Want to plan a department event? We are here to help!
The following is what to consider when planning an event. Assistance is available through consultation with the Administrative Coordinator.
+ TWO MONTHS IN ADVANCE (OR MORE)
- Determine the scope of your event.
- Use the Speaker Payment Cover Sheet to learn what is required for paying guests.
- More detailed event planning can be found via the Event Planner Budget Sheet.
- Consult with the Administrative Coordinator. Send "Event Planner Budget Sheet" to history.events@uconn.edu.
- Secure funding.
- Identify and secure sources of income for funding.
- Support from other departments should be transferred to your central account.
- Check the calendar.
- Check the availability of your preferred date at calendar.uconn.edu. Keep in mind other major department or university events.
- Contact the Administrative Coordinator to put your event on the calendar as early as possible, even if information is incomplete. It can be updated later.
- Reserve your space!
- Contact the staff to book your preferred space. Let us know the place, dates, and times you need a booking.
- Invite the speaker.
- Extend the invitation to the speaker using the visitor/speaker letter template.
- Copy the Administrative Coordinator on the email invitation.
- Make your arrangements for the speaker:
- Hotel Accommodation - speakers can stay near campus through direct charge to the department. Provide the following information to the Administrative Coordinator:
- Name of guest
- Business reason for stay
- Check-in and check-out dates
- Travel phone number of guest
- Flight, Train, and Rental Car - guests may book their own travel arrangements. Or guest travel may be directly booked through the University. To make a direct booking, email the Administrative Coordinator with the following information:
- Legal name of guest (as it appears on a government ID)
- Date of Birth
- Legal gender of guest
- Exact flight to be booked (chosen by you or the guest).
- Any frequent flyer numbers applicable
- Hotel Accommodation - speakers can stay near campus through direct charge to the department. Provide the following information to the Administrative Coordinator:
+ SIX WEEKS IN ADVANCE
- Get the speaker into the financial system for payment. Send the following information to the Administrative Coordinator:
- Vendor Name
- Vendor Email Address
- Vendor Phone Number
- Purpose of payment (reimbursement-only, honorarium, etc.
- If the TOTAL check to your speaker (reimbursement + honorarium) will be over $2,500:
- A purchase order must be created in advance of the event.
- This will require a quote of the estimated payment, including honorarium and estimated travel expenses that will be reimbursed.
- See the Administrative Coordinator for assistance.
- Create Posters: Posters can be created through the University Design Services and printed through the Document Production Center.
+ ONE MONTH IN ADVANCE
- Make your catering booking(s). Catering options can be found at the Dining Services website. Book through the Administrative Coordinator. Pre-approval is required for business meals, including catering, when:
- Attendees consist only of UConn Affiliates (rare)
- The event will have a Department Head, Director, Dean, or Provost at it.
- The event is funded by Foundation funds.
- Get pre-approvals for business meals.
- Find guidelines and pre-approval requirements on the "Business Meal Pre-Approval/Reimbursement" page.
+ ONE WEEK IN ADVANCE
- Book Local Transportation for Guests - Arrange for local transport of your guest to campus, as necessary. Local cab bookings can be made through the department. Contact the Administrative Coordinator to request a booking.
- Arrange for audio/visual needs -
- You may book the department A/V equipment through the staff.
+ POST-EVENT
- Pay your speaker: collect travel receipts from the speaker (as necessary), fill out the Speaker Payment Cover Sheet after the event and submit with required backup to the Administrative Coordinator for payment.
- Request reimbursement, as necessary: if you have business meal receipts, see the "Reimbursements" page for instructions to submit your documentation for repayment.