event planning checklist - university of … planning checklist...event planning checklist 1. venue...
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EVENT PLANNING CHECKLIST
1. VENUE
☐ Check the calendars (Outlook, Sport & Rec http://www.uleth.ca/sportrec/events) or contact the appropriate department
below to determine availability. Check the notice board to find out what else is happening on campus during your event!
☐ Only university employees and faculty can book AH100, Markin Atrium and Quad, and the Centre for the Arts UCA Atrium and
Patios. If you have not booked any of these spaces before, please visit the website below for information and instructions:
https://www.uleth.ca/anc/facility
☐ Contact the appropriate department to book space:
Students’ Union (SU Ballrooms) – 329-2017 [email protected]
Registrars’ Office (Classrooms) – 320-5700 [email protected]
Sport & Rec (Gym Facilities) – 329-2658 [email protected]
Fine Arts (Theatres) – 329-2656 [email protected]
Penny Building (Downtown Meeting Spaces) - 320-2044 [email protected]
☐ Receive confirmation of space or sign contract and double check the calendars to ensure your booking details are correct
2. EVENT WORK ORDERS – PLEASE SUBMIT A MINIMUM OF 1 WEEK IN ADVANCE OF YOUR EVENT
☐ Determine how you want the room set up and submit work order to facilities - http://servicedesk.uleth.ca/event_bldg.html
3. CATERING
☐ Determine your preferred catering supplier – Aramark www.uleth.ca/food, LA Chef’s www.lachefs.ca, Country Kitchen Catering
www.countrykitchencatering.ca
☐ If you choose Aramark, submit a CaterTrax order complete with your account information - http://www.ul.catertrax.com/
4. ADDITIONAL SERVICES
☐ Alcohol Permits - http://www.uleth.ca/hum/riskandsafetyservices/PDF/alcohol-permit09.pdf
☐ Audio Visual - http://directory.uleth.ca/users/calvin.toth
☐ Special electrical - http://servicedesk.uleth.ca/request_bldg.html
☐ IT Requirements - http://www.uleth.ca/information-technology/desktop/help
☐ Parking and Security - http://www.uleth.ca/security/
☐ Line locates for signage - http://servicedesk.uleth.ca/request_bldg.html
☐ Risk & Safety concerns/insurance/hazard assessments- http://www.uleth.ca/risk-and-safety-services/
COMMUNICATION
☐ If you are sending invitations please contact advancement for access to special lists (dignitaries, alumni, etc.) -
http://www.uleth.ca/advancement/
☐ If you need help advertising your event - http://www.uleth.ca/communications/
☐ Send an advisory form to the necessary departments – https://www.uleth.ca/anc/facility