| Step 1: Facilities |
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Select a date for your event |
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Reserve the room(s)/ Facility for your event: don’t forget lodging needs |
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Sign reservation confirmation and return to University Events Office |
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Submit a copy of insurance information to University Events Office |
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| Step 2: Logistics |
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Room Set Up: work with University Event Staff to determine room set up |
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Audio Visual Needs: include requests for AV needs with your room set up |
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Catering: determine your catering needs and budget and work with University Event Staff to place your order. Remember to consider guests that may have special dietary needs. |
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Alcohol: determine if your event will include beer and wine, if so fill out and submit the Request to serve alcoholic beverages on campus form. |
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| Step 3: Guests |
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Inform your guests of your event |
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Arrange travel to and from the University for you and your guest if necessary |
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Inform the University Events office if you have guests that will require special accommodations |
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Prepare materials for your guests: |
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Agenda/ Programs |
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Welcome Packets |
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Campus and Billings Maps (University Events would be happy to provide these) |
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Name Tags |
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| Step 4: Leading Up to the Event |
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Finalize your count for room set up and catering |
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Finalize any decorations you will be ordering and setting up in your facilities, Ensure University Event Staff is fully aware of any delivery and collection times planned by outside vendors |
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Arrange travel to and from the University for you and your guest if necessary |
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Provide University Events with a final copy of your agenda for use in making signs |
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| Step 5: Evaluation, Billings & Payment |
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Review your bill that you receive approximately one week following your event |
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Fill out the Event Evaluation your receive in the mail |
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Return payment and event evaluation |
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