For Faculty and Staff

Event Planning Basics

The following guidelines are important to keep in mind as you plan your event at Lewis & Clark.

Start early

Getting as early of a start as possible is crucial for organizing your event. For large events involving extensive services (e.g., A/V equipment, sound equipment, catering servers, special lighting, contracts with performance artists, etc.), requests must be made at least three weeks prior to the event in order to be approved. Many event support services on campus require a minimum two weeks’ notice.

Use the EMS Web App (formerly known as VEMS) to schedule your event and request necessary services

Spaces for TA sessions, lectures, special programs, or conferences, can be requested through the online request system, EMS Web App. Requests for technology, custodial service, food and furniture can also be made through Web EMS. These service requests must be made no later than five business days prior to the event. A departmental budget number may be needed to cover the costs for support services.

For a primer on using the EMS Web App, click here.

Forms

• Alcohol Use Approval
• Food Service Waiver
• Art in Public Places

Publicize Your Event

There are many channels for publicizing your event. This primer on event promotion on The Source provides a helpful, detailed overview of the resources available on campus to market your event. Starting early is key to publicizing your event as well as to planning it. This guide to marketing events provides some timelines to keep in mind.

Conferences and Classes

Faculty or staff members interested in scheduling classes, make arrangements through the Registrar’s office. For those interested in scheduling a conference, please contact our office for conference planning guidelines.