S.J. Quinney College of Law

Events are activities that can have internal or external participants and will need assistance from the external relations team for publicity, invitations, food, room set-up, security, and janitorial support (if the event is not being held during normal building hours) or other logistical support.

Events serve many purposes for the College of Law, including education and discussion for students, faculty, legal scholars, and the community.  Events also enhance the reputation of the College and provide an opportunity to highlight programs and activities. For this reason, it is essential that we do our best to schedule in ways that avoid conflicts between events, especially when they have potentially overlapping audiences, and to make sure we can publicize and support every event properly.

To accomplish these goals, we have developed an events scheduling process. To do so, the external relations team has categorized events into four levels. As a part of this categorization, each registered student organization is allowed one premium public event during the academic year. While all events will receive the full attention of the external relations team, this categorization process assists in developing effective marketing strategies and time management.

SUGGESTED EVENT PLANNING TIMELINE

EVENT PLANNING CHECKLIST

1. You MUST contact Kristina Monty before setting a date to have a VIP at your event. Kristina can help you verify dates and other accommodations the VIP might need. Please email the Assoc. Director of Student Advising & Activities if you are going to invite a judge to your event. Please do this during planning so she can give notice to the Clerkship Committee. They will arrange to have a member of the committee there.
2.  VIPs events should require an RSVP and impress upon those who attend that once they RSVP they must attend (barring serious illness, etc.).
3. Good information to know when submitting your request is the following:

• • Event Objectives – What is the purpose of the event?
  • Who will the audience be for the event – CoL Students, All CoL (faculty, staff, students), Campus, Public – Alums/General Public?
  • Funding source (if needed) – Even reserving a parking stall for your speaker has a cost associated with it.

Please note: No event will be scheduled and no room can be reserved until this step is taken.

4. Once the form has been received, the events team will review the request for any conflicts and will provide feedback. Conflicts can be as simple as space allotment, or a conflict of offering multiple events for the same audience.

5. Once the event has been approved, the event will be placed on the internal master calendar with the appropriate space being reserved. Please note:  Room availability is dependent on the class and event schedule.

• • Where there appears to be a direct scheduling conflict, or where an event may affect audience attendance for S.J. Quinney College of Law event, the events team will first attempt to identify alternative acceptable dates for the event. Your event will not be scheduled if there is a conflict.
  • If that is not possible, the conflict will be referred to the Development Director, who will attempt to resolve the conflict cooperatively with those principally responsible for the conflicting events (identified below).
  • If absolutely necessary, any remaining conflicts will be referred to the Dean.