Event Planning Checklists

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

Lunch and Learn Events
Student Group Events in Evanston or Chicago Restaurants
NU Campus (outside the Global Hub)
Large Events

Checklist for Lunch and Learn Events

For hosting a speaker or panel in a Global Hub classroom during lunch or after classes
At least 2 months before the event	Contact internal or external speakers (faculty, student speakers, alumni, outside speakers) and confirm their availability for the date of your event. Confirm that a classroom in the Hub is available when inviting external speakers. If you are inviting any external speaker, notify Corporate Engagement as soon as possible for assistance with speaker management.
At least 2 weeks before the event	Request a classroom on RES. The Student Life team will process your request and assign a classroom for your event during the time selected. Please note the rules regarding when student events can be scheduled before requesting a classroom. Events may NOT occur during regular class times or during Wednesday lunch period. Lunch period (12:15-1:15) on M,T, TH, F and the hour immediately after classes end (5:15-6:15) are the best times to schedule an event on a weekday.
At least 5 days before the event	Submit the food order form to order food from one of our preferred vendors. You will need to supply the number of attendees and the classroom to deliver your order to. The Student Life team will pay for the order and the funds will be taken from your club's chart string.

Checklist for Student Group Events in Evanston or Chicago Restaurants

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.

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

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 Club Coordinator 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

Checklist for Large Events

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 Club Coordinator 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. 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.