Student events greatly enrich the Colorado Law community. Each week, student groups host many diverse and interesting events, ranging from outside speakers to student organization meetings to social gatherings.
In order to host a successful event, it is imperative that you devote time and attention to the planning process. It is recommended that you begin planning one month before the date of your event. If you are inviting an outside speaker or want to garner more community attendance, it is important to start as early as possible. The checklist below is designed to help you navigate the planning process.
In order to plan and execute a successful event, you will need to enlist a team. While it is possible to tackle the planning process by yourself, you will likely need some help on the day of the event. It might be useful to consider assembling both a planning team and a “day of” team.
As there are so many events happening each day, it is important to be proactive when selecting your date. To begin, reference the law school calendar and the room reservation database (accessible when on campus wifi) to view other scheduled events, and also check with the Dean's office receptionist (either by emailing firstname.lastname@example.org or stopping by in person on the third floor in the Dean's Suite).
If there are speakers or faculty who are important to the event, it often is best to consider their schedules before selecting a date. If you are trying to juggle many different schedules, consider using a service like Doodle to coordinate availability.
Note: If you are hosting a ThAC or FAC, you must also sign up on the SBA’s TWEN site.
In order to reserve a room, please contact the front desk in the Dean's Suite. You may send your request to email@example.com. Or, you can go in person to the front desk, which is located on the third floor in the Dean's Suite. Before you contact the front desk, make sure you know what type of room you will need, which is dependent on your expected attendance, the format of the event, etc. You can view the availability of rooms here.
Note: If you are hosting a ThAC or FAC, reserve either the Courtyard OR the Café and rooms 202 and 204.
Once you have reserved your room, submit your event to the law school calendar. You must do this by the Friday before to ensure that it gets included in weekly events email. To submit your event, please use this form. Your event will be reviewed, and if it is approved, it will appear on the law school calendar.
In order to successfully publicize your event, it is important first to consider your desired audience. Then, make a plan for inviting people and publicizing your event. You can get the word out in many different ways:
If you plan to serve alcohol at your event, you must start the approval process at least 15 days before your event. This is a time consuming and complicated process, so you want to ensure that you allow plenty of time to complete it.
ON THE DAY OF THE EVENT:
Here are some helpful tips for filling out the authorization form:
If you have any questions, please contact Bette Sellers-Anderson, Campus Alcohol Agent, 303-492-3269, firstname.lastname@example.org.
Should you need A/V support for your event, please indicate this on your event request form, and email email@example.com at least 2 business day in advance. Coverage cannot be guaranteed without 48 hours notice.
If you plan to serve food at your event, be sure to order it in advance and confirm the delivery time.
Double check that you have all of your equipment and supplies. Expectations for holding event include cleaning up afterward and leaving the venue as you found it. Take trash and recycling to the loading dock. To get to the loading dock, take the elevator to basement. Turn left. Exterior doors lock from the outside. Bring a friend with you to hold them open.
Student groups often bring speakers to campus. If you are interested in inviting a speaker to campus, it is important to extend an invitation at least one month in advance. Once you have invited your speaker, please follow the general checklist for planning events. Go ahead and reserve a date and a room even if your speaker is unconfirmed. As the date approaches, please send your speaker information on the format of their presentation, including projected attendance numbers, the set up of the room, length, format for questions and answers. Also, please provide the speaker with directions and parking information.