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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 (

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

ii. To add to your calendar 

in outlook click on Add Calendar
Open shared calendar
Type in
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 

Reserving Space for an Event

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 ( 

If you are planning to invite campus VIPs such as the Provost or Chancellor, you must notify Bethany Walawender (bdwalawe@syr.eduand 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, 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 (

12. Technology needs

To ensure that adequate staffing and technology support is present for your event, you must complete the ICT forms at

13. Swag

Submit requests for swag and other giveaway items to Julianne Davis (

14. Parking

Any of the below-authorized users can complete the Parking Request Form.

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