Recommended Engagement Tasks

List of Recommended Tasks that can be included when setting up an Engagement.

Company Visit to Campus

  • Determine Date
  • Check availability and reserve room (AV needs)
  • Order and mail parking passes
  • Parking directions to organization
  • Determine internal participants and check availability
  • Build agenda
  • Place catering order
  • Plan agenda and needs with visiting organization
  • Internal UW planning 
  • Prepare briefing documents (company background, update relationship document, bios, talking points)
  • Send calendar invitation with agenda and briefing documents to internal and external partners
  • Send follow up/thank you to company on behalf of UW include UW participants
  • Send thank you to internal partners
  • Send leadership update, if applicable 
  • Update Salesforce with meeting notes and materials

OBE Day on Campus (Bi-annual event)

  • One year out
    1. Determine the date for event
    2. Determine event committee
    3. Send out “save the date” emails to internal committee members
    4. Schedule the monthly meetings for the committee
    5. Determine the size and scope of event
    6. Reserve venue and AV, Catering
    7. Event planner if needed, registration system
    8. Obtain parking passes for registering attendees and speakers
  • Monthly committee meetings
    1. Determine theme of event
    2. Determine the time period for the event (i.e. full day vs half day)
    3. Determine the keynote speaker (normally an UW alum who has made good and perhaps a campus partner already.)
    4. Collect names and topics for the campus speakers and business speakers / panelists.  
    5. Determine who should be asked to be the RED talks speakers 
    6. Make the “asks” for speakers and confirm.  
    7. Provide all speakers with their instructions (starting time/place/ time length)
    8. Perform a break even analysis, which includes the DOC budget, determine price per attendee.
    9. Request and obtain invitation lists from OBE
    10. Request and obtain invitation lists from campus partners
    11. Marketing plan: post cards, LinkedIn ads, mass email campaign
    12. Mailing out invitations to campus partners (internal partners who are not members of planning committee members-i.e. the Chancellor, Deans, Associate Deans, Directors)

Company Visit to Company (UW staff / faculty / students visit the organization)

  • Preliminary company research – organization information, LinkedIn, internal resources
  • Preliminary introductions, fact finding discussions, frame short and long term strategy
  • Identify likely campus participants, prepare briefing points, reach out to faculty/staff
  • Establish mutual date, time, place
  • Confirm agenda and send calendar invitations
  • Pre visit discussion
  • Internal and external Thank you, meeting notes/debrief and follow up confirmation

Grant Submissions

  • Establish UW eligibility for corporate grant
  • Identify deadline / application process
  • Identify appropriate / interested UW parties
  • Share grant application details with identified parties
  • Establish internal deadline with parties if OBE is submitting grant application on their behalf
  • Establish internal deadline with parties if OBE is submitting grant application(s)
  • Establish a check in schedule with parties applying, if needed
  • Receive completed grant application from internal party
  • Process and submit completed grant application
  • Save submitted application
  • Document requested grant amount and who applied
  • Thanks parties for working with OBE
  • Identify decision deadlines, if available
  • Grant funded? (yes/no)
  • If no, document $0 funding
  • If no, notify party
  • If yes, document $ amount funded
  • If yes, notify the Foundation (Development Program Specialist - Campus Wide Initiatives) of company funding the grant and the grant amount
  • If yes, congratulate the party being awarded and the grant amount

Significant Partnership Announcement

  • Identify key participants and estimate of time needed
  • Check calendars of all involved
  • Set time and date and hold calendars
  • Reserve event location – A/V, Catering, etc
  • Finalize type of event and event details (announcement only, food, meal, media, press invited, press release)
  • Set guest list and any limited attendee lists e.g. lunch after announcement 
  • Send out invitations
  • Ensure all agreements/documents are signed (or ready to be signed at the event)
  • Order bling if appropriate 
  • Draft/Review run of show (template opportunity)
  • Draft/Review comments for speakers
  • Email logistics to key participants
  • Arrange parking if needed 
  • Work with U-Comm to send press advisory 
  • Meet with key participants for run-through prior to the event 
  • Execute event 
  • Send thank you notes to those involved with making it happen

 Community Event in UW-South Madison Partnership Space

  • Pull reservation request from online form (i.e. Qualtrics survey)
  • Supervisor approves request
  • Place request on calendar
  • Contact requestor (campus or community partner) to confirm reservation
  • Provide additional information or support for event as needed
  • Send post-engagement follow up

UW-South Madison Partnership Advisory Group Meeting

  • Reach out to key stakeholders (ComRel Team and UWSMP Space) for dates
  • Email UWSMP Advisory Group (AG) with doodle poll 
  • Email UWSMP AG to confirm date
  • Order catering (if necessary)
  • Create Agenda w/ ComRel Team
  • Put necessary documents in box folder
  • Send meeting reminder to AG
  • Send notes and thank you after meeting

UW Day at the Capitol

  • Determine date (usually April)
  • Determine Legislative "asks"
  • Create collateral/language for "asks"
  • Update website for Grad Research event 
  • Update application/process for Grad Research event
  • Send out application for Grad Research event
  • Identify Grad Research event participants
  • Host training for Grad Research event
  • Identify room for Grad Research event
  • Identify Legislative "hosts" for day
  • Identify Legislative panel participants
  • Identify "special guest" for reception
  • Identify Faculty Flash talk presenters
  • Identify room for Faculty Flash Talks
  • Determine campus facility tour, if needed)

Talent Recruitment Strategy

  • Schedule internal meetings with campus partners
  • Send corporate sponsorship materials to organization
  • Schedule external meetings with organization, including other relevant campus partners; i.e. other career centers, Office of Business Engagement, Wisconsin Campus Marketing 
  • Reserve meeting space, catering, parking for on campus meetings
  • Add student hires data to Outcomes in Salesforce

 Professional Development Strategy

  • Schedule internal meetings with campus partners
  • Send materials / website information to organization
  • Schedule external meetings with organization, including other relevant campus partners; i.e. other professional development units, Office of Business Engagement 
  • Reserve meeting space, catering, parking for on campus meetings
  • Send invoice / contract for professional development 
  • Add any funds acquired to Outcomes in Salesforce 

Entrepreneurial Strategy

  • Create Referral in Salesforce to relevant unit; Discovery 2 Project, Isthmus Project, WARF, etc. 
  • Schedule internal meetings with campus partners
  • Schedule external meetings with organization 
  • Reserve meeting space, catering, parking for on campus meetings
  • Add any funds acquired to Outcomes in Salesforce 

Philanthropy Strategy

  • Create Referral in Salesforce to relevant unit; School / College external relations teams, etc
  • Schedule internal meetings with campus partners such as Wisconsin Foundation development directors
  • Schedule external meetings with organization 

Research Collaboration Strategy

  • Create Referral in Salesforce to relevant unit; School / College external relations teams, research center, etc 
  • Schedule internal meetings with campus partners
  • Schedule external meetings with organization 
  • Reserve meeting space, catering, parking for on campus meetings
  • Add any funds acquired to Outcomes in Salesforce 

Research Collaboration Strategy

  • Create Referral in Salesforce to relevant unit; School / College external relations teams, research center, etc 
  • Schedule internal meetings with campus partners
  • Schedule external meetings with organization 
  • Reserve meeting space, catering, parking for on campus meetings
  • Add any funds acquired to Outcomes in Salesforce 

Technology Transfer Strategy

  • Create Referral in Salesforce to relevant unit; Discovery 2 Project, Isthmus Project, WARF, etc. 
  • Schedule internal meetings with campus partners
  • Schedule external meetings with organization 
  • Reserve meeting space, catering, parking for on campus meetings
  • Add any funds acquired to Outcomes in Salesforce 

Strategic Partnership Strategy

  • Create Referral in Salesforce to relevant unit 
  • Schedule internal meetings with campus partners – develop strategy for campus wide partnership
  • Create slide deck / materials for “pitch” to organization 
  • Schedule external meetings with organization 
  • Reserve meeting space, catering, parking for on campus meetings
  • Add any funds acquired to Outcomes in Salesforce 

Legislation

  • Schedule internal meetings with campus partners, Strategic Partnerships, Office of the Chancellor, etc
  • Schedule external meetings with legislators and staff
  • Reserve meeting space, catering, parking for on campus meetings





Keywords:Engagements, Tasks   Doc ID:105109
Owner:Megan O.Group:Salesforce - UW-Madison, Strategic Partnerships
Created:2020-08-19 15:09 CSTUpdated:2020-08-19 15:11 CST
Sites:Salesforce - UW-Madison, Strategic Partnerships
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