Successful event planning requires coordination of a large number of logistical details. The following information may assist you as you begin making decisions about your event.
Setting a Date
Before scheduling an event at the University, you'll need to study available calendars in order to avoid conflicts with major events and holidays:
Once you've selected a date, use our Planning Checklist to help determine the appropriate timeline for your next steps.
Due to the many demands for University spaces, reservations should be made as early as possible, particularly for large events. We recommend that you reserve space as soon as you have an estimate for the number of guests at your event. The primary tool for finding available space is The SOURCE.
In choosing space, some factors to consider include availability on your chosen date, seating capacity, audiovisual capabilities, reservation fees, and whether food is allowed. Our Event Facilities list summarizes some of this information for commonly selected locations on Grounds.
For events requiring an overnight stay, you'll also need to reserve accommodations for guests and program staff or speakers. Depending on the time of year, options may include affordable on-Grounds Housing or local hotels in a variety of price ranges.
Developing a Budget
Once the event location has been chosen, there are still a variety of services that may be required, including catering, equipment and supply rental, parking and transportation, security, housekeeping, marketing, printing and mail services. You may choose to use internal service providers or University contract vendors.
Our Budget Checklist will help identify and plan these expenses so that you can determine a per-attendee cost. If you choose to have Conference Services plan your event, we can simplify financial tracking for you by consolidating all services into one contract and one bill.