Planning an Event

Event Guide and Checklist

STOP! Review UND's event guidelines and official policies first:

UND Event Guidelines

UND Events Policies

The event planning process should begin at least 18 days prior to the event.

1. Determin the Details

Goal

• What do you hope to achieve by having this event?

Budget

• Determine how you will pay for the event.
  • What funding source will be used.
  • What costs will be associated with the event.
  • Set a budget.

Title

• Create a catchy and informative title for your event. This is not a description.

Description

• Write a paragraph that tells people the basic information of your event. Be sure to include:
  • Type of event
    • In-person, virtual, or hybrid
  • Target audience
    • Is the event intended for law students only or is it open to campus, the public, etc.?
  • Date, time, and location (building and room or platform)
    • • Consider other events that might be happening to avoid overlapping.
      • Is the date, time, and location convenient for your target audience?
  • Purpose, highlights, and call to action

2. Coordinate the Event:

Reserve Space/Location

• Consider the type of event, number of people, room set-up, and A/V needs before booking a space.
• Reservation Requests:
  • • Law School: Lauren Shimek, Office of Student Life.
    • Memorial Union
    • Gorecki Alumni Center

• For virtual events a reservation for space is not needed, but the format (Zoom, etc.) should be scheduled.

Inviting guest speakers, judges, etc.

• Send/submit requests well in advance of the event. At least one month before is ideal.
• Guests can expect to know:
  • Contact Person Information
  • The type of engagement they are being asked to participate in (keynote speaker, panelist, moderator, judge, etc.)
  • Times
    • Speaking length
    • Arrival Time
    • Set-Up Time
    • Event Time
    • End Time
  • Parking Information
  • Links and access times
  • A/V equipment available

Applying for CLE Credit

• Do you wish to offer Continuing Legal Education Credits (CLE)?
  • Please contact Assistant Dean Brad Parrish for assistance.

Catering

UND Campus Catering is the designated campus department responsible for the provision of food and beverage services for the University. When events on UND's main campus are planned that include food, and the total cost exceeds $500, responsible parties must contact Campus Catering to make food service arrangements. Read the full policy.

• UND Catering Order Form
  • Catering Guide
  • Catering Menu

Parking

• Event and visitor parking information and resources.

Materials

• Think about marketing and day-of materials that are needed for the event:
  • Create flyers, digital displays, programs/brochures, PowerPoints, and more with FREE UND Branded Templates
• Name Tags

3. Make it official

Review Guidelines

• UND's Event Guidelines & FAQs

Submit Required Forms

Required forms should be submitted at least 2 weeks prior to the event date and in the following order.

1. UND Event Approval Request
2. UND Events Calendar
3. Law School Event Form

Promotion

• UND Events Calendar
• Flyers
  • School of Law
    • Only post flyers on the UND Law bulletin boards or inside bathroom stalls.
    • Flyers are not allowed (and will be removed) on walls, windows, mirrors, doors, and on the bulletin board outside of the Student Org office.
  • Memorial Union
  • Chester Fritz Library
• Digital Signage
  • UND digital signs are located in areas around the campus with a high amount of foot traffic. Two options exist for digital signage advertising:
    • Law School digital display sumbissions - please email michael.j.hanson@UND.edu 
    • University-wide displays (as seen in the Memorial Union).
• Social Media
  • Facebook, Twitter, Instagram, LinkedIn, MyUND app, etc.
• UND Law Student Life Weekly
  • School of Law e-newsletter.
  • Please email submissions to und.lawschoolcommunications@und.edu
• UND Student Life Weekly
  • UND e-newsletter
• Word of Mouth
  • Tell your friends!

Required Forms

The following forms are required to be completed before hosting an event. Forms should be submitted at least 2 weeks prior to the event date and in the following order.

1. UND Event Approval Request
2. UND Events Calendar
3. Law School Event Form

Helpful Links & Tools

• UND Marketing & Communications
• UND Event Guidelines & FAQs
• UND Event Approval Request
• UND Events Calendar
• UND Parking Services
• UND Branded Templates
• University Catering
  • Order Form
    • Catering Guide
    • Catering Menu
• UND Print Center (formerly Duplicating Services)
• Memorial Union Room Reservations
• Gorecki Alumni Center Event Inquiries

Frequently Asked Questions

How do we get photos of our event?

The UND School of Law Marketing and Communications team photographs events based on category, scope, and staff availability. We always welcome photo submissions of your event. They can be sent to und.lawschoolcommunications@und.edu 

What printing services are available?

1. Registered Student Organizations have access to $10 of FREE printing each week through UND Student Involvement. To utilize this service, please email UND.studentinvolvement@UND.edu. Include the document(s) you would like printed along with number of copies requested and black & white or full color preference at least one business day before the due date.
2. The UND Print Center (formerly Duplicating) is a full-service printing and copying center. They provide low-cost, top-quality paper product with a quick turn around time. All UND departments, staff, students, and faculty can use the Print Center.

Are name tags necessary?

The opportunity to network is an important aspect of events. Name tags can help people connect more readily. There are lots of options available online with free templates to help you create professional name tags at a low cost.

How can I create a flyer?

UND has FREE branded flyer templates available here!

How can I promote my event?

Be sure to add your event to the UND Events Calendar as soon as possible!

Share your event on social media, add to campus digital displays, and include it in the UND Law Student Life Weekly e-newslettter. 

How do I order food and beverages for my event?

The Law School Marketing & Communications office recommends UND Catering for your event. They offer a variety of high-quality and affordable food and drinks. Everything from coffee and cookies, to boxed lunches, or even a full-service plated dinner. They are incredibly flexible and will work with any budget.

Where can my guests park?

UND Event & Visitor Parking Information