Event Planning

Planning an event? Consider the following to help you plan and execute an amazing event on the UND campus.

Before planning any event, please review the UND Safety Office's event guidelines and UND's events policy to familiarize yourself with university event processes and policies.

What is an event?

First, let's define an event. According to the UND Safety Office, an event includes:

Anything related to student organizations, with or without food.
Any gatherings that include non-university members of the public (non-staff/students/employees), particularly if food is served.
Any faculty/staff meeting/event that serves food paid for with departmental funds.
An program-related event outside of a classroom, even if required by a class and whether or not the public is invited (e.g., a research poster session) needs event approval.
NOTE: Scheduled classes housed in a program and listed on Campus Connection or CourseLeaf are not "events." And standard staff meeting that offers a "pay-your-own-way" lunch (or where no food is being consumed) does not need event approval.

Getting Started

Consider the following questions before committing time and financial resources to your event:

Who is this event for?
What do you hope to achieve with the event?
How many attendees do you anticipate?
What is my budget and what fund(s) am I using to pay for it all?
Am I allowing enough time to plan a successful event? (e.g., do guests need to travel to attend or are you inviting special guests or speakers with limited availability?)

Once you've answered these questions you're ready to proceed!

EventHub

The first thing to do is submit request your event via EventHub (available via the School's Fusion Room Viewer).

Follow this procedure:

Go to Room Viewer and select "Events" on the top-right navigation bar.
Login to EventHub as needed using your UND Identifier on the right side of the green bar at the top of the screen.
Click the green "+ New event" button on the top-right side of the screen.
Complete the online form with any/all required information, to the best of your knowledge.
Input Budget information (much like you would for the Razor travel/leave authorization system) as appropriate. For two or more funding sources, select the green "+Add Funding Source" button. If your event has a $0 budget or the meeting or has food being paid for out-of-pocket, select "3rd Party" from the budget drop-down menu and explain in the box provided.
Select all "Services needed" and provide required information (Location, Attendees, etc.).
Click the green "Submit for review" button on the bottom-right of the screen. (If you’re not ready to submit the event, click "Save draft.")
After submitting, your event will go through financial and administrative review. Once both reviews are complete, you’ll receive an email that provides you with an "Event #." This will be the "Event ID" you add to your request for space using Room Viewer when submitting your room request.
Proceed to Room Viewer to complete your space request.

NOTE: All other UND forms, including UND Safety Office event approval, parking requests, EDA access, and catering, would then need to be completed after the EventHub and Fusion Room Viewer processes are complete.

Venue

The most frequently used venues for SMHS events include:

Once your venue is secured, discuss location needs with your contact, including: staging, seating, podium, riser, audio system, backdrop, catering needs, etc.

Event Approval Request Form

Make sure you've submitted an Event Approval Request Form to the UND Safety Office at least two weeks before your event.

Catering

University Catering is the official provider of food and beverage services for the University.

Event planners may opt for alternate catering options if the cost is less than $500. If catering costs are expected to exceed $500, UND policy requires the use of University Catering. (NOTE: Alcohol is typically not allowed at events that occur on the UND campus.)

UND Catering orders must be placed at least 2-3 weeks before an event. For more information or to place an order, see these resources:

Parking

Visit the UND Transportation Office event parking webpage to learn how to make your event accessible to all visitors. Submit the Event Parking Request Form only after you have completed the UND Safety Office Event Approval Request Form.

Event Support

Zoom/Streaming

If you are hosting a virtual or hybrid event that requires a webinar license or streaming support, please visit UIT to submit a Zoom Webinar or Technical Event Request.

Design and Print Materials

Do you need design assistance or materials for your event, including flyers, signage, mailers, or swag? Request such assistance using the SMHS Project Request Form.

For more information on the UND brand, visit UND's Marketing & Branding website.

Promote Your Event

Events Calendars

Don't forget to post the event on the SMHS Events Calendar. Note that this internal calendar is different from the main UND Events Calendar, where you may also want to post the event.

Outlook/Email

Departments managing events for UND faculty/staff/students are responsible for posting events to the Microsoft Outlook calendar and/or inviting people to the event via email using UND Staff Chat or the SMHS email listserv(s):

Promotions

As you plan your event, connect with the SMHS Office of Alumni & Community Relations using the SMHS Project Request Form so we can assist with event branding and promotion.

Standard promotional products include:

A story in the SMHS For Your Health newsletter (submit a story here)
A Note in UND's U-Letter as needed (submit a story here) and possibly UND Today
Digital signage and large-format poster signage printing
Event photography upon request
Social media promotions as appropriate
News release as appropriate

Resources

Contact

Trista Olson
Assistant Director
Office of Communications & Engagement
UND School of Medicine & Health Sciences

Direct: 701.777.2733
Office: 701.777.4305