Event Resources

• If a specific date is not yet decided, is there a potential date range for the event or date the event must happen by?
  *Note: Be sure to check federal/university/campus/college/departmental calendars for any potential overlapping events.
  • • Federal Holidays
    • Registrar’s Office Academic Calendars
    • Religious Observances that Affect the Academic Calendar
      
      
• What is the desired location for the event?
  • On-campus or off-campus?
    On-campus reservation resources:
    
    • Reservable Spaces
    • Master Space Contact List

• • Does the project prefer a specific venue?
  • Is there specific room needed to accommodate the intended group?
    • Physical, Digital, and Event Accessibility
    • Strategic Communications and Marketing Event Accessibility

• Why are we holding this event?
  • What is the main theme?
  • What are the key messages?
    
    
• What does success look like?
  • How will we measure success?
  • Are there sponsor specific requirements or objectives? 
    • NIH - Organize In Person Scientific Meetings
    • NSF IUCRC - How to Hold a Successful Planning Meeting Grant

• Keeping the venue capacity limitations in mind, prepare your invitation list. Include:
  • Key project participants
  • Stakeholders
  • Team members, associated faculty, and involved students
  • Special guests
  • Desired miscellaneous attendees
    
    *Note: Alert the Special Events Office if you have a high-profile visitor coming to campus. This may include a well-known lecturer, an entertainer, a political figure, or a speaker on a topic that may draw significant media attention. 

• What is the format of the event?
  • In-person
  • Virtual
  • Hybrid
    
    
• What elements will the agenda consist of?
  Agenda items may include:
  
  • Technical Presentations
  • Demonstrations
  • Poster Sessions
  • Breakout-room Sessions
  • Panel Discussions
  • Roundtable Discussion
  • Lightning Round Talks
  • Closed-Door Portions
  • Award Ceremonies

• What is the anticipated and/or maximum allowable budget for this event?
  
  
• What CFOP(s) should be used and who is providing the funds? 
  *Note: Be sure appropriate CFOPs are being used for each portion of the event. Costs that frequently have stricter requirements include meals, alcohol purchases, SWAG items, etc. 
  
  
• View cost categories below: 
  • • Treatment of Select Items of Cost

*Note: This includes picked up purchased items, drop-off meals, catered events, and more. Be sure to review the catering guidance linked below for approved vendors, rules, and the proper method to submit payment. 

• Will your event involve catering of any type?
  • •  Policies Regarding Catering
    • Preferred UIUC Caterer - University Catering
    • *Note: Some venues have contract requirements requiring the use of specific caterers. Check with your venue for requirements or suggested caterers. 
      
      
• Will alcohol be served at this event?
  
  • • UIUC Alcohol Management Policy
    • Alcohol Approval Form

• How will the event be advertised and promoted?
  
  
  • Promoted on event website
  • Outlook individual and/or mass mail invitation
  • Webtools individual and/or mass email invitation
    
    • Illinois Webtools
      
      
  • Digital Ads
    • GCOE Digital Ads
      
      
  • University and/or Campus Newsletters
    • Eweek
    • GradLINKS
      
      
  • University Marketing/Advertising Services - 
    • Grainger Marketing and Communications
    • Illini Union Marketing Services

Below you will find a list of miscellaneous items to consider and extra details to coordinate for a seamless event experience:

• What materials and/or equipment needs to be reserved and/or purchased?
  • Nametags
    
    • Illini Union Document Services (printing)
    • Nametag Templates
      
      
  • Poster session materials - printed posters, easels, backing boards
    • Beckman Institute Poster Printing
    • Campus Computer Labs Poster Printing
    • University Library Poster Printing 
    • Technology Services Poster Printing - English Building Room 8
  • Tables, chairs, projectors, podiums, AV equipment, etc. 
    
    
    • F&S Events and Equipment Request
      
      
• Is there sufficient parking available for attendees?
  *Note: Consider including a map to parking spaces and the event venue in your meeting guide.
   
  • Publicly available
  • Reserved meters
  • Reserved building lot spots
    
    
    • Parking at Illinois
      
      
• Will any transportation need to be arranged?
  
  • • UI Ride
    • Carpool
    • Campus Transportation and Driving
      
      
• Make sure attendees have WIFI access when necessary, and access to plugs for laptop charging. 
  • • Campus Wi-Fi, Visitors and Guests

Here is a list of miscellaneous services and resources provided on campus to assist in your event planning needs - 

• • • Illini Union Conference and Event Services
    • Illini Union Document Services (printing needs)
    • Strategic Communications and Marketing Event Resources