Please look over these instructions and refer to the floor plans available. Pay special attention to the door numbers in red. Things will go much more smoothly if you do this beforehand. There are a lot of people involved in this event with a lot to do, and not much time or space to do it in. Your cooperation will be greatly appreciated.
Download a PDF copy of these instructions.
General
- Student volunteers will be at each door and in the Grand Ballroom . Their jobs are to make the Mock Presidential Election (MPE) run smoothly by assisting MPE participants and staff. Please help them do their jobs by cooperating with them. A little patience will go a long way.
- An event management table will be located at the west end of the Grand Ballroom. Someone will be there prior to and during the sessions to handle questions and concerns. Student volunteers can get you in touch with MPE organizers if necessary.
- Here’s a reminder from the first campaign leadership organizational meeting: Make it good (play your roles to the fullest), make it real (do your homework), and make it fun!
Badges
- Valid MPE badges are required for entry to the Grand Ballroom. Student participants will receive their badges from course instructors or other supervising faculty. Faculty, staff, and students assisting with the MPE will receive their badges from MPE project workers.
- MPE badges must be worn at all times during the sessions. Anyone not wearing a badge will be asked to do so or to leave the Grand Ballroom until he/she can produce a valid MPE badge.
- Explanation: There is a maximum number of people permitted in the Grand Ballroom by the Fire Marshal. By requiring valid badges, we are better able to ensure our compliance with this requirement. Your cooperation is appreciated.
What may be brought into the Grand Ballroom
- Only water in closed containers, please. No food or other beverages will be allowed.
- Signs, posters, noisemakers, and similar items are permitted provided they do not create a hazard to others.
- We suggest leaving book bags, backpacks, large purses, and so on at home. The room will be crowded as it is.
- Book bags, backpacks, large purses, and similar items may be subject to security search on entry to the Grand Ballroom. Please cooperate with the student volunteers and this will go much more smoothly.
Entry to Grand Ballroom: Caucus participants, primary election voters & convention delegates
- Enter through the first two doors in the gallery hallway (labeled 1 and 2 in red on the floor plans).
- Doors will open 15 minutes prior to the start of each session (i.e., at 4:45 for Democrats and 7:45 for Republicans).
- There will be two lines, one for each door. The lines will be organized differently for session 1 and then sessions 2 and 3.
- Session 1: Lines will be organized geographically. States east of the Mississippi should be in the left line and enter through door 1. States west of the Mississippi should be in the right line and enter through door 2. Participants representing territories and other constituencies may enter through either door.
- Sessions 2 & 3: Lines will be organized alphabetically. States, territories, and other constituencies beginning with the letters A through L inclusive should be in the right line and enter through door 2. States, territories, and other constituencies beginning with the letters M through Z inclusive should be in the left line and enter through door 1.
Entry to Grand Ballroom: Campaign workers & journalism students
- Enter through door 4 (near the elevators). We will try to get you into the Ballroom as soon as possible before each session. The Ballroom must be ready for you, however, so please be patient. Student volunteers will be at door 4 to provide assistance. Please give them a break by cooperating.
- Wait well out of the way in the lounge area to the left (north) of the door. There must be enough room for many people to get through as they exit the Grand Ballroom.
- Do not congregate in front of door 4 itself. It will be the primary exit at the end of the early sessions, so we must move a lot of people through that area very quickly. You will get into the Grand Ballroom sooner if you help us keep that area clear. This door will also be used by support staff and others prior to and during the sessions. You will be asked to move away from the door if necessary.
- Please do not conduct campaign activities with participants lining up to enter the Grand Ballroom. There just isn’t enough space for it. Things will go much faster if you wait until inside the Ballroom.
- Each campaign should be together in line as a group while waiting, in “first come, first served” order. Journalism students should form a separate group (unless working the crowd for stories). When the Grand Ballroom is ready, we will admit campaigns first and then journalism students.
Entry to Grand Ballroom: Broadcasting students & staff
- Enter through door 4 (near the elevators) or door 3 (east end) as needed. There will be student volunteers at each door for assistance.
Entry to Grand Ballroom: Faculty, staff, student volunteers, media representatives & guests
- Enter through door 4 (near the elevators). There will be student volunteers to assist you.
Exit from Grand Ballroom after the early session: All participants
- We are on a very tight schedule between early and late sessions. Please leave the Grand Ballroom as quickly as possible, taking with you all personal belongings and campaign materials. Campaign materials left behind will be recycled. We have only about thirty minutes to clean and re-set the room for the late session.
- At the conclusion of the early session, all participants must leave. This includes campaign staffs and journalism students. Conduct conversations, interviews, and negotiations outside the Grand Ballroom. The only exception is broadcasting students and staff (because of their equipment).
- Exit through door 4. Go straight ahead through the lounge area, then use the stairs. Again, please move with a purpose.
Exit from Grand Ballroom after the late session: All participants
- Please leave the Grand Ballroom promptly at the close of the session, taking with you all personal belongings and campaign materials. Campaign materials left behind will be recycled.
- Exit through doors 1, 2, and 4.
During the sessions
- Please keep the areas around the broadcasting booth and WesTec control station reasonably clear.
- Use the aisle microphones to address the session chair (e.g., when making a motion, announcing a result). Try not to block the aisle while waiting your turn at the microphone.
- Focus activity in the center aisle — it will provide better “visuals” and concentrate energy.
- Keep the side aisles generally clear to permit campaign workers, media representatives, student volunteers, and staff to move through the room.
- Please clear the aisles and quiet down when requested to do so by the session chair.
- Adhere to the time limits for all activities. It’s that tight schedule thing again.
- Student volunteers will be on the floor throughout each session to help facilitate traffic, keep the aisles clear, and be of assistance as needed. If a problem arises, the student volunteers are instructed to ask you to be patient until they can bring one of the MPE faculty members to you. Please help them out by cooperating.
Questions outside the sessions
- If questions come up when the MPE is not in session, please contact Project Director Rick Hardy, Associate Project Director John Hemingway, or Student Campus Coordinator Julia Remes.
