For Faculty and Staff Event Planners
For faculty and staff working on planning an event, our professional event coordinators will work with you to plan events from start to finish.
Event Planning Basics
The following guidelines are important to keep in mind as you plan your event at Lewis & Clark.
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 VEMS to schedule your event and request necessary services
Spaces for TA sessions, lectures, special programs, or conferences, can be requested through the web room request system (VEMS). Requests for technology, custodial service, food and furniture can also be made through VEMS. 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 VEMS, visit Using VEMS.
Forms and Policies
Please visit the Office of the Provost for policy information and application forms regarding:
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 should contact the registrar’s office for their school. For those interested in scheduling a conference, please contact our office for conference planning guidelines.