1. CHOOSING A DATE:
In an effort to coordinate the event planning process and avoid conflicting programs, all events must be added to the Law School’s master planning calendar. Please submit your events via the appropriate contact (listed below) and include relevant details (e.g., desired day, time, content, number of participants). PLEASE NOTE, adding your event to the planning calendar is not a confirmation of your room reservation.
- Faculty and Centers – Claire Merrill , firstname.lastname@example.org
- Student Affairs – Brian Juergens, email@example.com
- Student Organizations – Room Reservations, firstname.lastname@example.org
The Law School reserves the rights to limit events on certain days and/or times to avoid conflicting programs and to avoid major school-wide events. Please refrain from planning any additional events on these dates.
- Admitted Students Days: 2/27 - 2/28, 3/3 - 3/4
- Friday, April 5
2. RESERVING A SPACE
All requests for space must be submitted to Room Reservations via Virtual EMS. Reservations are subject to availability and are not final until email confirmation from Room Reservations has been received by the event organizer. Room Reservations maintains a listing and description of all available law school rooms, including their capacity and AV capabilities, as well as a detailed handbook of relevant policies and procedures. Please contact Room Reservations with any questions, email@example.com.
3. ARRANGING FOR SET-UP, AV, & CATERING:
If you plan on serving food at your event, using one of the Law School’s preferred vendors for on campus catering, is preferable.
To ensure that appropriate setup, cleanup, and custodial services are secured, please contact Building Services at firstname.lastname@example.org if you plan to serve food.
For questions regarding large-scale special events, please contact Char Smullyan at email@example.com
ROOM SETUP, AV, ETC:
A range of auxiliary services are available when planning an event in one of the Law School’s buildings, some of which will incur fees. A quote can be provided based on the specifics of your event by contacting the appropriate party, Building Services or Audio Visual/Information Technology Services (details below), in advance of your event. Events hosted by Centers & Programs and Administrative Departments will require direct billing for all intramural services provided. You must obtain the appropriate account chartstring from the Business Office prior to arranging for any auxiliary services.
If you anticipate the need for auxiliary services, please contact the appropriate office as listed below AFTER you have received confirmation from Room Reservations and at least two weeks in advance of the event.
AUXILIARY SERVICES CONTACT GUIDE
- Room Setup (furniture configuration, chairs, tables, etc.): firstname.lastname@example.org
- Custodial/Food Cleanup: email@example.com
- Audio Visual (computer, projection, microphones, etc.): firstname.lastname@example.org
- Security: Students - Joel Kosman, email@example.com, Others - Tony Pallone, firstname.lastname@example.org
Building Services include:
- Special furniture configuration
- Additional tables or chairs
- Linen rentals
- Food clean-up
Audio Visual/Information Technology Services include:
- Use of a projector screen
- Use of computers
- Presentation set-up
- Disability accommodations
- Video/phone conferencing
If your event will feature a government official who travels with a security detail (including judges and former officials), a prominent or controversial speaker, or if you have reason to believe that your event requires security please contact Tony Pallone, at email@example.com. All students should contact Joel Kosman at firstname.lastname@example.org.
4. BUDGETING, REIMBURSING, & MAKING TRAVEL ARRANGEMENTS:
TRAVEL AND LODGING
The Business Office provides guidance on arranging for travel, lodging, and ground transportation, as well as general information regarding the Law School’s travel policies and procedures.
EXPENSES AND PAYMENT
All payment for services associated with events hosted by the Law School must be processed through approved by the Business Office, including reimbursements for guests attending your event. Please see the Business Office website for further information.
Sufficient funding must be secured and available prior to all events. Cost estimates for catering, auxiliary services, and travel should be obtained prior to finalizing any arrangements. Please speak with the appropriate contact (see below) if you have questions about the budget for your event or if you would like assistance in constructing a budget proposal.
Events hosted by non-Law School entities, or without the support of a Law School center, program, organization, or faculty member, are subject to the policies and fees outlined in the room reservations policy. All third-party rentals must be approved by the Dean’s Office and the Chief Financial and Strategy Officer.
5. PROMOTING AND PUBLICIZING:
All events must be listed in the Law School's public calendar, as a first measure in publicizing an event. A daily announcement and a weekly digest of Law School events listed in the calendar is sent to the Law School community.
If you do not have access to edit the online calendar, please send a request for access to email@example.com. If you’re a member of a student group seeking to list your event on the online calendar, please submit your event via the student event form, and the Student Services will add it to the calendar.
For information on photographers, additional promotion of events to the CLS community, digital content, print (brochures, specialty publications, invitations, reports), social media, editorial coverage, web, and design projects, please refer to the Communications Office.