Capital Programs Management Group (CPM)

Effective: 10/1/1987

Revised: 11/7/2006

CPM 313: Groundbreaking, New Site, and Building Ceremonies

Purpose

To establish uniform guidelines for groundbreaking, new site dedication, and/or building dedication ceremonies

Source

University policy

Applicability

New university buildings and building sites

Policy

The coordinator for special events in the Office of the Vice President for Institutional Advancement is responsible for planning and coordinating building ceremonies. The type and number of ceremonies shall be based on the nature of the building and the services performed in the building.

The coordinator for special events selects a committee to plan the required ceremony or ceremonies. The following areas should be considered for representation:

1. Alumni Office
2. community representation (if appropriate)
3. Development Office
4. faculty and/or staff who will be housed in the building
5. Media Relations and Public Information
6. Capital Programs Management Group (CPMG)
7. Office of the President
8. Department of Facilities Management
9. ASASU

   and

10. others as deemed appropriate.

All ceremonies are considered university-sponsored events and will be planned to ensure attendance and participation of appropriate university and nonuniversity personnel. Planning of such ceremonies should also ensure media coverage, if appropriate.

Every effort shall be made to promote good public relations within and outside of the university community. To achieve this, individuals representing the donors, honorees, architects, alumni, builders, press, users, ASU faculty/staff/students, and officials such as regents, the governor, legislators, members of congressional delegations, mayors, and city council members should be invited, if appropriate. The ceremony or ceremonies will provide an opportunity for the university to recognize those individuals who have contributed to the planning and completion of the building.

ProcedureD

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Responsibility	Action
Capital Programs Management Group (CPMG) and ASU at the West campus Facilities Development/Management and ASU at the Polytechnic campus Facilities Management	Develop a list of current ASU construction projects, including a timetable for each building to encompass: site development construction schedule and proposed finish date. Forward the list to the coordinator of special events in Institutional Advancement. Update the list on a quarterly basis.
Institutional Advancement	Recommend to the president the types of ceremonies to be held.
President’s Office	Determine the appropriateness and the types/numbers of ceremonies to be held for each building. Select a ceremony chair for each building ceremony.
Institutional Advancement and Building Committee chair	Establish the timetable for ceremonies in conjunction with the Capital Programs Management Group. Establish the budget and sources of revenues for the ceremony or ceremonies. Determine the type of event and program, including: guests to be invited speakers mementos and amenities to be provided (programs, tables and chairs, food, etc.). Ensure that appropriate staff are available to implement the event. Ensure proper notification of the event to the university and external community. Work with the ASU Public Art and Design Review Council and the University Building Names Committee to ensure that the proper plaques and other markers are correct and appropriately displayed.

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endtable

Cross-Reference

For more information on building plaques and dedication ceremonies, see CPM 314, “Naming of Facilities.”

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