Event Planning Checklist

Before planning any event, please review UND Event Guidelines and UND Events Policies to gain familiarity with university event processes and to answer some of your questions.

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

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

Draft a paragraph that will guide your planning for this event.

• Title: Create an engaging yet informative title for your event.
• Purpose: Spell out the purpose of the event, highlights, and why people should care.
• Audience: Detail who the audience is (faculty, staff, students, greater community, etc.).
• 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.

Book Your Event

Venue

Your first reservation should be to secure your event space. The most frequently used venues for CEHD include:

• Education buildings
• Memorial Union
• Gorecki Alumni Center

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

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? Jump to the sections below to learn more about what options are available to you.

• CEHD Marketing Request Form
• CEHD Swag Request Form
• UND Marketing & Brand

Promote Your Event

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

• UND Events Calendar
• University Letter
• Digital Signage
• Alert to External Media
• Social Media
• Staff Chat
• UND Student Life Weekly
• 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 or visitors to campus.

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 buildings
• Memorial Union Room Reservations
• Gorecki Alumni Center Event Inquiries

Parking

• UND Parking Services

Food & Beverage

• University Catering
  • Order Form
    • Catering Guide
    • Catering Menu

UND Marketing & Brand

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

Additional Links

• CEHD Faculty & Staff FAQ
• UND Event Guidelines & FAQs 
• UND Guidelines for Event Success