KSL Event Planning Guide

The purpose of this form is to integrate events into library workflows and can help you and the Administrative Services Team plan ahead for your event. Additionally, if your AUL has not already approved the event, this gives them the opportunity to do so. Based on the information provided in this form the Admin Team may be in contact to further discuss your needs. This form should be submitted, at the latest, ONE MONTH prior to your event to ensure that your needs can be accommodated.

* is required

Will this event need to be added to CampusGroups once approved? *

Budget Considerations:

Please review the ENTIRE form to get a complete idea of your event's budgetary needs.

How will the event be funded? *

Event Location and Accommodations

Where will the event be held? *
Are you working with other campus partners on this event? *
Will giveaways be handed out at the event? *
Will this event be held in person, online, or in a hybrid format?
Do you require A/V equipment? *
If yes, what are your A/V needs? Please list any equipment you may need. Note: additional costs may apply, depending on your equipment needs.

If your needs are beyond what the library can accommodate (screen/projector/laptop/DVD player) Media Vision may be used. Please visit this link for their rental pricing: https://case.edu/utech/sites/case.edu.utech/files/2018-05/my_order_form.pdf.  In addition, there is a $30/hour fee for equipment dropoff/setup/pickup.

Catering and Room Setup:

If catering is required please see the Catering Guide for vendor options and sample menus: https://bit.ly/2YZFoet

Will the event be catered? *
What kind of catering will you need? (Check all that apply)
Will alcohol be served? If alcohol is being served, event security is required. The request must be submitted at least five business days before the event. The PBA Team can be contacted for assistance with security needs. *
Will KSL need to provide any catering supplies (linens, cups/plates/silverware/napkins, etc.)? *
Will the meeting space require a change in setup? *

Depending on the type of changes and the meeting space, University Movers may have to be used.  They charge $50 per person, per hour (generally 3 people work at one time).

Will you need decorations purchased? *

Assessment

I agree to provide the total number of event attendees within 72 hours of the completed event to assessment at kslcgevents@case.edu *
Are you interested in conducting an assessment survey after the event? *
Will you need an Event Card Reader to swipe in attendees? If yes, please add a meeting to Liz Bober's calendar to pick up the card reader on the day of or a day prior to the event to ensure that the reader is available and fully charged. *

Marketing and Communications

What marketing will you need for your event? Please email your detailed marketing needs to ksl-mail@case.edu. Arrangements may need to be made to discuss marketing for your event.
Will photography be required? *

Guest Services

Will hotel or transport accommodations for event speakers/attendees be required? *
Will your guests need parking accommodations? *