Event Services

Planning Tips

To plan a fun and successful event in the Kansas or Burge unions, here are some tips you should consider:

• Allow time to plan an event. The earlier you start, the more likely you are to secure your preferred venue on a particular date and develop a successful event.
• Budget! Have dollar figures in mind when you plan. You should be able to build a budget based on your event plan. Payment information is required when booking an event at the Union.
• Reserve a room based on the number of people you realistically expect and best fulfills the purpose of the event. You don't want to crowd your guests and you want to accommodate all the activities during your event. Our staff can offer suggestions.
• Ordering equipment and determining a room's furniture placement will be simplified if you plan in advance how you want the room to look. Include what elements you feel are necessary such as food tables, staging, podiums, sound equipment, etc.

Event Planning Questions You Can Prepare For:

• Date of event
• Purpose of event
• Event start and end times
• Any additional prep time
• Number of people attending
• Room preference
• Event name
• Sponsoring group
• Name, address & telephone of one contact person - if you are making a reservation for a student organization, this person must be one of the officers.
• Event type (meeting, banquet, special event, etc.)
• Event agenda
• Equipment, including tables, chairs, and audio visual needs.
• If the event involves food and/or alcohol
• If the event is in need of special sound or additional lighting equipment
• Payment information is required when reserving space.

Additional Tips for Throwing a Successful Event

1. Plan ahead. We can't say this enough! You should contact an event services staff 3 to 12 months ahead of time for any sizable event, such as a banquet, dance, conference, concert, or other event where more than 100 people will be attending. Do this before you send out invitations or advertisements.
2. Read confirmations carefully, even the boring parts. It will save you money and headaches down the road. The confirmation is what the Union will provide for you; if you don't see something on the confirmation, you won't see it at the event. It also states what your obligations are, which are very important to know. Please read the Policies and Procedures carefully, as it is the KU Memorial Unions' official agreement for all contracted activities.
3. Find out the maximum capacity of the room for the way you want it set before you invite people. Buffets, stages, award tables, etc. all take space away from the room, which will affect how many guests the room can accommodate.
4. If money is tight, seek donations or co-sponsorship. Some companies, such as florists and caterers, may be willing to donate their product in exchange for advertising. Look up alumni associated with your organization and ask for their help.
5. Ideas and tips for inexpensive centerpieces or room decorations:
   • Spring, summer, fall, or winter themes are inexpensive (use seasonal food and flowers, find things outdoors that represent the season)
   • Rent extra plants for a large or plain room
   • Make sure guest table centerpieces are either very low, or extra tall and somewhat see-through so your guests can talk
   • Try white or colored strung lights (like Christmas tree lights) instead of candles
   • Rocks, shells, leaves, fruit and vegetables can be very inexpensive and versatile
   • "World travel" themes can be inexpensive and easy if you use items you already have at home; suitcases, maps, passports, binoculars, vacation photos, beach gear, skiwear, etc., can be used in a lot of different ways.
6. Ways to publicize your event:
   • Bulletin board postings
   • Union TV Message System (Union Box Office)
   • Bus banners
   • University Daily Kansan - Student Senate free page
   • Email Messages (know the rules)
   • University Relations Calendar of Events
   • KJHK 90.7 FM