Homecoming Float Build and Big Man On Campus — just to name a few.
The team works in tandem on everything from initial planning to the big day of festivities and everything in between for events big and small.
Assistant director Meghan Ridgeway ’16 always begins her work with clients by asking: “What kind of event are you wanting to host?” It may be broad, but the question motivates them to think about the vision, including the tone and their expectations, to lead the planning in the right direction. This means prioritizing the items that are most important to the client when planning.
“Open and honest communication helps avoid misunderstandings and ensures everyone is aligned,” Ridgeway said.
The process
In addition to organizing major campus events, the Event Services team provides event support to the campus community. After Reservations Services receives the initial request for the event’s date and time, an event coordinator will be assigned to the client upon approval.
Student interns spearhead many client relations and usually have 10–20 events at a time. The coordinator will conduct an in-person meeting with the client, communicating “all the meeting details and outline expectations for receiving information in a timely manner, policies that may apply to the event or venue, and commit to the services they will be coordinating with outside vendors or campus partners,” Bunyea said.
“Our coordinators serve as the link between the clients and service providers, working to create memorable, enjoyable events for clients, guests and the community,” Bunyea added.
Success is in the details when it comes to event planning. Understanding the guidelines of the venue and constant communication with the vendors are necessary to make the event seamless. Event Services communicates and works with many different University departments, including Facilities, Landscape Services, Clemson University Police Department and Catering Services, to put on events.
With so many moving parts, meeting deadlines is vital to the process. In event planning, multitasking isn’t a challenge but a daily expectation. Having dates set before the event to check things off the list makes event day much smoother. And after years of planning events at different scales, Ridgeway has learned that curveballs often happen.
“Not everything will go exactly as planned, and that’s OK,” Ridgeway said. Being proactive with backup options provides a level of comfort for both planners and clients.
Planning in action
One of the team’s favorite events to plan is the Military Appreciation Day vehicle display on Bowman Field. Many details go into this memorable day each football season, including monitoring weather for the vehicles, helicopter arrival and departure times, and game day traffic.
“We take pride in honoring our military heritage and passing along Clemson traditions to the newest Tigers,” Bunyea said. “Our legacy is one worth preserving.”
The team also manages events outside of their scope. They oversee the event registration and special event review board processes, during which campus partners meet weekly to review proposed University events. They bring their expertise in “safety measures, traffic implications and academic priority with regard to high-impact events,” said Bunyea. The details are crucial to ensuring the University’s daily activities run smoothly while these events are occurring.
The team also works diligently to ensure the largest University events come to fruition year after year and to direct new events that come to campus. Through collaboration, communication and attention to detail, the team transforms ideas into experiences that leave a lasting impact on the entire Clemson community.
