Please see the Sample Event Planning Worksheet for sample event agendas and additional event planning resources.
What’s on your shopping list? Think through the supplies you’ll need for you event and determine when you will need them. Determine who is in charge of picking up various items and make sure to communicate the process for payment and receipt documentation.
Items to consider: plates, napkins, cups, silverware, decorations, and additional requests from performers
Large Campus Events
Please contact Student Unions and Activities (email@example.com) if you are planning any large outreach events which include the potential for large crowds, media involvement and/or high profile speakers. The University may require enhanced security, emergency personnel, or specific precautions for any events held on campus and SUA can help you with the review and approval process. We want to make sure that your events are successful and that you experience as few surprises or issues as possible. Student groups who host events in which the University deems additional services necessary are responsible for all costs associated for such services.
Printing and Signage
Academic Conference and Seminars
U Card: Custom-designed Badges and ID Cards for Conference Attendees
U Cards can be easily used for attendees who are members of the University community. However, the U Card Office also offers custom designed badges and ID cards (portrait or landscape) for attendees who aren’t from the U of M. Cards can be:
- single sided, double sided – color or black & white
- customized for the conference (logo(s), dates, etc.) & the attendee (name, role, picture, etc.)
- back of card can include magnetic strip for pre-encoded conference registration number & access to copiers, vending, buildings and/or doors
- hole punched & attached to lanyards, clipped to attendees apparel, or placed in a clear plastic holder
- used for attendance tracking – eliminate lists at registration & data entry following the conference, provide participation certificates & statistical analysis
- used to visually identify attendees (when using cards including attendee pictures)
University of Minnesota Bookstores
Events on campus are able to work with University of Minnesota Bookstores to utilize their services for special signings and other cross-promotional opportunities.
Registered Student Groups are able to sell tickets for events through the Coffman Union and St. Paul Student Center Information Desks. Please see our Services page for more information!
Food, Book and Toy Drives
Registered student groups may apply to have a food, book or toy drive bin at Student Unions & Activities’ (SUA) Information Desks (in Coffman Memorial Union and the Saint Paul Student Center). Please see our Services page for more information!
Directions, Maps and Parking
Make sure your presenters, performers, vendors and event attendees know how to get to your event venue and their transportation and parking options. Many event venues have links and map resources they can provide you - examples include: Coffman Union, St. Paul Student Center, McNamara Alumni Center and Weisman Art Museum. If needed, you can create your own location mapping via Google Maps or MapQuest to embed or link personalized maps within your website or print invitations. Event venue staff can advise on vendor load-in routes and options, including use of loading docks/areas and supply storage options.
Requesting Police Officers for Special Events
The University of Minnesota Police Department (UMPD) offers a variety of services for special security needs on the Twin Cities Campus. University of Minnesota departments and organizations may hire UMPD Officers and/or Student Security Monitors to work events such as dances, parties, seminars/lectures, sporting events, fun runs/fundraising events and other functions. Departments and organizations requesting sworn police personnel or student security monitors will be billed for the service. More information can be reviewed here. Please note: notify your Reservations Coordinator that you are interested in booking security personnel – some venues reserve security personnel directly as part of the reservations process.
Collaborating with non-University Organizations
We would like to help you enter into successful collaborations with non-University organizations so that your group does not inadvertently allow groups undue access to campus. Please contact the Student Activities Office to discuss collaborations or partnerships you are considering, or if you’d like us to review any partnership agreements and/or if you have any questions regarding student group policies and procedures. Please see Student Group Benefits for more information regarding student group responsibility regarding benefit access.