Event Planning

For more information please contact the GSLIS Help Desk:
Room 228 GSLIS
244-4903 or 800-377-1892
help@support.lis.illinois.edu

Planning an event or conference can be a rewarding, if time consuming, process. There are myriad details to consider. However, there are many willing, capable people at GSLIS who can help make the process run smoothly and answer questions that come up along the way (meet the events team).

Faculty, staff, and student organizations sponsor a variety of events: from major conferences to formal receptions; from a small lecture in the LIS building to a multi-unit supported lecture elsewhere on campus. To promote an event as sponsored by the School, the organizer must first review the GSLIS-Sponsored Events Policy and receive permission.

While each event has unique set of needs and circumstances, there are some general guidelines to follow. This document serves as a guide for the process as well as a map of resources available at GSLIS. It will clarify event procedures, answer any questions you may have, and hopefully make the process less stressful--even enjoyable!

What to Consider When Planning an Event

The following is an overview of everything you may need to consider when planning your event. Use this outline, or the left-hand menu, to navigate through the pages of this document. After reading over all the pages in this document, use the quick guide as a reminder of who handles which task and both the timeline and the printable checklist to schedule and monitor completion of each task.

Securing a location

• Setting the date
• Reserving a space at GSLIS
• Reserving a space on campus
• Reserving a space off campus

Staffing your event

• Students
• GSLIS Sponsorship and support

Publicity and advertising

• Publicity
• Conference Web site
• Listservs
• Advertising

Printed materials

• Conference programs and materials
• Posters/Flyers
• Templates
• Copyediting/Proofreading

Catering

• Working with outside food vendors
• Smaller Events
• Alcohol
• Essential things to consider

Tech support

• Equipment
• Software
• Guest logins
• Internet access
• Training
• Building access
• Audio recording
• Live audio broadcasting

Honoraria and funds

• Honoraria
• Grant funding
• Support funds from other campus units
• Reimbursement
• Gifts

Travel and parking

• Travel to campus
• International visitors
• Transportation on campus
• Parking for guests

Other services

• Name badges
• Flowers
• Photography
• Music
• Accessibility and special needs

Working with Conferences & Institutes

• General Information

Quick Guide

Use our Quick Guide, an index of event planning tasks and the contacts for each, for reference throughout your event planning process.

Timeline

The timeline and the checklist (in PDF form) can be used to plan what needs to happen when.