Welcome to Campus Events Planning!
The Office of Institutional Events (OIE), a department in the President's Office portfolio, is proud to unveil a bold new vision for the future of event planning and execution. With a commitment to innovation and inclusiveness, this transformative approach will revolutionize the way events are organized- ensuring greater accessibility, efficiency, and engagement for all.
At the heart of this initiative is the creation of a comprehensive campus calendar.
Our Vision & Mission
OIE strives to elevate the impact of campus events by maintaining consistency in execution, offering centralized resources, and fostering strong communication across portfolios. Our mission is to support event planning through leadership, partnership, and guidance, ensuring all events align with RPI’s standards.
Building a Unified Event Calendar
To foster seamless event coordination and avoid scheduling conflicts, ALL events must be entered into one of the designated RPI Calendars (Alumni, Athletics, EMPAC, RPI Events, or Student Union) to allow seamless integration into the new RPI wide campus calendar.
The comprehensive campus calendar at RPI is designed to give a complete picture of all scheduled events through:
- Centralized Event Listings – A single platform where all campus events are displayed, reducing scheduling conflicts and improving visibility.
- Search & Filter Options – Users will be able to search for events based on categories, departments, or event types.
How OIE Supports Events
To streamline event coordination, this OIE webpage includes a campus-wide calendar, provides resources for event planning, and defines clear criteria for event ownership which ensures appropriate levels of oversight and collaboration.
Events with OIE as Primary Owner
Some examples which are fully managed by OIE are:
- Colloquy and PhD Hooding
- Commencement
- Freshman and Honors Convocations
- Holiday Concert
- President’s Commencement Picnic
- Presidential Special Events
- Town Meetings
Events with OIE Partnership
For select events, OIE will collaborate with schools, divisions, and research institutes to ensure smooth execution. With each event being unique, partnership may look different in each case.
Some examples of events with OIE Partnership are:
- Black Family Technology Awareness Day
- Seasonal Celebration
- Trustee Celebration of Faculty
- Welcome Back Faculty
Other RPI Events
When an event meets any of the criteria below, event hosts are required to consult with OIE to determine the appropriate level of partnership.
- The presence or speaking role of President Schmidt
- An expected attendance of 100+ individuals
- Outward-facing events with significant engagement of the community
- Trustee events (hosted or in attendance)
- Award ceremonies (Institute-wide and external-facing)
- High-profile engagements with VIP attendees
For events that do not meet the criteria above, OIE remains available as a resource for consultation if needed.
OIE Contact Information: universityevents@rpi.edu