Programming + Private Events

In the same way we lead with hospitality for our members, our programming partners, and our private event clients, we must always lead with hospitality towards each other. We should all try our best to accommodate each other’s needs. We are all on the same team and share successes!

    1. Programming team will hold dates for all yearly + across-house programs in TripleSeat for each new calendar year

      • These are important to member retention and cannot move to other spaces (but could shift dates with enough lead time, except if related to a holiday)

    2. Private Events team will create a reference document for programming that touches on their important months/dates to include college grad weekends, friday/saturdays in wedding season, etc.

    3. If we are planning months in advance, be clear in communication to the programming partner that if you’re using a shared space, the date may need to shift if a private event is booked.

    4. Do not book too many programs in the house (i.e. multiple spaces at the same time) so that there isn’t room to move to a backup space if a private event is booked.

    5. Be mindful of popular private event days/times and avoid booking programs during those blocks

    6. Have a holistic calendar view of private events and programming seasonality

    7. Private events and programming for each house should have an annual meetings to go through TripleSeat year together

    1. If programming team is using a main event space, always select a backup space in Tripleseat at time of creation of program

      • Ex. CH1 chooses Vinegar Hall + Library, CH2 chooses Union Hall + Madison Wing, CH3 chooses Ruby Hall + Pennybacker/Lobby. This can’t always make sense, but if at all possible, be flexible in moving dates to accommodate a private event

    2. No matter how far out, private events should communicate with programming that an inquiry has come in for a date that has already been booked for a member program

      • If more than 45 days out, program should be able to move to a different date

      • If under 45 days and not already promoted, conversation will take place about moving to a different space or time

      • If under 45 days out and already promoted/people have signed up, a longer conversation is needed and would be case by case (hopefully things could shift to a different space). In this instance, please loop in Operations Director, Programming Director and OpCo Events Director.

    3. No one should make changes to another person’s event in TripleSeat. Confirm changes via email with the correct owner when shifting locations, dates, times, etc and wait for them to update.

    1. Programming has the luxury of being able to choose partners and dates whereas private events wait for clients to come in, so there’s less flexibility on their side.

    2. Programming generally “feels” better in the spaces of the house that are not the dedicated private event venues

    3. Programming should always be transparent with partners about the potential for date, venue + time changes leading up to the program

    4. Flex your creative muscles in thinking through alternative space or time options in case the situation arises

    5. Private events team will be aware and thoughtful of the work, planning and relationships of programming team

    6. Programming team to be aware of the importance of private events to the success of Common House