Event Planning Procedures
Listed here are the procedures for planning an event at the School of Informatics and Computing.
Please plan as far in advance as possible. Some resources may not be available without advance notice. If your event includes technology (especially off-site), needs any kind of staff support, or if you're unsure about anything, please submit an SoIC service request as early as possible.
- If event planning is part of your job or workflow, please join our internal Event planning listserv - soic-eventplanner-l@indiana.edu
- Check the event planning calendar, which contains both internal events, and public events from the SoIC website.
- How to reserve space for the event:
- SoIC - sign in and reserve a room in the SoIC Meeting Room Manager
- IMU - Meeting spaces
- Other locations at IU
- You must use a caterer approved by IU. Please see this list of IU approved caterers
- How to advertise your event at SoIC? (let's ask Tracey, Kelsey)
- Consider which SoIC mailing list(s) may be appropriate
- Build an RSVP using Qualtrics
- Do you need:
- IT support? IT equipment (computers, projectors, staffing)? schedule an IT consultation! you tell us what you want, we will design what you need.
- - submit an SoIC service request to schedule an IT consultation.
- Video recording options
- Video conferencing options
- Tables, chairs, easels? If event is at any SoIC building - submit a service ticket.
- If event is at another location?? - IMU (812-855-1808) other (submit a service desk ticket for advice)
- Decorations, SoIC schwag, tablecloths (contact Jill Clancy)
- IT support? IT equipment (computers, projectors, staffing)? schedule an IT consultation! you tell us what you want, we will design what you need.
- Planning on serving alcohol? SoIC Alcohol and Entertainment Policy
- Shuttle transportation (DAVE WILL FIND OUT IU POLICY/VENDORS)