Event Planning Toolkit
Need to plan an event, but not sure where to start? You've come to the right place!
Explore the page below to find step-by-step directions and resources to make your
next event the best one yet.Event Planning Resources
When planning university sponsored events, both on and off campus, there are many things that need consideration. Having these questions answered in advance of the planning process will make the rest of the event organization run smoother. It is important to contact the CARBO team in the early stages of the planning process. They may be able to establish a separate account to assist in budget tracking.
Important Notes:
As the event planner, you are not permitted to sign any contracts. Only an official university contract designee can sign contracts. You may be the point of contact and signing authority of the funds, but you cannot sign contracts on behalf of the university.
*All university sponsored events require an event request form which can be completed in 25Live. The form is the same, but the process is slightly different if you are hosting your event on or off campus.
When planning university sponsored events, both on and off campus, there are many things that need consideration. Having these questions answered in advance of the planning process will make the rest of the event organization run smoother. It is important to contact the CARBO team in the early stages of the planning process. They may be able to establish a separate account to assist in budget tracking.
These questions will determine what forms and other paperwork will be needed to comply with university policy.
- What is the preferred date(s) of the event?
- Have a preferred and several backup dates in mind.
- What is the anticipated attendance?
- Be realistic about the number of attendees, will there be a maximum attendee cutoff?
- Will your event include minors?
- Who is paying for the event?
- Will the event be funded by the department, a grant, or registration fees?
- Who will have budget oversight?
- Will the event be on campus or off?
- What type of venue will you need?
- Lecture halls, meeting/conference rooms, large, open event space, etc.
- If the event is multi-day, will sleeping rooms be needed? i.e. will hotel room blocks or on-campus housing be needed?
- What technology will the event need?
- Sound systems, smart classrooms, teleconferencing options, etc.
- Will food and beverage be needed?
- Meals provided?
- Snacks and beverages during the event?
- Will the event have registration, paid or otherwise?
- What accessibility needs might your event encounter, and how do you plan to address
needs as they arise?
- Think about physical access, vision, sound, food allergies, etc
All events require an event request form. This form ensures that you have all the required paperwork needed to comply with university policy. The information you compiled in the getting started section will assist you in filling out this form. It is important to have as much information available ahead of time as possible. Editing the form can only be done by the University Relations and departmental Public Information Officers. It is in your best interest to make sure you are communicating with CNSMs Fiscal Manager and PIO when planning your event.
The university utilizes the 25Live system for both on-campus room reservations and event requests. You can do directly to the form using the button below, or through the room reservation system. See Room Reservations for more information.
Reserving On-窪蹋勛圖厙 Space
For on-campus events, the first thing you want to do is determine what spaces are available to host your event. Via 25 Live, you can reserve the space and create the event request in a one-stop location.
You will need to know: the event name, time, dates, sponsoring organization, expected attendance, publishable event description for the UAF Events Calendar prior to requesting it in 25Live. Events are not required to be published to the calendar unless you want others outside of your unit to attend.
Reserving Off-窪蹋勛圖厙 Space
Off-campus venues cannot be booked through the 25Live system. These will need to be booked independently then listed as the event location(s) in the event form. If you know where you want to hold your event, you can contact the venue directly.
If you do not yet know where you will host your event, you can submit a through. They will solicit proposals on your behalf to local venues and package that information for you.
You will need to include venue information in your event request. If your venue isnt listed in the 25Live system, select Other and notify your PIO.
Lodging
For multi-day events lodging is often something that event planners help to coordinate, even if the event is not paying for lodging.
University Guest Housing: The 窪蹋勛圖厙 offers Guest Housing through the Department of Residence Life. Overnight lodging through Guest Housing is fee based. The Department of Residence Life offers overnight lodging to UAF-affiliated guests for stays generally 30-days or less. Depending on when your event occurs, on-campus lodging may be an option.
Catering
The university offers catering through Chartwells. They can provide food for on and off campus events, as well as boxed offerings for field trips.
You will need to create an account with and submit an order through Chartwells. Through their website you can select from several options or you can contact the to discuss customized menu options as well as discuss dietary restrictions and issues.
You will also need to prepare a in order for university funds (including those funds accrued through registration fees) to pay for the food.
You may choose to bring in food from an off-campus vendor. For health and safety, a Food and Beverage Application must be submitted by any group that intends to provide food on University property that is not prepared by Chartwells/UAF Catering.
- It is recommended that food purchases are made AFTER approval has been obtained through the Food and Beverage Application process.
- The Food and Beverage Application must be submitted 14 calendar days prior to the event to Dining Services and Contract Operations at uafdining@alaska.edu.
- Additional information and approvals may be required by the Fire Marshal, Risk Management, or other authorities.
- Catering and food services that can be provided by Chartwells/UAF Catering at comparable pricing should be utilized.
For off-campus events, you do not need to fill out the Food and Beverage Application, but you do need to fill out the.
Alcohol
Alcohol may be served at UAF events provided the appropriate policies are followed. If your event will have alcohol you will need a completed UAF Alcohol Beverage Application filled out by a UAF sponsoring organization designating the alcohol service provider (must be a company with a registered Beverage Dispensary License).
This UAF Alcohol Beverage Application must be submitted for all events where alcoholic beverages will be served on University property or UAF events located off-campus. This form must be RECEIVED by email, uaf-dining@alaska.edu, no less than 28 days prior to the event. Late requests may be denied.
Full policy information is available on the UAF website here.
It is important to note whether your funding source authorizes the purchase of alcohol. For example, government employee registration fees may not go toward the purchase of alcohol.
There are many options for serving alcohol at your event, make sure to discuss options with your caterer and venue coordinator.
Chartering Transportation
Whether youre looking to transport your attendees between event locations or on a field trip or you need to move supplies to the event venue, chartering transportation is tricky to navigate. You have a few options.
UAF Vehicles
The university has several types of vehicles available to rent with hourly, daily and weekly rates. You will have passed the UAF Driver Safety Training prior to requesting the vehicle. More information can be found on the Facilities Services Website.
You can also request a bus and driver for seminars, conferences, field trips and special events for up to two hours through the.
Off-campus Services
It is possible to use a charter service for transportation. You will need to request a quote from local vendors, then submit a request through procurement including the following supplemental information:
- Itinerary/Scope of Work
- Period of Performance
- Rate
- Fuel
- Gratuity
- Invoice/quote
- Other Information/Documentation
- Passenger manifest
- Any other important details
Remember: you cannot sign a contract, only a university contract signing authority can sign on UAFs behalf.
Swag & Giveaways
There may be different rules that apply depending on your funding source, such as per person maximums or restrictions on items. It is important to speak with the CNSM fiscal manager or your grant manager before making final purchase decisions.
Branded items are common giveaways at events, whether it is the logo of the hosting institution or of the event. Make sure to inquire about any logo usage restrictions before purchasing items.
Approved UAF Vendors
The name 窪蹋勛圖厙, the initials UAF, the UAF logo and the word Nanook(s) are trademarks of UAF and reserved for official UAF use.
University Relations reviews all designs incorporating UAFs marks that are affixed to promotional items being offered for sale or free distribution to the public. Approval of artwork is required prior to production of the merchandise.
Therefore, it is required when using the UAF logo that only university approved vendors are used. More information and the full list of approved vendors is available here.
Dont hesitate to reach out to the CNSM Public Information staff for assistance.
Dont hesitate to reach out to the CNSM Public Information staff for assistance.
Event Advertising & Print Materials
Your CNSM Public Information Officer is here to help you navigate every step of advertising and promotion for your event.
They can:
- Connect you with photographers and videographers to document the event
- Create event list serves
- Assist in purchasing and placing ads
- Assist with advertising strategies
- Assist in event website preparation
- Assist in preparing any printed and visual/graphical materials you may need, from programs to banners and more