Event Planning Information

For every event, the very first steps to take are (1) submitting the online Event Request Form, (2) checking your organization’s budget to confirm that the event is part of the approved budget. It is extremely important to complete these three steps prior to planning any other details pertaining to your event.

Event Request Form

Prior to planning any other event logistics, you are required to submit the online Event Request Form. This form will prompt you to share information about your event, including preferred event date(s), room, and description of your event. Submitting the online form is simply a request, and nothing is confirmed until you’ve received confirmation from the Dean’s Office.

Before filling out the Event Request Form, consult the consult the online Events Calendar to see other events that may have an impact on selecting preferred dates. This will minimize double booking, scheduling competing events, and low turnout. Also consider campus-wide events (such as Homecoming, Family Weekend, etc.) and major holidays.

It’s extremely important to fill out the Event Request Form prior to extending invitations to speakers and other guests.

Finding a Room/Event Space

Once your event has been confirmed by the Dean’s Office, the Events & Communications Manager will work with you to reserve a room in the Law School. 

COVID-19 Note: Based on University guidelines regarding physical distancing, the room capacities for spaces within the Law School may vary. The Events & Communications Manager will help determine which space works best for your event.

Prior to planning any event, you are expected to check your organization’s budget to confirm that the event is part of the approved budget. You should also create a detailed budget and list expenses for all elements of your event, such as marketing, printing, speaker fees, transportation, lodging/accommodations, food, entertainment, taxes, service charges, audiovisual equipment, and production costs.

Publicizing Your Event Online

Once you’ve submitted the Event Request Form and have received confirmation from the Dean’s Office, the Events & Communications Manager will send you a link to submit the Approved Event Publicity Request Form. This form collects information about your event including the formal event name, exact event time, event description, registration URL (if applicable), etc. Once the Approved Event Publicity Request Form has been submitted, the event will be published to the following outlets:

• Online Events Calendar - The Law School maintains an up-to-date calendar listing.
• The Docket - The Docket is an email newsletter distributed each Sunday evening and Thursday morning that contains a list of events arranged by week with links for more information. Submit your publicity request by Friday at 9 a.m. or Wednesday at 9 a.m. for inclusion on Sunday or Thursday (respectively).

For large-scale events, we’ll set up a meeting to discuss extra communications efforts, including invitations to the wider community, potential media opportunities, public calendar placements, etc.

Flyers

Student organizations are encouraged to post flyers on the “events” bulletin board in the hallway near the library. If you’d like design assistance, contact the Events & Communications Manager. You may also design these yourself. Be sure to include your contact information (email address is suitable) on any flyer designs. 

Digital Flyers (D-Flyers)

You may submit a digital flyer (d-flyer) for display on the digital monitors by sending an email to the Events & Communications Manager. You can also use a standard PowerPoint slide with a 16:9 ratio. If you’re using a design program, the slide should be 1280x720 pixels. The final d-flyer should be saved in a JPEG/JPG format. Be sure to include your contact information (email address is suitable) on any d-flyer designs. 

Internal Directional Signs

The Dean’s Office has two standing floor signs that can be used as needed to direct event attendees to the specified room. Only painter’s tape is permitted to tape items on walls or doors. Signage may not be taped to artwork or furniture. If signs or flyers are found taped incorrectly, they will be removed immediately.

Reserved Parking/External Directional Signs

Parking and external directional signs can be purchased from the Campus Print Shop. These signs can be placed on campus to direct event attendees. It is your responsibility to put these up prior to your event and remove them no later than 24 hours after your event has concluded.

Emails to Alumni

If you would like to share information about an event with the alumni audience, please send it to the Director of Communications and Marketing for inclusion in our e-Connections alumni newsletter, which is distributed every month during the academic year. The newsletter is distributed around the 15th of every month; the deadline for submission is the 5th of every month.

If you’d like to explore additional alumni outreach, please contact the Director of Alumni Relations.

Online Registration

If you plan on requiring registration for your event, contact the Events & Communications Manager for assistance in setting up an online registration site.

Social Media

We will publicize student organization events via social media when appropriate.

Email Blasts

Each student organization is permitted one email blast per major event. Exceptions may be granted upon request through the Associate Dean of Students.

Print Invitations

If you would like to issue print invitations to potential event attendees, contact the Events & Communications Manager.

Printed Materials for the Day Of

Consider printed materials you may need for your event, including programs, MCLE forms, posters, attendee list, table tents/name cards, and nametags.

Consider catering needs for your event. Prior to securing any catering for your event, it is important to familiarize yourself with all food and beverage (alcoholic and non-alcoholic) policies set by the University. There are three primary options when it comes to catering: 1) UR Catering, 2) an approved vendor, 3) or providing your own food/sourcing food from an outside vendor.

The University offers full-service catering options through University Catering. All requests for university-provided catering should go through the Events & Communications Manager. Be sure to make your request as soon as possible. More information about University Catering can be found online.

Option 2: An Approved Vendor

The University maintains a list of approved vendors available to use for event catering. Vendors found on this list have already been vetted by the University and have specific certificates on file that permit them to come on campus. After choosing an approved vendor, you must fill out a Food Waiver Request Form and submit it to the Events & Communications Manager at least five business days prior to your scheduled event. 

Option 3: Providing Your Own Food or Sourcing Food from an Outside Vendor

If you plan to purchase food for pickup from a vendor not listed on the approved vendors list, you must submit a Food Waiver Request Form to the Events & Communications Manager at least five business days prior to your scheduled event. For example, if you plan to pick up sandwich trays from a local grocery store, you must indicate as such on the Food Waiver Request Form. Please note that this includes any and all pick-up orders from outside vendors not found on the approved vendors list. Deliveries to campus from vendors not found on the approved vendors list are prohibited. 

Food/Beverage Policies

Alcoholic Beverages

The University monitors all food and alcohol being served on campus. Therefore, alcohol use at an event must be recorded in EMS/Centralized Scheduling Service. You are required to inform the Events & Communications Manager whenever you plan on serving alcohol at an event. 

As of January 1, 2021, several new policies are now in effect regarding on-campus events with alcohol. The full policy can be found here. A few key takeaways can be found below.

Alcohol Purchasing
Alcohol must be purchased from University Catering. Student organizations are not permitted to purchase alcohol and have a member of their organization serve as a bartender.

ID Checks and Wristbands
At events where students are in attendance and alcohol is being served, photo IDs must be checked for each person wishing to consume alcohol, even if they’re visibly over the age of 21. Additionally, all attendees over the age of 21 wishing to consume alcohol must be identified by a wristband. Wristbands will be supplied by the Dean’s Office.

Event Manager
New policies require a Law School staff member to serve as an Event Manager at on-campus events where alcohol is served. The Event Manager is responsible for monitoring entrances/exits to/from the event, “swiping in” students using their UR IDs, checking photo IDs and issuing wristbands, and overseeing the event. Because a staff member must be present at on-campus events where alcohol is served, it’s important to plan in advance.

Non-Alcoholic Beverages

The University has contracted with the Pepsi Company for exclusive beverage representation on campus. Therefore, only Pepsi products are to be sold, dispensed, served, or sampled on campus. Per this agreement, products must be purchased through the University’s retail outlets (ETC or the bookstore) or Heilman Dining Center. The purchase of Pepsi products from any non-campus retailer is not permitted. Pepsi products include soft drinks, bottled water (Aquafina), Gatorade, Starbucks, Naked, Lipton, and Tropicana. If you are using a University-approved caterer to cater your event, they must serve only Pepsi products. If you plan on purchasing your own beverages for any event, you are required to purchase them through the University.

For more information about multimedia and audiovisual assistance or video recording, contact the Events & Communications Manager.

For more information about event setup, including information regarding tables, linens, and keys, contact the Events & Communications Manager.

For more information about parking, including parking passes and parking lot requests, contact the Events & Communications Manager.

Before inviting a speaker, you should do some basic research on the person. If the speaker’s views or positions are likely to be controversial within our community, you might consider whether it would be appropriate to use a format that includes the presentation of an opposing view.  

Once you have identified the speaker or speakers, you should determine how best to reach them. Determine if your organization members have a contact to the speaker. If a faculty member or dean has a relationship with the speaker, use those connections. If the speaker is an alumna/us of Richmond Law, contact the Director of Alumni Relations. Regarding scheduling, you should contact the administrative assistant, legislative assistant, etc., to determine if the speaker’s calendar is open and how scheduling decisions are made.

Remember, events and event dates are not finalized until you have received confirmation from the Dean’s Office. Do not extend an invitation to a speaker for a specific date until you have received formal approval.

Refer to the full Student Organization Handbook for details on how to extend invitations to speakers, handling responses, speaker gifts, transportation/travel arrangements, etc. 

Some events may require the presence of a police officer or security guard, depending on whether or not alcohol is served, the number of attendees, and the location of the event. The Events and Communications Manager will consult with URPD to determine if police presence is required. Please note that police/security presence will incur additional fees, which will need to be factored into the budget.

High profile speakers or event attendees may require special police/security presence.

When planning an event, consider Mandatory Continuing Legal Education (MCLE) credit opportunities. Please contact Prof. Joyce Janto for assistance.

The application process should begin about 12-16 weeks prior to your event. Applications submitted in the fall can take up to 10 weeks to be processed by the Virginia State Bar; applications submitted in the spring can take up to six weeks for processing.

After MCLE credit has been granted, be sure to update your website and registration information. MCLE materials should be added to the website one week in advance. MCLE sessions should be indicated as such on the event program.

Please note that registration is required for all events that offer MCLE credit.