Event Planning Checklists

For hosting a speaker or panel in a Global Hub classroom during lunch or after classes
At least 4-6 weeks before the event	Contact internal or external speakers (faculty, student speakers, alumni, outside speakers) and confirm their availability for the date of your event. If you are inviting an external speaker, notify the Corporate Engagement team as soon as possible for assistance with speaker management.
At least 2 weeks before the event	Request a classroom through RES. The Student Life team will review your request for a classroom and respond within 2 business days. Please note the policies for when student events can be scheduled prior to requesting a classroom. Events may NOT occur during regular class times or during the Wed lunch hour. RES is the only platform in which you can request / book a KGH classroom. You cannot reserve a KGH classroom through any other platforms, including CampusGroups. Once your room is confirmed in RES, create a CampusGroups page to promote your event and register attendees.
At least 4 business days before the event	Submit a food order form if planning on catering your event. Orders will be delivered directly to your assigned classroom. Student Life will pay for the order up front and reconcile the charge using club funds. For events that have 70 or more attendees or use White Auditorium, catering must be provided by FLIK.

Sample events include: speaker dinners, club/section social events, or exec team meetings
At least 4 weeks before the event	Decide where you will hold your event. Select a venue from the list of pre-contracted venues in Evanston and Chicago and make a reservation with the venue. If you would like to hold your event at a venue that does not appear on the pre-contracted venues list, contact the Office of Student Life for information on how to add venues to the pre-contracted venues list. Note: this will likely extend the amount of time needed to process your event pre-approval. Complete the event pre-approval form. This is required for any event in which you are using club funds. The Student Life Office will process your event pre-approval request and reach out if any additional information is required. Begin the payment process. Reach out to the club coordinator for required documentation to issue a university check to the vendor. This can take up to four weeks to process and submit any necessary contracts. If requesting a university check is not possible, you may pay with a credit card and seek reimbursement, use these instructions to complete your reimbursement. Note: reimbursement cannot be used for any event requiring a contract or invoice.
During the event	Obtain an itemized receipt from the venue. You cannot be reimbursed for any costs incurred without an itemized receipt.
Less than 30 days after the event	Submit invoice for payment through the payment request form (OR) If approved, submit your receipt for reimbursement through OnBase

A note about Northwestern's alcohol reimbursement policy:
You must state that your event will include alcohol on your event pre-approval form. If you submit a receipt containing alcohol for any event at which alcohol is not approved, you WILL NOT BE REIMBURSED for any of the items on the receipt.

For events that take place on NU's campus, and which require agreements with other Northwestern offices, e.g. Lakefill, Norris, etc.)
At least 8 weeks before the event	Contact the Office of Student Life and the Assistant Director in the Office Student Life to schedule an initial event planning consultation. You MUST schedule a meeting with the Club Coordinator and present your event budget to proceed with the event. Contact Norris Center staff or other Northwestern venue staff to arrange for venue agreements. Use the Outdoor Event Space Requests portal to request outdoor space. Use the Event Space Requests portal to request auditoriums and other Northwestern indoor event spaces. Be advised that if you are hosting an outdoor event that is serving alcohol, you will be required to purchase alcohol through Northwestern and pay for fencing and security during the event. (Note that security and fencing are not required for events on the Global Hub patios, though alcohol must be purchased from FLIK, the Global Hub catering vendor). Initiate agreement proceedings with any outside vendors. DO NOT sign any contracts yourself. These must be signed by Kellogg Finance with the recommendation of the Club Coordinator. Complete the event pre-approval form. This is required for any event in which you are using club funds. The Student Life Office will process your event pre-approval request and reach out if any additional information is required.
At least 4 weeks before the event	Once contracted, initiate payments to your vendors using the payment request form. Payments will be made via university check. Payments will NEVER be made in advance of services rendered or prior to the event.
At least 2 weeks before the event	Submit a loudspeaker permit application, if required. For any outdoor events with amplified sound in Evanston, you are required to complete and submit a sound permit application issued by the City of Evanston. Place any orders for decorations or additional items through the Student Life Amazon or Target account using the payment request form. Amazon and Target are the preferred vendors for additional items. While you may use a tax-exemption form to purchase from other vendors and submit for reimbursement, vendors are not required to accept NU's tax exemption. In any case where purchases are made on a student's credit card and include taxes, the student WILL NOT be reimbursed for taxes.
During the event:	Appoint 1-2 members of your executive team as a point of contact for the venue, vendors, and the Office of Student Life. This person's phone number must be listed on all vendor agreements and is required to be reachable by phone at all times before and during the event. Ensure that event participants are respectful of other participants, venue staff, and facilities. As the event organizer, YOU are responsible for maintaining positive relationships with vendors on behalf of the university.
Less than 30 days after the event	Submit any outstanding invoices for payment through the payment request form

For events with 70+ people in the Global Hub or a contracted venue and/or vendors, ticketing, and/or a reservation in White Auditorium
At least 8 weeks before the event	Contact the Assistant Director and the Office Student Life to schedule an initial event planning consultation. You MUST schedule a meeting with the Club Coordinator and present your event budget to proceed with the event. Decide where you will hold your event and initiate contract proceedings with the venue and any vendors. DO NOT sign any contracts yourself. These must be signed by Kellogg Finance with the recommendation of the Club Coordinator. All food and alcohol must be purchased from FLIK, the Global Hub catering vendor. Complete the event pre-approval form. This is required for any event in which you are using club funds. The Student Life Office will process your event pre-approval request and reach out if any additional information is required.
At least 4 weeks before the event	Once contracted, initiate payments to your vendors using the payment request form. Payments will be made via university check. Payments will NEVER be made in advance of services rendered or prior to the event.
At least 2 weeks before the event	Submit a loudspeaker permit application, if required. For any outdoor events with amplified sound in Evanston, you are required to complete and submit a sound permit application issued by the City of Evanston. Place any orders for decorations or additional items through the Student Life Amazon or Target account using the payment request form. Amazon and Target are the preferred vendors for additional items. While you may use a tax-exemption form to purchase from other vendors and submit for reimbursement, vendors are not required to accept NU's tax exemption. In any case where purchases are made on a student's credit card and include taxes, the student WILL NOT be reimbursed for taxes.
During the event	Appoint 1-2 members of your executive team as a point of contact for the venue, vendors, and the Office of Student Life. This person's phone number must be listed on all vendor agreements and is required to be reachable by phone at all times before and during the event. Ensure that event participants are respectful of other participants, venue staff, and facilities. As the event organizer, YOU are responsible for maintaining positive relationships with vendors on behalf of the university.
Less than 30 days after the event	Submit any outstanding invoices for payment through the payment request form.

Use these following checklist to plan your next on- or off-campus event:

Event Checklists

Checklist for Lunch and Learn Events

Checklist for Student Group Events in Evanston or Chicago Restaurants

Checklist for Events on NU Campus (outside the Global Hub)

Checklist for Large Events