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To: Alumni ServicesCC: Dining Services, Housekeeping and FacilitiesFrom: Office of Events and ConferencesDate: 5.27.2015 UpdatedRe: Alumni Reunion Weekend 2015

Event Name: Early Arrival Check-InEvent Date: June 4, 2015

Event Components: Early Arrival Check-InAnticipated Audience: Alumni

Location: Francis Morning – 4:30pm/6pm: Check-In

Location: Shay Lo 4:30pm /6pm -10:00pm Check-In

Location: SecurityAfter 10:00pm Check-In

Alumni: They will be staffing both Francis and Shay Lo

Security: Shay/Lo needs to be unlocked by 3PM Block off loading area by Shay/Lo sidewalk Signage:

Townhouses 21-26 Townhouses 31-32 & Gardens East/West

Maintenance: On Wednesday Work Order #30794 Please cut grass in front of Hickey Please install elevator key in Shay/Lo Please hang the following banners by 2:30PM

Registration: Hang over front porch of Shay/Lo Outside Welcome Alumni: Hang on outside window of Butler Welcome Alumni: Hang outside Hickey by University Club

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Event Name: RegistrationEvent Date: June 5, 2015Event Components: Registration and coffeeAnticipated Audience: Alumni

Location: Shay Lo10:00am-12:00am: Registration10:00am-4:00pm: Coffee and Danish

Cookies at 11:301:30 and 2:30pm: Walking tours of campus

Housekeeping: Work Order 30795 Need access to the duty hut Deliver Presidential Podium to Premiere Banquet before

2:30PM One stick podium to Deli at Café La Verna 1-8ft table to brick wall in Swan 1-8ft table under ticker in Murphy 1-8ft table under ticker in Walsh All school flags over to Hickey Dining Hall

Maintenance:

Assist Caya’s with tent placements in the following locations (Set-up on Thursday)

In front of Hickey Doyle Courtyard-near south entrance ramp In the parking lot by the Gardens In between TH 21-22

Security: Block off Skeller Circle Friday morning and Saturday

Morning Unlock Chapel in the morning Lock Shay/Lo at 3AM Set up security around townhouses late at night Shuttle busses in Allegany

Alumni: Handling all registration procedures

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Events Office:

On call Making signs for building closing etc. Assisting with any key or registration issues

Catering: Coffee , Danish , and cookies Ice in Mountain Dew coolers Bottled Water Refreshing

Caya’s:

Reservation #15227-1 (ARRIVAL BETWEEN 9AM – 10AM)

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Event Name: Campus ToursEvent Date: June 5, 2015

Event Components: Campus TourAnticipated Audience: Any alumni and guests

Location: Shay-Lo Lobby

10:30am: Campus Tour

1:30pm: Campus Tour

2:30pm: Campus Tour

Admissions: Christina and Monica will be overseeing Campus

Tours

Events Office: Check in on tours

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Event Name: Class of ‘65, ‘55, ‘50 & Prior DinnerEvent Date: June 5, 2015

Event Components: Cocktails and DinnerAnticipated Audience: Classes of ‘65, ‘55, ‘50 and Prior Alumni

Location: Doyle4:30pm-5:30pm: Mass in University Chapel/Memorial Candle

Lighting

5:45pm –7:15pm: Cocktails in Doyle Courtyard (Rain location: Trustees Room)

7:30pm: Dinner in Doyle Dining roomHousekeeping: Work Order #30796 Foster Courtyard

2-8fts for the bar(from Cayas) 6 Bistro tables in the grass(from Cayas) 24 Chairs(from Cayas) 3 Round tables

Dining Room Podium 7-5ft rounds with 8 chairs at each 8-6ft rounds with 10 chairs at each 2 small tables to the right of the podium (linen and

skirt) Jones Trustees Room(If Inside)

2-8ft tables set up for bar(from Cayas) 6 Bistro tables placed in room(from Cayas)

Re-set for next morning 1-8ft table in Chapel behind Altar (linen and skirt) 1-8ft table in middle of chapel for candles

Caya’s: Delivering and setting-up on 6/5 reservation #15227-1 Rain call day before at 4pm

Events Office: Handling set-up with Housekeeping Make sure candles and matches are ready Finalize set-up Thursday evening 2 Hospitality ushers Getting list of VIP guests from Alumni Rain call with alumni at 4pm

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Event Name: Class of ‘65, ‘55, ‘50 & Prior Dinner: ContinuedEvent Date: June 5, 2015

Tech: Microphone for podium in Doyle Dining

Catering: Cocktails: Full open bar Same menu as last year (about 130 people) White TC and Brown napkins Centerpieces have been ordered by Kathleen Ryan

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Event Name: Classes of ‘60, ’70 & ‘75Event Date: June 5, 2015

Event Components: Dinner and DrinksAnticipated Audience: Alumni and Guests

Location: Old Library Restaurant(Class of ‘60 on first floor)

5:30pm: Transportation Buses leaving Shay/Lo Circle

5:45pm: Transportation Buses leaving Townhouse Lot

6:30pm: Transportation Buses leaving Shay/Lo Circle

6:45pm: Transportation Buses leaving Townhouse Lot

9:15pm: Transportation Buses return to Shay/Lo and Townhouse

9:45pm: Transportation Buses return to Shay/Lo and Townhouses

Alumni: Present at Old Library for registration

Events Office: Present at bus loading points On bus going back and forth We need bus stops signs - Jason Get cell numbers of bus drivers as well JESSICA S. at event Kevin making class signs Signage:

Dinner location signSecurity:

Bus stop signs (Townhouses & Shay/Lo Circle)Carrier Coach:

Transportation service Valerie is contact: 716-307-6537 Bus drivers cell #’s

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Event Name: Class of ‘80, ‘85, and ’95 DinnerEvent Date: June 5, 2015

Event Components: Cash Bar and Buffet DinnerAnticipated Audience: Class of ’80, ‘85, and ’95 Alumni

Location: Hickey Dining Hall

6:15pm-7:30pm: Cash bar in the Hickey

7:15pm: Father Francis saying the prayer

7:30pm: Dinner

After Dinner: Prayer Service in Café La VernaClass of ‘85 coordinating with

Father Dan Housekeeping: Work Order 30795 Podium on Shay/Lo side up front Class Flags behind podium

Caya’s: 2 large fans in dining hall (delivery on 6/5)

Event Staff: Signage for class tables: ‘80, ’85, ‘95 JASON at event

Tech: Microphone for podium

Catering: Buffet White TC and Brown napkins Hickey should be set to accommodate 3 classes Please make sure Café la Verna is unlocked

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Event Name: Classes of ‘90Event Date: June 5, 2015

Event Components: Dinner and DrinksAnticipated Audience: Alumni and Guests

Location: Bartlett Country Club

5:30pm: Transportation bus leaving Shay/Lo Circle

5:45pm: Transportation bus leaving Townhouse Lot

6:30pm: Transportation bus leaving Shay/Lo Circle

6:45pm: Transportation bus leaving Townhouse Lot

9:15pm: Transportation bus returns to Shay/Lo and Townhouse

9:45pm: Transportation bus returns to Shay/Lo and Townhouses Alumni:

Ann Goergen present at Bartlett Country Club for registration

Events Office: Present at bus loading points – Intern can stay

and eat We need bus stops signs KEVIN at event & making signs Signage:

Dinner location sign

Security: Bus stop signs

Carrier Coach: Transportation service Valerie is contact: 716-307-6537

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Event Name: Classes of ‘00 and ‘05Event Date: June 5, 2015

Event Components: Dinner and DrinksAnticipated Audience: Alumni and Guests

Location: Saint Bonaventure Clubhouse

5:30pm: Mini bus leaving Shay/Lo Circle

5:50pm: Mini bus leaving Townhouse Lot

6:30pm: Mini bus leaving Shay/Lo Circle

6:45pm: Mini bus leaving Townhouse Lot

8:50pm: Mini bus return to Shay/Lo and Townhouse

9:00pm: Mini bus return to Shay/Lo and Townhouses

Alumni: Present at Clubhouse for registration

Events: Present at bus loading points We need bus stops signs Intern can stay and eat and help Alumni 60 expected guests Kevin making signs OSCAR at event Signage:

Dinner location signSecurity:

Bus stop signs

Carrier Coach: Transportation service Valerie is contact: 716-307-6537

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Event Name: Classes of ‘10Event Date: June 5, 2015

Event Components: Dinner and DrinksAnticipated Audience: Alumni and Guests

Location: Rathskeller

7:00pm – 9:00pm: Dinner and Drinks

Alumni: Working Rathskeller for registration

Catering: Pub food Remove all barstools Must have 3 bartenders and beer

Caya’s: Delivering and setting-up on 6/5 reservation

#15227-1

Events: WENHAO at event

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Event Name: All Reunion Classes SocialEvent Date: June 5, 2015

Event Components: Food and Drinks in the RathskellerAnticipated Audience: All alumni and guests

Location: Rathskeller

9:00pm-11:00pm: Free pizza, soft drinksCash bar

11:00pm-12:30am: Bar still open

9:00pm-12:30am: Music provided by DJ

Alumni: Present at event Buses into town and around campus stops

Cayas: Extra tables and chairs: 3 8-ft tables/30 chair Delivered and set up early on 6/5

Catering: Must have at least 3 bartenders and beer Please make sure to have enough beer All bar stools removed

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Event Name: Registration ContinuedEvent Date: June 6, 2015Event Components: Registration and coffeeAnticipated Audience: Alumni

Location: Shay Lo

8:00am – 10:00pm Registration8:00am-4:00pm: Coffee and Danish, Donuts and

Cookies11:00am: Walking campus tours

Security: Block off Skeller Circle Friday morning and Saturday

Morning Unlock Shay/ Lo by 6AM Unlock the following by 8AM:

Plassman Swan St. Joseph Shrine Murphy Butler Walsh

Unlock RC 219 at 2:30PM Lock RC 219 at 4:30PM Extra security Saturday evening at Townhouses Shuttle busses into Allegany on Saturday

Alumni:

Handling all registration procedures Has access to duty hut

Events Office:

On call Assisting with any key or registration issues Signs around campus detailing events happening that day JESSICA S. helping

Catering: Coffee , Danish , and cookies Ice in tubs on floor Replenish throughout the day

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Event Name: Reunion BreakfastEvent Date: June 6, 2015Event Components: BreakfastAnticipated Audience: All Alumni and Guests

Location: Hickey Dining Hall

7:30am – 9:30am: Breakfast

Alumni:

Present at event Blue name tag or ticket required at door

Events Office:

Check in with catering Collecting tickets and sending back to Shay-Lo if they don’t

have one ($14 per adult) JESS M. at event

Catering: Set for 250 people Blue name tag or ticket required at door Who is over seeing ticket collection

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Event Name: Golf at SBUEvent Date: June 6, 2015Event Components: GolfingAnticipated Audience: All Alumni registered and Guests

Location: University Golf Course/Clubhouse

8:00am – 1:00pm GolfingLight refreshments

Alumni:

Ann Goergen present at event 9 holes only

Events Office:

Check in with catering

Catering: Enough for 40 people 1 carafe coffee Tray of Danish and donuts Deliver to Ann Goergen @ picnic table near 1st tree

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Event Name: Charles Major Fun RunEvent Date: June 6, 2015Event Components: Run & WalkAnticipated Audience: Any Alumni registered and Guests

Location: Behind Reilly Center (east entrance)

8:45am – ?? RegistrationWalk and Run

Alumni:

Joe present at event Registers alumni at back of Reilly Center Map of trail Handling out water bottles or t-shirt

Events Office:

2 Interns to help Joe with run Need someone present at road crossing points KEVIN & WENHAO at event

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Event Name: Self-Guided Tours and MeetingsEvent Date: June 6, 2015Event Components: ToursAnticipated Audience: Any Alumni and Guests

Location: Reilly Center, QCA, Swan, Walsh, Shay-Lo

9:00am – 1:00pm: Athletics Hall of Fame open and Trophy Cases

10:00am – 4:00pm: Mr. Iernaeus (Get directions from registration desk)

10:00am – 3:00pm: St. Joseph’s Oratory

11:00am – 4:00pm: Quick Center for the Arts

1:00pm – 3:00pm: Swan Business Center

1:00pm – 3:00pm Murphy/JMC Open House

1:00pm – 2:30pm: Computer Science Dept. Open House: Walsh 101

2:00pm – ? Walking campus tours from Shay-Lo Lobby

3:00pm – 4:00pm: Friends of Bill: RC 219Alumni: Checking on locations Contacting admissions for campus tours Diane Frick selling bricks out front

Security: All building unlocked by 8AM

Events: Checking on locations Signs posted where needed

Signage for Assisi Pilgrimage (Walsh Amp.) 1-8ft table for coffee in Murphy 2-8ft tables in Swan for refreshments and brick selling JASON checking on events Signage:

The Grotto

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Event Name: Devereux and Seraphim Legacy Societies BreakfastEvent Date: June 6, 2015Event Components: Breakfast and TalksAnticipated Audience: Invited guests only & Sister Margaret

Location: Doyle Dining Room

9:00am – 11:30am RegistrationBreakfast

Alumni: Kathleen Ryan running event

Housekeeping: (Set on 6/5 after Class Dinner) Work Order #30797

10-5ft rounds with 8 chairs at each 8-6ft rounds with 10 chairs at each 1-8ft table (or smaller) for water and cups by podium Presidential Podium 2 – 8ft tables set together for registration by door closes to

coat rack in hall with 4 chairs: linen and skirt Please pull up all shades in Dining Room 3 extra tables with chairs in Trustee’s room for overflow

(pull from other side of room from night before) 4 Caya’s tables in back will have 11 chairs

Tech: Microphone for podium

Events: Creating menu/table number card

Place menus/table cards CAITLIN, JEN, ALLEY AT EVENT

Security: Signage:

Double sided sign by main entrance Single sided sign by 1st stop sign Single sided sign by 2nd stop sign Single sided sign on sidewalk by Doyle Double sided sign near main doors point into

Chapel Single sided sign by Wellness Center Steps

Catering: Flowers from previous night dinner used for this as well Menu and linens (determined by Kathleen and Ieva)

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Event Name: Meet the Athletic Director, Tim KinneyEvent Date: June 6, 2015Event Components: TalksAnticipated Audience: Any Alumni and Guest

Location: Café La Verna

9:00am: Presentation & Questions

Alumni:

Steve Mest is handling event details Present at event

Events Office:

Check with Steve Mest for event details prior Check in on event - OSCAR

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Event Name: Catering NeedsEvent Date: June 6, 2015Event Components: Catering NecessitiesAnticipated Audience: Any Alumni registered and Guests

Location: Hickey and Café La Verna

9:00am – 3:00pm: Café La Verna open for Tours

10:00am - 2:00pm: Food set

Catering:

Food set up on North side for presentations

Events Office:

Check-in with Catering

Event Name: Catering NeedsEvent Date: June 6, 2015Event Components: Catering NecessitiesAnticipated Audience: Any Alumni registered and Guests

Location: Hickey

10:00am: Pick up for Mountain

Alumni:

Brother Kevin will pick up

Catering:

Same as last year and for 40 people

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Event Name: Catering Needs ContinuedEvent Date: June 6, 2015Event Components: Catering NecessitiesAnticipated Audience: Any Alumni registered and Guests

Location: Swan Lobby & Murphy

10:45am: Swan Lobby Reception 12:30pm: Murphy set-up

Housekeeping:

1-8ft table by brick wall in Swan 1-8ft table in atrium 1-8ft table under TV in Murphy

Catering:

Water, Coffee and cookies for 40 people

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Event Name: Assisi Pilgrimage TalkEvent Date: June 6, 2015Event Components: TalksAnticipated Audience: Any alumni and guest

Location: Walsh Auditorium

2:30pm – 3:30pm Assisi Pilgrimage Presentation

Alumni:

present at eventEvents Office:

Checking on event – JASON Signage:

Single sided sign in front of Library (with “Thomas Merton at 100”)

Single sided sign on sidewalk between Shay and Walsh

8.5 x 11 on door to Walsh

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Event Name: Conversation with Sister MargaretEvent Date: June 6, 2015Event Components: PresentationAnticipated Audience: Any Alumni

Location: Rigas Theatre – QCA

11:00am – 11:45am Presentation

Alumni:

Present at event

QCA Staff:

Presidential Podium Microphone Set-up according to reservation form Slide presentation

Events Office:

2 interns present at event to usher in – KEVIN & WENHAO Signage

Double sided sign in front of QCA CAITLIN, JEN, ALLEY checking on event

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Event Name: Alumni Picnic LunchEvent Date: June 6, 2015Event Components: LunchAnticipated Audience: Any Alumni and Guests

Location: Hickey Dining Hall and Front Lawn

11:30am – 1:30pm Lunch

Alumni:

Present at event Blue name tag or ticket required

Events Office:

Present at event

Caya’s:

Setting up lawn on 6/5/2015 Reservation #15227-1

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Event Name: Class of ‘65 Ladies LuncheonEvent Date: June 6, 2015Event Components: LunchAnticipated Audience: Ladies of the Class of ‘65

Location: The Loft - QCA

12:00pm – 2:00pm Lunch

Alumni:

Present at event

Housekeeping:

Tables in “U” shape with 30 chairs (facing the screen) 2 tables to the side for display boards

Events:

Present at event to assist with technology Skirted tables set up in horseshoe configuration Laptop, projector and screen for them to play a dvd (from

QCA) JESSICA S. checking in on event Signage:

(3) 8x11 signs in Plexiglass holders

Catering:

Lunch for 30 Salad, assorted sandwiches, cookies, soft drinks,

water, tea Linen and skirt tables

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Event Name: Friedsam Library EventsEvent Date: June 6, 2015Event Components: ToursAnticipated Audience: Any Alumni and Guests

Location: Friedsam Library

10:00am – 4:00pm: University Archives: Friedsam Library

1:00pm – 3:00pm: Rare Book Collection: Friedsam Library

1:00pm: “Thomas Merton: His Story and the Bona Story”

Alumni: Paul Spaeth present at Rare Book Collection for questions Checking on locations

Events: JASON checking on events Signage:

Single sided sign in front of Library

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Event Name: Athletics Hall of Fame InductionsEvent Date: June 6, 2015Event Components: Induction Ceremony and Reception Anticipated Audience: Inducted Alumni, Invited Guests, Athletics

Location: QCA: Rigas Theater and Reilly Center

1:00pm – 1:45pm: Induction Ceremony: Rigas Theater

2:00pm – 2:45pm: Reception: QCA Atrium

Alumni: Present at event

Athletic: Steve Campbell is client for event Inductees:

Otto Piedmont, ’70 Laura Spaulding Sumner, ’04 Mario Arce, ’05 Kim Dodson, ’05

QCA Staff: Set stage according to reservation form

Events Office: Present at event OSCAR at event Signage:

Double sided sign in front of QCA

Catering: Food ready to go in Hall of Fame at 1:45pm Bistro tables around room Simple cookies and punch

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Event Name: “Do You See What I See?” Art Exhibition DiscussionEvent Date: June 6, 2015Event Components: Presentation and DiscussionAnticipated Audience: Any alumni and guests

Location: QCA 211

2:30pm – 3:30pm: Talk by Brendan Bannon

Alumni: Present at event Brendan Bannon, son of alumnus Tony Bannon, speaking

about exhibition

QCA Staff: Present at event

Events Office: Check-In – ALYSSA Signage:

(3) 8x11 signs in Plexiglass holders

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Event Name: Alumni Memorial MassEvent Date: June 6, 2015Event Components: MassAnticipated Audience: Any alumni guests

Location: University Chapel

4:30pm – 5:30pm: Mass

Alumni:

Present at event Father Dan presiding

Events Office:

Greeters present at event Getting ready for buses to take to Premiere Signs posted as needed JESSICA S. at event

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Event Name: Reunion Weekend Ending DinnerEvent Date: June 6, 2015Event Components: Cocktail reception and Dinner, PresentationsAnticipated Audience: Any alumni and guests

Location: Premiere Banquet Center

5:20pm Shuttle bus pick up at Shay-Lo Circle, Townhouses and Chapel

2nd Pick up Shuttle bus pick up at Shay-Lo Circle, Townhouses and Chapel

5:30pm – 7:00pm: Cocktail Reception under tent

7:00pm – 9:00pm: Dinner and Ceremony

9:00pm – 11:00pm: Shuttle bus returns at Shay-Lo Circle, Townhouses and Chapel

Alumni:

Present at event Casual Dress Blue name tag or ticket required Seating chart coming from Monica

Events Office:

Present at event Presidential Podium should have been delivered on Friday Coordinating with buses to take to Premiere Signs posted as needed

Tent signs on tables at Premiere Some staff at Premiere to help seat guests JASON, WENHAO, JESS M. – SHAY/LO KEVIN, OSCAR, JESSICA S. - TOWNHOUSES

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Event Name: Saturday Late NightEvent Date: June 6, 2015Event Components: DrinksAnticipated Audience: Any alumni and guests

Location: Rathskeller

8:30pm-11:00pm: Rathskeller open

Alumni: Present at event

Catering: Rathskeller clean and ready for guests

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Event Name: Reunion Farewell Mass and BreakfastEvent Date: June 7, 2015Event Components: Breakfast, MassAnticipated Audience: Any alumni and guests

Location: Hickey Dining Hall & University Chapel

7:30am – 12:00pm: Breakfast

10:30am – 11:30am: Mass – Father Francis

7:30am – 12:30pm: Check-Out

Alumni:

Present at event Blue ticket or name tag required at breakfast

Events Office:

Start working with Alumni to collect all keys from guests Alyssa & Jen and Intern Staff

Security:

Someone present to walk around and unlock doors to collect keys

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Important Information for the Weekend

Registration Desk:

Located in Shay-Lo Lobby Will be Lost and Found Location Phone #: 716-375-2302 Hours:

Thursday: 6pm – 10pm Friday: 8am – 12am Saturday: 8am – 10pm

Safety and Security:

Main Office: 716-375-2525 Ralph: 716-378-6004

Alumni Office #’s:

Monica: 716-307-8073 Joe:

716-307-5545 Lucia:

Events Office:

Caitlin 585-610-0009 Jen

540-903-4270 Alyssa 716-939-0439 Alley

814-331-9490

Catering:

Ieva716-375-2615

704-421-4426Housekeeping:

Joe585-403-9105

Renee 716-307-6018

Other Important Numbers:

Sr. Margaret : 716-485-6083 Tom Buttafarro: 716-499-1311