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 and budget 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

Question

Event Coordinator *

Email *

Team *

Contact Person (if different from Event Coordinator)

Event Name *

Event Date *

Event Time *

Description of Event *

Link to prior years events (if applicable)

Purpose of Event:

Describe your desired outcome of this outreach/engagement. *

Is this event tied to a strategic initiative? *

Yes

If yes, please list strategic initiative.

Anticipated attendance *

Please list staff members (including yourself) that are available to help with the event. *

Event Location and Accommodations

If the event is at KSL, a member of the Admin Team will reserve a room. If the event is being held outside of KSL, the Event Coordinator is responsible for securing the space. More info on campus rooms.

Where will the event be held? *

LL06 A/B/C

Freedman Center

Clapp Reading Room (1st Floor)

215 Classroom

Dampeer Room

O'Neill Reading Room (2nd Floor)

Art Gallery (1st Floor)

Other

If "Other", please describe

Will this event be held in person, online, or in a hybrid format? *

In Person

Online

Hybrid

Will the meeting space require a change in setup? *

Yes

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).

If yes, what space setup will be needed?

Do you require A/V equipment? *

Yes

If "Other", please describe

Do you require tech support for your AV requirements?

Yes

If your needs are beyond what the library can accommodate, Media Vision may be used. Please visit this link for their rental pricing.

Catering:

If catering is required please see the Catering Guide for vendor options and sample menus.

Will the event be catered? *

Yes

What kind of catering will you need? (Check all that apply)

Breakfast

Lunch

Snacks

Beverage Service

Reception

Other

If "Other", please describe:

Will alcohol be served? If alcohol is being served, event security may be required. The request must be submitted at least seven business days before the event. The Admin Team can be contacted for assistance with security needs. *

Yes

Will KSL need to provide any catering supplies (linens, cups/plates/silverware/napkins, etc.)? *

Yes

Please add any additional catering information (preferred caterer, menu details, etc.)

Will giveaways be handed out at the event? *

Yes, and KSL will need to purchase these

Yes, but nothing needs to be purchased

If yes, what giveaways need to be purchased?

Will you need decorations purchased? *

Yes

If yes, what decorations do you need?

Communications, Outreach & Marketing

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

Yes

If yes, please provide text for the Campus Groups post.

How should this event be communicated to campus? Arrangements may need to be made to discuss marketing for your event. *

Case Daily

Digital signage

Flyers

Poster

Poster Mounting

Social Media

Website News

Other

If "Other", please describe:

What marketing content will you provide? Please describe. *

Will photography be required? *

Yes

Assessment

I agree to provide the total number of event attendees within 72 hours of the completed event to assessment at kslcgevents@case.edu *

I agree

Will you need an Event Card Reader to swipe in attendees? *

Yes

Are you interested in conducting an assessment survey after the event? *

Yes

Guest Services

Will hotel or transport accommodations for event speakers/attendees be required? *

Yes, hotel only

Yes, transport only

Yes, both

Other:

If "Other", please describe:

If yes, what hotel or transport accommodations are needed?

Will your guests need parking accommodations? *

Yes

If yes, what parking accommodations are needed?

Budget Considerations:

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

How will the event be funded? *

Library Budget

Registrations

Outside Funding (vendor sponsorship, other CWRU department)

Other:

Are you working with other campus partners on this event? *

Yes

If yes, with whom will you be working?

Please provide an estimate of the budget needed for this event. *

If outside funding is involved, please provide the department speedtype and/or the department contact.