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Loyola University Chicago

School of Law

Guidelines for General Events

 Part One:  Communicating

The administration must be made aware of events that occur on campus or are otherwise affiliated with the School of Law (outside of internal group meetings).

If organized by a student group, General Events should be planned with the knowledge and approval of your faculty advisor as well as Student Affairs.  Questions may be directed to LoyolaLawEvents@luc.edu.

To make the administration aware of your event,
please use either of the options below:

general_event_notification_-_fillable.pdf

Notify via fillable Email Form

 

 

 

Part Two:  Planning

Your first step will normally be choosing a date.  Please consult the Law School Calendar if you would like to avoid conflicts with large events.  Have alternate dates in mind in cases rooms or other resources are not available on your preferred date.

Your second step will normally be to reserve a room.  Please follow the Room Reservations Guidelines.  Room requests should be made as early as possible -- it can often take anywhere from 7 to 10 days to receive a room assignment.

Your budget should be determined before planning continues.  Many General Events will require no budget.  All registered student organizations are allotted funds for refreshments for one meeting per semester, calculated at $2/head up to $100.  If an organization wishes to receive funds to use toward additional events, the group must submit a comprehensive budget proposal for the entire academic year.  This should be done in conjunction with your faculty advisor.

 

Resources
Every event carries with it different needs, but the following list includes typical requirements for General Events, as well as information on how to fulfill them.  (Remember to see the Major Event Proposal Form or the checklists linked at right for details or ideas.) 

Deadlines & Timing

Catering Requests:  Solidify menu at least 7 days prior to event; confirm headcount 72 hours prior.

Facilities & Setup Requests:  Place request no later than 1 week prior to event.

Publicity, Internal:  Submit your announcement by 4 pm the day before it should post; submit your digital monitor request 7 business days before your monitor sign should post.

Room Requests:  Submit a complete request 7-10 days prior to the day you hope to receive the assignment.

Speaker Clearance:  Submit form at least 7 days prior to event; additional notice required for high-profile speakers, public figures, candidates for public office, etc.

Speakers

To invite a speaker, please review the University Speaker Policy and submit a Speaker Clearance Form to Giselle Santibanez-Bania at least 7 days prior to your event.  Additional information, as well as both forms can be found in the link bank at right, under "Policies."  If your speaker is a high-profile individual, public figure, candidate for public office, etc., please allow extra time.

Room Needs

 

Rooms should be requested as far in advance as possible, and should be requested using the Law Room Reservations request form.  For details on how to place a request, please see the Room Reservations link under the Resources & Tools link bank at right.

Facilities Needs

Does your room require a certain type of setup?  Do you need an extra table for food, extra chairs, or a table for panelists?  Will you need extra garbage cans?  Do you need a coat rack?  Some of this can often be done on your own on the day of the event.  For anything that requires additional assistance however, email LawRoomReservations@luc.edu with your event date, time, and location, and a description of your needs at least one week prior to the event.  Room Res will help coordinate with facilities.

Note:  Send a diagram if you can!  These are immensely helpful to the facilities staff, and Room Res will often ask for these in response to your initial request.  Examples can be found through the link bank at right.

Note:  If your event takes place in the Power Rogers & Smith Ceremonial Courtroom, please be aware that no one outside of the facilities staff is authorized to rearrange furniture.  Note as well that Law Media Services (LawMediaServices@luc.edu) must be contacted to move the whiteboards or rotate the podium when necessary.

Computer and Media Needs

For General events, these tend to be few, but email LawMediaServices@luc.edu if questions arise.  Please contact them no later than 72 hours prior to your event.

Please also be aware that law school classrooms are already equipped for common tasks such as playing a video or showing a powerpoint presentation, and each station has simple documentation that you can follow if you are unfamiliar with the systems.

Advertising

Law School Announcements (Daily Bulletin)
To submit an announcement, please email LawSchoolAnnouncements@luc.edu.  You must draft both a headline and the body of the announcement.  Announcements must be received by 4pm the day before you would like them to post.  Various policies govern the daily announcements in terms of their content, number of repeats, and how to request a change.  Please review these, found in the link bank at right.

Law School Calendar (not applicable for small, internal meetings)
To have an event placed on the Law School Calendar, please email LawSchoolAnnouncements@luc.edu and include the following information:
- Event Title
- Event Date, Start Time, and End Time
- Location
- Contact Person
- Contact E-mail/Phone
- Brief Description
   *Note that all fields are required

Digital Monitors
To advertise using the flat screen monitors in the 1st floor lobby, the 3rd floor library entrance, and on the 10th and 11th floors, email LawSchoolAnnouncements@luc.edu no fewer than 7 business days before you would like your sign to post.  Include all pertinent information.

You may also create your own slides.  Templates are available in the link bank at right.  We encourage you to include only the most relevant information and to use larger fonts.  We generally recommend that text be no smaller than 32 pt font.

Note:  If you create your own slide, please be aware that it is subject to editing and re-formatting, as we must make sure that all slides on the monitors are legible and comply with the standards of University Marketing and Communication.

Posting Flyers
-  All flyers must be stamped approved.  Please see Giselle Santibanez-Bania, Dean Gaspardo, of Christine Heaton.
-  All flyers must include the name of the sponsoring student organization or department.
-  Flyers can be posted only on bulletin boards, and may not be taped or tacked up elsewhere in the building.
-  Those who post flyers are responsible for removing all of their flyers once they are no longer relevant.

Catering

IF you have a budget approved for refreshments, you have a few options:

-  For Student Affairs use, we have a voucher system set up with several local businesses: Potash Bros. Market, Subway, and Whole Foods.  Please see Giselle Santibanez-Bania or Christine Heaton for assistance.

-  Aramark is Loyola's on-site caterer.  You are welcome to contact Aramark to discuss their services   at 773/508.6035.  Students may begin the process, but may not confirm an order.  All orders with Aramark must be placed by a member of Loyola's faculty or staff.

-  The serving of alcohol at general events will be very rare, and requires approval.  Please contact Christine Heaton for more information.

-  For refreshment ideas or help selecting a vendor, you may contact Christine Heaton.

Alumni Involvement

Are any of your attendees or participants alumni? The Alumni Relations office would like to know. Please email Alumni Relations at lawalumni@luc.edu.

Where appropriate, Alumni Relations can assist with the development of contact lists.  These requests can take up to four weeks to process.

 


If you have additional needs or questions, or would like to schedule a meeting to discuss
the event planning process, please contact Christine Heaton at
cheato1@luc.edu.

Loyola

SCHOOL OF LAW
Philip H. Corboy Law Center · 25 E. Pearson Street · Chicago, IL 60611 · 312.915.7120

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