Faculty and Staff Event Planning
Welcome to online tools to help you plan your events and lead you to the people and resources that will help make your event a success.
To begin your planning:
- Determine the goals, audience and format of your event. Consider a variety of event formats.
- To begin the event planning process, fill out an Event Planning Request Form. If you are considering planning a major academic event such as a conference, public lecture, or roundtable, contact Michael Van Alstine, Associate Dean, to discuss the goals and aims of your project.
- Mary Jo Rodney and the Event Services Group are
your main resource for event support and logistics.
They can help guide you through the steps involved
in event planning and provide advice on all aspects
of event logistics. They can also help put you in
touch with other Law School resources to make your
event a success. These resources include:
- Date setting and space reservations. Mary Jo Rodney maintains a master calendar and schedule of all Law School Events. Contact her to discuss potential dates for your event and to determine space availability. The events calendar at the Law School is increasingly hectic, so for the best dates, plan your event early.
- Budget. You will need to create a budget for your event and submit it for review to Dean Van Alstine and Andreas Ortmeyer. For assistance in developing your budget and ideas on costs for various items, contact Ms. Rodney. Dean Van Alstine can assist you in determining Law School resources that are available to fund your program.
- Speaker Support. Support for your speakers comes from a variety of sources. Speakers typically make their own travel arrangements. LuAnn Marshall will coordinate blocks of hotel rooms for your speakers and conference participants. Your administrative assistant or program coordinator can ensure that speakers who are receiving travel reimbursement or honoraria fill out a Travel Reimbursement Form and Honorarium Form, to be returned to Pat Wagner, as well as Speaker releases/agreements, which should be sent to Judy Lank, Library Administrative Office.
- Conference Papers. Electronic media allow for sharing of conference materials before the meeting and wide dissemination of conference afterward. Contact Pamela Bluh to discuss options for posting of conference papers and disseminating them through the Law School’s E-Scholarship Repository. This and other electronic resources can link to your conference webpage and your faculty page as well.
- Marketing and Promotion. Jamie Smith and the Communications Group will determine the best methods for marketing your event, formulate publicity plan, coordinate media relations for your event and build a conference webpage promoting the event and providing for online registration. To effectively promote your program to audiences outside the Law School, you will need to provide your conference agenda, and confirmed speakers with professional biographies 4 months prior to the program.
- Catering. Mary Jo Rodney and Event Services will advise or coordinate catering needs for the event. You can meet with them to discuss options for food and beverage service or make your own plans for 25 or less people.
- Conference Materials. LuAnn Marshall of the Communications Group can work with your administrative assistant or program coordinator to develop event materials and day of program signage.
- Media Services. Media Services will assist you with any audiovisual or technology needs, including supporting conference speakers use of media during presentations, conference recording, webcasting and simulcasting. Please contact them in advance to discuss options and confirm your needs.
