Events and Conference Services

Event Planning Check List

Step 1: Facilities

  • Select a date for your event
  • Reserve the room(s)/ Facility for your event: don’t forget lodging needs
  • Sign reservation confirmation and return to University Events Office
  • Submit a copy of insurance information to University Events Office

Step 2: Logistics

  • Room Set Up: work with University Event Staff to determine room set up
  • Audio Visual Needs: include requests for AV needs with your room set up
  • Catering: determine your catering needs and budget and work with University Event Staff to place your order. Remember to consider guests that may have special dietary needs.
  • Alcohol: determine if your event will include beer and wine, if so fill out and submit the Request to serve alcoholic beverages on campus form.

Step 3: Guests

  • Inform your guests of your event
  • Arrange travel to and from the University for you and your guest if necessary
  • Inform the University Events office if you have guests that will require special accommodations
  • Prepare materials for your guests:
  • Agenda/ Programs
  • Welcome Packets
  • Campus and Billings Maps (University Events would be happy to provide these)
  • Name Tags

Step 4: Leading Up to the Event

  • Finalize your count for room set up and catering
  • Finalize any decorations you will be ordering and setting up in your facilities, Ensure University Event Staff is fully aware of any delivery and collection times planned by outside vendors
  • Arrange travel to and from the University for you and your guest if necessary
  • Provide University Events with a final copy of your agenda for use in making signs

Step 5: Evaluation, Billings & Payment

  • Review your bill that you receive approximately one week following your event
  • Fill out the Event Evaluation your receive in the mail
  • Return payment and event evaluation