Event Planning Checklist

The University of North Dakota has an official Event Planning Checklist to guide planning any event on campus, large or small. 

UND Event Planning Checklist

The information below is tailored specifically to those planning events in or for the College of Education & Human Development.

Getting Started

Consider the following questions before committing time and financial resources to your event.

Goal

• Why are you planning this event?
• Who is this event for?
• What do you hope to achieve?

Budget

• How are you funding this event?
• How can you maximize the impact of this event within your available budget?

Timing

• Does your selected date and time make sense to capture your target audience? Will you be able to secure an event location for that date?
• Have you checked the UND Calendar or the CEHD College Calendar to ensure your event doesn't conflict with other campus events?
• Are you allowing enough time to plan a successful event?
  • Consider your target speakers and their availability, as well as your needs for volunteers, a venue, catering, event promotion, etc.
  • This process should start at a minimum of one month in advance, but ideally as early as possible.

Outline Your Event

Create a draft that will identify the following for your event:

• Title: Create an engaging yet informative title for your event.
• Purpose: Outline the purpose of your event, highlights, and why it is important.
• Audience: Figure out who your audience is (faculty, staff, students, greater community, etc.).
• Size: Estimate your expected number of attendees to plan for space and resource needs properly.
• Event Type: Determine if your event will be in-person, virtual, or hybrid. 
• When: Plan a date/time for your event that makes sense for your target audience. Plan backup dates in case your speaker(s) or venue are already booked.

Your draft will guide you through completing forms and requests throughout the event planning process.

Book Your Event

Venue

Your first reservation should be to secure your event space. 

The most frequently booked locations for CEHD events are:

• Education Building
• UND Memorial Union
• Gorecki Alumni Center

There are additional locations available on campus as well.

Once your venue is secured, discuss location needs with your contact, including:

• Staging, like a podium, riser, or backdrop
• Tables and chairs

Catering

University Catering is the official provider of food and beverage services for the University.

Event planners may opt for alternate catering options if the cost is less than $500. If catering costs are expected to exceed $500, UND policy requires the use of University Catering.

Catering orders must be placed at least 2-3 weeks before an event.

• Catering Guide
• Catering Menu
• Order Form

UND Event Approval Request Form

The UND Event Approval Request Form must be completed and submitted at least two weeks before your event. 

Guidelines

• CEHD event guidelines specify that a UND Event Form is required for all outward-facing events. Event forms are not required for internal meetings, events, or classes on campus.
• Outward-facing events are events that:
  • Are advertised to individuals outside of CEHD staff, faculty, or campus partners; and/or
  • Take place in a CEHD building outside of regular building hours (8:00 am - 4:30 pm Mon - Fri).
• Internal events are intended only for CEHD staff, faculty, or campus partners.
• Internal events, meetings, or classes where attendees bring food items to share do not require an event form.
• College-sanctioned off-campus field trips require a UND Event Form in accordance with UND policy.

For additional details, please review UND's Event Policy.

Parking

Visit the Event Parking page to learn how to make your event accessible to all visitors. Submit the Event Parking Request Form only after you have completed the Event Approval Request Form.

Event Support

Zoom/Streaming

If you are hosting a virtual or hybrid event that requires a webinar license or streaming support, please visit UIT to submit a Zoom Webinar or Technical Event Request.

Materials

Do you need materials for your event, such as flyers, signage, swag, or tablecloths? Request what you need internally via the links below.

• CEHD Marketing Request Form
• CEHD Swag Request Form

Promote Your Event

There are many ways to promote your event on and beyond campus, including:

• UND Events Calendar
• University Letter
• Digital Signage
• UND Communications / External Media
• Social Media
• Staff Chat
• UND Student Life Weekly
• Print and Digital Flyers

Event planners are strongly encouraged to complete a CEHD Marketing Request Form to request assistance in promoting their events.

Event Approval Request Form

Lead time: > 2 weeks before the event

Required for all UND events that host external guests/visitors and/or that are hosted outside of regular campus business hours (before 8:00 am or after 4:30 pm Mon - Fri, or anytime during weekends and/or holidays).

Purchase Request Form

Lead time: > 3-4 weeks before the event

Use to request funding for expenses related to your event. 

COR Request Form

Lead time: > 3-4 weeks before the event

Use to request marketing and communications support from the college, including but not limited to:

• Event print materials (flyers, custom signage, etc.)
• Creative work (branding, key images for event, etc.)
• Media/social media outreach and promotions
• Photography/media coverage of your event

Swag Request Form

Lead time: > 2 weeks before the event

Use to request:

• Swag giveaway items, such as pens, sunglasses, stress balls, etc. (intended for use at recruitment events)
• Event items, such as tablecloths, banners, signage, etc.

The following are links to resources that you may find helpful in planning your event.

 Venues

• Education Building
• UND Memorial Union
• Gorecki Alumni Center
• Additional campus locations

Parking

• UND Parking Services

Food & Beverage

• University Catering
  • Catering Menu
  • Catering Order Form
• Alternative Approved Vendors

Marketing

• Calendar
  • UND Events Calendar
  • CEHD Events Calendar
• Templates
  • UND Branded Templates
  • CEHD Branded Templates (internal link only)
• Brand
  • UND Marketing & Communications 

Additional Links

• CEHD Faculty & Staff FAQ
• UND Event Planning Checklist 
• UND Guidelines for Event Success
• UND Conferences, Camps & Events