In-Person Events

The State of Illinois is now in Phase 5 of the Restore Illinois plan.

Event Planning Guide

Consider Your Budget and Timeline

Do you know what your budget is? What type of account will be used to pay for the event expenses? Do you know how much to estimate for each aspect of your event? Look for online resources like this budget workbook to get you started. Using resources on campus can save you money, make payment easier and keep your deadlines on target.

Create an event timeline that includes production deadlines so you stay on track. Event checklists that include due dates are also helpful.

Additional resources:

Choose Your Date(s) Carefully

Do your dates conflict with a major University event such as Mom’s or Dad’s weekend or Homecoming or Commencement, for example? Have you checked the Academic Calendar?

Not Sure? Visit the University Events Calendar and Academic Calendar page for dates to avoid.

Take Care of Your Special Guests

Alert specialevents@illinois.edu of high-profile visitors coming to the campus.

To request Senior Leadership Attendance at your event, please submit information about your event through the Senior Leadership Request form.

Information regarding inviting the Governor or a member of the Board of Trustees to your event may be found here.  Please e-mail specialevents@illinois.edu or call (217) 333-8834 with any questions.

Laura Wilhelm-Barr
Senior Director of Special Events

Anna Simon
Senior Associate Director of Special Events

Aaron Kielbasa
Assistant Director of Special Events

Jodi Ferris
Office Administrator

Amanda Summers
Office Manager

Not Sure? If you are inviting someone who is likely to draw significant media attention, such as a well-known lecturer, an entertainer or political figure, chances are you will need to email Special Events

Additional Resources:

Reserve Your Campus Space

If selecting a location for your event, consider your needs, including power, bathrooms, accessibility, parking and lighting.

Additional Resources

Plan and Review Safety & Accessibility

Consider your audience. If your event will be open to the public, be sure to utilize a space that is accessible to attendees with mobility concerns. For more information, visit the Office for Access and Equity website.

Have your event reviewed by the Department of Public Safety if you are expecting more than 100 people. Larger events require consideration of guest safety in the event of an emergency.

If you are expecting more than 300 people, you should have your event reviewed by the Fire Safety Office. 

Additional Resources

Outfit Your Meeting Space

Order registration tables, chairs, custodial cleaning, and other equipment for your meeting space(s) through F&S Public Functions you can also utilize off campus vendors for equipment needs that your venue may not provide.

Not sure? Imagine that your meeting space is a blank slate. Try to envision everything that you will need for your event, and assume that your space does not come equipped with any of these things.

Did you know? Krannert Center for the Performing Arts rents costumes and props?

Arrange Your Audio-Visual Needs

Equipment

Request an LCD projector, a microphone, or other audio-visual needs through your venue or through an AV service provider.

Not Sure? Imagine that your meeting space is a blank slate – even though media equipment may exist in a room does not mean that it will be available and unlocked for your event. Are you planning to use equipment that is already installed in a classroom, showing a PowerPoint, showing a video, or speaking in a room that requires a microphone? Make sure you have access to the equipment, that it is working and compatible with any equipment you may be bringing i.e. – does your laptop connect to their projector? What cords are needed to make the connection happen?

Recording services

CITL’s Event Recording Services provides professional quality video and audio recordings of events for the entire University of Illinois Urbana-Champaign campus, including:

  • Video and audio recording
  • Live streaming video
  • Multiple cameras/AV sources
  • Editing and Post-production
  • Video hosting and delivery

Photography

You might consider hiring a photographer for your event. University Photographers and photography resources are also available to assist you.

Order Food & Beverage

Ask your venue if they have a list of preferred caterers or an exclusive agreement. When ordering food and beverage work with your caterer on the appropriate amount of food, serving style and amount of time needed to serve the meal. Be sure to consider any allergies or dietary needs when planning your menu.

Additional Resources

Promote Your Event!

Register your event with the University Event Calendar. If the event is open to the public, consider advertising throughout the community, in the Daily Illini and/or through various social media platforms.

Additional resources:

  • Consider utilizing Webtools to create email invitations, promotional materials, and any needed forms including volunteer sign-up and RSVPs.
    • Along with Webtools, Public Affairs has a number of resources to assist with promoting your event.
  • Make sure your materials follow brand guidelines by reviewing information on the Strategic Marketing and Branding website.
  • Contact Document Services for print and mailing information.
  • Contact Conference & Event Services if you are in need of secure online registration and payment processing for your event.
  • Have your event Green Certified through the Institute for Sustainability, Energy, and Environment