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
- 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 Associate
Dean Barbara Gontrum 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
Gontrum and Andreas Ortmeyer. For assistance
in developing your budget and ideas on costs
for various items, contact Ms. Rodney. Dean
Gontrum can assist you in determining Law
School resources that are available to fund
- Speaker Support. Support
for your speakers
comes from a variety of sources. Speakers typically
make their own travel arrangements. The Event Services Group
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 Michele Ondra, Library Administrative
- 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
Repository. This and other electronic resources
can link to your conference webpage and your
faculty page as well.
- Marketing and Promotion.
The Department of Communications will
determine the best methods for marketing your
a 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. 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.