Move-In Weekend Logistics

Project

I coordinated all aspects of move-in for first-year and returning students across the university. Tasks involved with the project included:

Negotiating catering prices and overseeing the delivery of snacks and meals to incoming students and parents
Arranging for the delivery of bottled water, balloon towers, and bouquets around campus and assisting vendors with delivery logistics
Allocating and reconciling budgets for community purchases such as fruit, ice, and meals for the staff of each community
Coordinating with facilities to make sure that each residential community had ample supplies like tables and chairs for check-in
Collecting handouts and information from offices around campus to share with students at move-in
Creating an executive summary detailing all aspects of move-in weekend for presentation by the Director of Residence Life to the Dean of Students

You can see a Storify I created documenting the event here:

If you are unable to view the embedded Storify, you can view it here.

Time Frame

I began work on the project in June 2014 and completed the project at the beginning of the Fall 2014 semester.

Collaboration

I partnered with a fellow Residence Director, and worked under the supervision of an Associate Director of Residence Life.

Accomplishments

On the campus where I worked, this project was referred to as "Opening Show." Move-in weekend is treated as a presentation, with the expectation that everything speaks, and when it speaks it has something good to say. My supervisor on the project, who has led this project for many years, compares it to a cruise-experience. Residence Life staff should work hard to make sure that students and families have an excellent, unforgettable experience as they arrive at their new homes. Because of this, Opening Show is the largest project Residence Life undertakes over the course of the academic year, with a budget of about $15,000. It was a large project with a lot of small, behind the scenes details that came to fruition during the busiest weekend of the year, when Residence Life staff is busy checking-in students, making sure facilities are ready, and, responding to the small concerns that arise when 1400 people move in to the same set of buildings during the same 48 hour period. .

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