Event Planning and Marketing
UNC Charlotte’s College of Liberal Arts & Sciences and its departments, centers and programs host hundreds of campus and community events each year. These range from conferences to lunch-and-learns to public lectures. NOTE: The College and its units are currently following University guidelines and community health protocols during the COVID-19 pandemic.
Planning an event can be as simple as reserving a room for a meeting or as complicated as creating a multi-day program with break-out sessions, meals, entertainment, registration websites, travel arrangements, public ticket sales, and other tasks. Planning a successful event also involves effective marketing of the event to attract the desired audience. It also includes establishing and measuring your desired outcomes so you can determine if you met your goals and gain knowledge for future events.
These tools are designed to help you accomplish the goals you set for your events. Tools include:
- Forms through which you can document your event summary, including objectives and evaluation to help you plan and assess your event
- Frequently Asked Questions about planning your event
- A printable event planning checklist
You will want to familiarize yourself with UNC Charlotte’s policies and forms that cover issues ranging from serving alcoholic beverages, to working with volunteers, to branding guidelines.
If you have questions that are not addressed by these tools, we would be happy to assist you, please contact:
- Lynn Roberson, CLAS communications director, 704-687-0082
- Mary Ellen Frizzell, CLAS communications coordinator, 704-687-0085
- Summary, Objectives, Evaluation Form
- Event Planning Checklist
- Volunteer Agreement: Found on Office of Legal Affairs website
- Run of Show Example
- Event Budget Example
- Comment Card Example
Planning Resource Links
- The Dubois Center at UNC Charlotte Center City Events Information
- Contracts Guidance
- Conference, Reservations and Events Services (CRES)
- Events Facilities Policy
- Chartwells Catering
- Food Service Policy
- Alcoholic Beverages Policy and Required Forms
- Food: How to Procure and Pay
- Banner Finance – 49er Mart Training
- Contracts Policy (Find Volunteer Agreement form on this page)
- Campus Bookstore (For book signings)
- Reprographics (For other approved printers, check 49er Mart under “contracts.”)
Other Marketing Links and Tools
Top Tips For What To Include:
- A description of the topic or focus of the event
- A visual – photo of the speaker, graphic
- Logistical details
- Registration details
- Dress code
- Details about the audience (such as over 18, etc.)
- and other items. Equally important can be visuals to further communicate with your audience.
When developing marketing materials, stay attentive to university branding guidelines and laws which may apply – such as U.S. Copyright Law and the Americans With Disabilities Act.
These links can help you consider relevant policies, laws, and exmaples of marketing materials.