This event planning checklist is for event coordinators at the Maxwell School. Please use it to make sure you are covering all tasks related to organizing and hosting a successful event. Read this checklist thoroughly. If you have any questions, contact Bethany Walawender, executive assistant to the dean (bdwalawe@syr.edu).
Calendar Submission Deadline
To appear in this week's Event Digest submit by Monday COB.
1. Maxwell Events Planning Calendar - ALL Events
Outlook calendar- for all events - public, private, department meetings, department or institute speaker series, and named lectures. The main purpose of this calendar is for planning purposes.
i. The calendar is called maxevents@syr.edu
ii. To add to your calendar
in outlook click on Add Calendar
Open shared calendar
Type in maxwevents@syr.edu
Click enter
iii. Add your event
In the notes section add your name, a brief description of the event, the intended audience, and a contact person for the event for example:
Maxwell Dean's Office Staff Meeting
All Dean's Office Staff including Dean's
BW, X3461
2. Sitefinity Calendar–Coming Soon
For all named lectures - State of Democracy, Phanstiel, Bantle, Tanner, Lourie, and Volcker.
Include a brief description of your event and make sure to book the correct room.
3. Email Generator
This is the marking system used to create event emails – they have logo’s already loaded and you can select different templates. It is easier to read than sending a picture/pdf of a poster, and accessible.
4. Reserving a Room
5. Inclusive Events
Use Syracuse University's inclusive events website to make sure that your event is inclusive.
On this page you will find resources like:
- Guide to Planning an Inclusive Event
- ASL Interpreting Services (the iSchool has used Aurora of CNY in the past)
- CART providers (we have used campus AV support / LEMP in the past)
6. VIP Invites
If you are planning to invite the Maxwell Dean to your event, please notify Bethany Walawender (bdwalawe@syr.edu).
If you are planning to invite campus VIPs such as the Provost or Chancellor, you must notify Bethany Walawender (bdwalawe@syr.edu) and she will complete the Meeting and Event Request Form (MERF) to request the Chancellor's attendance.
7. Catering requests and alcohol permits
To serve alcohol at a campus event, you must comply with the Syracuse University alcohol policy Permits for alcohol must be submitted at least 30 days in advance.
You can find catering menus and prices on the Syracuse University Food Services website.
8. Student Events
- Students must have a faculty sponsor for any event in the Maxwell Eggers Complex.
9. Public Safety
For public safety needs, please submit the Special Events Request Form.
10. Maintenance or furniture moving
For event support such as room set-up, custodial, power, etc., please complete a Billed Services request (required NetID and password). Contact Julie Venditti, javendit@syr.edu to obtain approval.
You can explore additional information about services requests on the BFAS website.
11. Off-hour building access
If your event will require off-hour building access, please coordinate with Julie Venditti (javendit@syr.edu).
12. Technology needs
To ensure that adequate staffing and technology support is present for your event, you must complete the ICT forms at https://ict.syr.edu/web-media-services/
13. Swag
Submit requests for swag and other giveaway items to Julianne Davis (jdavis01@syr.edu).
14. Parking
Any of the below-authorized users can complete the Parking Request Form.