Events

External Event Planning Guidelines

These guidelines walk you through the steps for starting your external event planning and approval. External events are lectures, symposia, conferences, exhibits, etc., that invite an audience from outside the Libraries. If you are planning an internal (Libraries staff only) event, scroll down to Internal Events.

Getting Started

Keep these questions in mind as you are planning your event:

  • Who is the audience for this event?
  • What is the event being proposed?
  • Where will the funding come from?
  • When and where do you hope to hold this event?
  • Why do you want to do this event?
  • What are the expected outcomes or goals?

Simple Steps to University Libraries Event Planning

Planning should begin at least 4-5 months before the proposed event date and should conform to the Libraries Event Policy. We are here to help; please contact any member of the Events team with questions about the process. No question is too small!

  1. Secure the details of your event by doing the following:
    • Check that your event doesn't conflict with any other events on the Libraries master calendar. The Events Team will ensure your event is added to the master calendar.
    • Contact the Facilities Manager for your preferred location to check space availability and to hold space.
  2. As soon as you've tentatively answered who, what, where, when, and why, complete the online event planning form. You must complete this step even if you've already been in contact with the Events Team. You will receive a copy of your completed form by email.
  3. Members of the Events Team will be in touch to schedule planning meetings, where we will provide event planning guidance and support. We will continue working with you as needed throughout your planning process. 
  4. Once the event is over, you should evaluate the success of your event. We recommend you make some notes for yourself while the event is fresh in your mind:
    • Did you event meet your goals?
    • Did you estimate your expenses accurately?
    • Did you have the right amount of food?
    • Did you reach your target audience?
    • Did you have any logistical problems (e.g. underestimating the number of chairs, wish you had a coat rack)?
    • What changes would you make the next time you hold a similar event?

Event Planning Resources

Event Planning Forms & Resources

Libraries Resources

Libraries Policies

University Event Resources

Internal Events

Internal events are primarily geared towards Libraries staff.

If you’re planning an internal event, please contact Katie Miller, Events & Program Support Specialist ([email protected]). She will work with you directly to ensure your needs are met.