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Event briefing materials example

Below are instructions and sample text demonstrating the depth and breadth of information to be included in the president’s/provost’s event briefing materials.

Event details

The details in this section must match the information provided with your suggested speaking points.

Veteran’s Day Celebration

Event Date: Tuesday, Nov. 11, 2014
Event Time: 11:00 a.m. – 11:30 a.m.
Reception: 11:30 a.m. – 12:30 p.m.
Requested Time of attendance: 10:45 – 11:30 a.m.
Requested speaking time: 11:00 a.m. – 11:30 a.m. (intermittently)

On-site contact

This person will be the president’s/provost’s on-site contact on the day of the event.

Mary Jones
Cell phone: 206-555-5555

Event venue and address

Describe venue (e.g. garden, ballroom, etc.). Provide complete address including building name, room, city/state/zip; give exact address and any landmarks and/or unique characteristics about the location.

The event is located at the Medal of Honor Memorial at the end of Memorial Drive on the Seattle Campus of the University of Washington.

Parking address and instructions

Street address for parking plus any relevant details (i.e. parking pass, space reserved, valet, street, meter, etc.). For on-campus events, please contact the Office of the President/Provost.

Central Garage, Presidential parking spot. Exit at Gerberding Hall and walk across Red Square and up the steps at Kane Hall to the Memorial. Andrea Callis will meet you in front of the stage at the event, unless you would like her to meet you at another location of your choosing.

Recommended attire

Describe style of dress, including what is suggested in the invitation (e.g. business attire, cocktail, etc.).

Business attire and uniforms are encouraged.

Purpose of event

A concise statement describing the event.

The purpose of this event is to recognize the service of alumni veterans, current ROTC students, and present the Distinguished Alumni Veteran’s Award.

History of the event

Provide a brief summary that will offer context for the president/provost.

This event began in 2009 with an enthusiastic public celebration honoring the University’s Medal of Honor recipients. It was the first event of its kind to acknowledge Veteran’s service at the University, and it established a precedent to hold a Veteran’s Day event annually. Since that time, with the help of the Alumni Association, it has become “Veteran’s Week.” Many valuable events have been added to the roster of activities such as career panels, receptions at satellite campuses, tie-ins with the graduate lecture series and other related events around the UW.


Provide anticipated count as well as a general guest description (e.g. student, group, alumni, donor, professional, etc.); please call out any notables.

The audience is made up of about 200 members of the public, 30-40 high-valued friends, alumni and community members, and over 100 ROTC cadets in all branches of the military attending the University of Washington. The Distinguished Alumni Veteran Award winner Dr. Richard Layton and his family and friends will be attending, and Benjamin Nelson, the new Tillman scholar at the Seattle campus, has been invited. To date we have had no elected officials confirmed for this event.

Venue and audio/video set-up

Describe the set-up of the venue as it corresponds to the president’s/provost’s participation (i.e. proposed seating chart, logistics for remarks, podium or lectern, lavaliere vs handheld microphone, teleprompter, etc.).

The event takes place on a 15×20 covered stage with a podium and chairs for the speakers. The microphone is attached to the podium. When not speaking, participants are seated on stage.

Annotated event schedule

Outline the proposed schedule of the event, highlighting the president’s/provost’s participation; include anticipated times and activities. If they are speaking, list the order of speaker(s), including who will introduce them.

Important note: You may add or remove rows from the table as needed.

10:45 a.m. Guests, VIPs and speakers arrive
Stage: Then-President Young, Col. Brent Bigger (Emcee), Dr. Richard Layton’56, ‘58 (DAVA Awardee), TBD Legislator (?), Capt. Daniel Boirum (student speaker)
VIP tent: Honored guests, Tillman Scholar
10:50 a.m. Husky Marching Band performs four songs.
11:00 a.m. Denny bell tolls 11 times. Col. Bigger cued onstage after the bells. He then introduces then-President Young.
11:01 a.m. then-President Young speaks to what the UW is doing currently (real/measurable) on behalf of veterans (approximately 3 mins).
11:04 a.m. Col. Bigger introduces Presentation of the Colors.
11:09 a.m. Col. Bigger returns and introduces TBD Legislator.
11:09 a.m. TBD Legislator makes remarks.
11:12 a.m. Col. Bigger gives his remarks. He then calls President Young back to the stage to present the DAVA award..
11:15 a.m. President Young returns to podium and introduces the Distinguished Alumni Veteran Award, presenting it to Dr. Richard Layton ‘56, ‘58 (approximately 3 mins).
11:18 a.m. Dr. Layton gives his personal remarks.
11:21 a.m. Colonel Bigger introduces the student speaker, Captain Daniel Boirum.
11:22 a.m. Capt. Boirum gives his remarks.

11:24 a.m.

Colonel Bigger Introduces the Laying of the Wreath.

Then-President Young and Capt. Boirum will leave the stage and move toward the wreath. Dr. Layton will accompany them, but stand by.The two of them will pick up the wreath and then proceed to the Memorial accompanied by Dr. Layton.

They will proceed to the front of the memorial where another stand awaits the wreath. Everyone will then turn south toward Kane Hall to face the crowd.

11:28 a.m. Moment of silence; Husky Marching Band plays TAPS. Participants from the Laying of the Wreath walk back to seats.
11:30 a.m. Col. Bigger invites the crowd to the reception, the band plays “exit” music to get people up and moving and provide a transition.
11:30-12:00 p.m. Reception, cake and coffee in Walker-Ames room and 2nd floor lobby of Kane Hall.

Event lead

This person is responsible for the content of this briefing and the success of this event.

John Smith, Assistant Director of Additional Events as Required
Office of Miscellany
Direct Line: 206-555-1212
Cell Phone: 206-555-3434