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Vanderbilt Medical Center Special Events

Event Planning Process

Below you will find an outline of what to expect when working with Medical Center Special Events (MCSE). We will handle as few or as many details of the event as you would like. For any questions or to get started, please contact Trish Hayes.

  • What Type of Event Are You Having?
•Determine event date
•Fill out an Event Authorization Form (EAF) incuding the center number the event expenses should be billed to
• MCSE researches and reserves a venue

  • What Type of Invitations Will You Send?
•Mail, E-mail, MyVU Announcement, and/or Posters
•MCSE can design, print, and send your invitations
•Our data team can set up an online registration page and track your RSVP's

  • What Details Can We Handle for You?
•Secure a caterer, choose menu, select wine, beer, and liquor offerings
•Choose linens, tableware, flowers, and other decor
•Arrange for parking, traffic, photography, and security needs
•Design and print menu cards, escort cards, place cards, table numbers, signage, and more

  • How Will You Be Billed?
•We will request invoices from all vendors and pay on your behalf
•We will bill you through Vanderbilt Finance using the center number listed on your EAF for the event expenses plus a 15% Administrative Fee
•A copy of all invoices and receipts will be sent to you by e- mail after the event

This page was last updated August 8, 2013 and is maintained by