Planning an Event

Want to host an event at the School of Law? Please follow these instructions. The School of Law has no designated events planning staff, so planning, executing, and hosting an event are the responsibilities of the students, faculty members, and/or staff members who want to hold the event. In addition, all School of Law events (outside of day-to-day, operational, or internal group meetings) must be approved by Law School administration before anything else can occur. See below for what you need to know.

Event Types

• General Events are a part of the day-to-day life of the School of Law.  They are designed for an internal audience (School of Law students, faculty, and/or staff) and often require only a room reservation, available classroom technology, an announcement in Law School Announcements, and minimal or no budget.  Examples of these events include student organization meetings and brown-bag lunch lectures.
• Major Events require more time and planning and are intended for larger audiences and are higher profile than General Events. A Major Event might be intended for only an internal audience (School of Law students, faculty, and/or staff), or it might be for external audiences such as School of Law alumni, external legal professionals, and/or the general public—or both internal and external audiences. These events generally offer advance registration and include notable or high-profile speakers and presenters. Major Events may require elements such as media and technology support, marketing/promotional support, catering, housekeeping, and so on.  Examples of Major Events may include conferences and symposia.

Event Requests, Approvals, and Beyond: The Process 

Step 1: 
If you are a student organization, an officer from your organization must "create an event" from your organization's group page in LUCommunity in order to start the request process.

If you are a law school faculty or staff member, or otherwise acting on behalf of a law department/unit or other academic program and you would like to hold any type of event or activity, please complete this Event Request Form as the first step. Submitting a request will help the school of law to maintain a robust event calendar and ensure that events do not compete with one another.

Step 2: Wait for your event to be approved via email.

Step 3: Complete Room Reservation Request.

If you need space in the Corboy Law Center for this event, you must complete the Law School Space Request Form. 

Place your request no fewer than 7 days prior to the date you hope to receive an assignment. When placing your request, have alternate date or time possibilities in the event that a room is not available at the date/time of your choosing. If you are assigned a room and your plans change, respond to the email confirmation you received to release the reservation.

Until the first three weeks of each semester have passed, the University places a freeze on reservations of academic space, making it very difficult to secure space quickly.

Step 4: Enter your approved event into the School of Law Calendar.

After you have received email confirmation that your event has been approved by the law school administration, you must add your event to the School of Law Calendar (if you have not already done so) by completing ALL fields in the University calendar Submit an Event form. Please follow the next steps and pay special attention to the following: 

• Create an account: Faculty, staff, and students who want to submit events to the School of Law calendar or the University calendar must have an account. Sign in at events.luc.edu to submit events to the calendar. Create an account for yourself by signing in using your UVID.
• Description: Be compelling and complete so people will understand what your event is about and why they should attend. Provide more than a generic sentence. Be descriptive and include specific details including names and titles of speakers, panelists, and so on. Ensure everything is 100% accurate.
• Event photos: Event pages now include a photo — please submit a related photo for your event; if you don't provide a photo, a generic law-related photo will populate when the event is submitted.
• Department filter: When submitting your event, select “School of Law” under the "Department" filter. It is crucial that you select this in order to have the event listed on the School of Law’s calendar. 

After you’ve entered your event, it goes into the queue to be reviewed and approved by a designated School of Law calendar administrator. Please allow up to 3 business days for your event to be approved.

Reporting any issues: If you run into issues or have suggestions for the new platform, you can submit through UMC’s website request form.

Step 5: Plan your event.

As the event organizer, you are responsible for requesting and managing all the event logistics and details—including room set-up requirements such as audio-visual or technology needs, facilities requests, catering, and registration.

Photography: Event organizers are responsible for organizing their own event photography. For Loyola social media purposes, using a personal mobile phone to capture clear, in-focus photos is acceptable. If you need a professional photographer for your event and you have the budget to hire one, Loyola recommends hiring one of the University preferred freelance photographers. See tips and freelance photographer contact information under “Hiring Freelancers.”

CLE

If you would like to offer Continuing Legal Education (CLE) credit for this event, indicate it on the form. If your Event is approved, you’ll be provided instructions on the steps to apply for CLE. 

Zoom meeting/webinar set-up assistance

• For a Zoom meeting, you can set up registration through your Loyola Zoom account. Visit luc.zoom.us to create the meeting, set up registration, and meeting preferences. 
• For a Zoom webinar (intended only for major events with large audiences) a faculty or staff member will need to request a zoom webinar license from ITS.  

Computing and Media Services

The School of Law has a limited number of computer and media resources, so you must plan as far in advance as possible. Contact Law School Computing Services at least three weeks in advance for large-scale events and at least 72 hours prior for small events. Please copy your faculty advisor on all email communications with LSCS.

Please be aware that the computer and media stations in the law school classrooms each have documentation that includes step-by-step directions for how to work the equipment. This is often all you will need for smaller events.

Visit Law School Computing Services for more information.

Step 6: Promote your event.

To promote your event to students, faculty, and staff, complete the Law School Announcements (LSA) submission form. LSA is compiled by Student Services and is emailed to current students, faculty, and staff during the academic year. LSA may also be viewed on the Law School Announcements SharePoint site.

In addition, the School of Law may be able to promote your event on Facebook, LinkedIn, and/or Instagram, depending on the event’s audience. If you’d like to promote your event on social media, contact Director of Communications Kristi Turnbaugh and provide the link to the specific School of Law Calendar event as well as photographs. She will determine the proper channels, if applicable, and timing.  

PLEASE NOTE: The School of Law will provide NO marketing or promotional support for events that are not listed on the School of Law Calendar. Having the event listed on the School of Law Calendar is required before receiving any marketing support for that event. Also note that flyers, PDFs, or other attachments will not be included in event marketing efforts.

Audience note: If your event is geared toward a School of Law alumni audience, contact Law Alumni Relations for guidance on how to best reach them. 

Step 7: After the event

If you have photography from the event, please send up to 10 photos (clear, in focus, good composition) to Director of Communications Kristi Turnbaugh to consider sharing on social media. Please send within one week after the event so the post is timely. Provide basic information about the event: title of event, audience/attendees, why the event was relevant or important.