Conference Management’s NKU Event Guide
*All outside groups must go through Conference Management if they are using NKU facilities and must pay a rental fee. Please email steinbrunnea@nku.edu or call 859-572-6502.
NKU Employees Only
Before your Event:
Before scheduling, check Master Calendar to see if there are major scheduling conflicts on campus (i.e. Will there be enough parking, tables, etc to adequately provide for your event?) Master Calendar
Room Scheduling:
Please refer to Event Scheduling and Support for information on meeting rooms and classrooms on the Highland Heights campus, as well information on the Space Scheduler and the online room request process.
Physical Arrangements:
- Make sure you reserve your space (Event Scheduling and Support)
- Was time built into the reservation for setup and tear down? (Many people forget to do this. It’s good to add in 30 minutes or so at beginning and end to cover this.)
- For support services information see http://www.nku.edu/~conference/nku/SupportServices.htm
Parking:
- Please complete the Parkings Services online form to request special parking for conferences, meetings, or other events. http://parking.nku.edu/special_parking_req.html
Details:
- Have parking passes been ordered for the off campus visitors (see above)?
- Has a work order been done for setup? It can be done online at http://172.20.20.16/home.html. Make sure the work order includes removal of setup after the event. (If in University Center, set-up can be given to University Center Management.)
- If an event occurs over the weekend, has DPS been contacted to unlock exterior building doors and individual classrooms?
- Has media equipment been ordered through Information Technology? (This can be done easily online at http://it.nku.edu/index.asp?id=242§ionid=96&ghf=96) If media equipment is needed in University Center, contact University Center Management.
- Has Facilities Management been notified of your event so that your room will be temperature controlled? (Contact Mike Scott, Facilities Management, scottmi@nku.edu)
Food:
- If you are planning a meeting with a meal involved, remember to reserve your room before contacting the Catering Office to make sure that it is available. This will help avoid potential double-bookings. Note: Catering is not responsible for reserving rooms for departments.
- If your department has an event involving food, have you gone through Chartwells to order your food? (Remember, all food must be ordered through Chartwells. Note: This protects your department, since Chartwells has insurance to cover food related events, and individual departments do not.) You can reach catering at 859-572-6041.
- Catering information: http://nku.catertrax.com
- If catering has been contacted, have tables been ordered for catering's needs? This should be done by the department sponsoring the event.
- If you need any tables skirted for your events, (i.e. tables on stage) skirting must be ordered from Catering.
Communication:
- Was the map link sent to all off campus participants? NKU map
- Information should be sent to off campus participants. (Include the room and building location. Please do not list “NKU” as the location. Is a contact name and phone number listed for your department on the registration information, flier, or letter sent to participants?)
- Have NKU Switchboard, University Center Information Desk, Welcome Center, and DPS been notified about your event? (Please include all details and a contact phone number.)
Publicity:
- Has the event been placed on the Master Calendar and electronic sign? (This can all be done electronically from http://www.nku.edu/cgi-bin/publish/webevent.cgi?cmd=opencal&cal=cal22) Is the event listed on Midweek, Campus Digest, or NKU Connections (if appropriate)?
- If you want to hang fliers on campus, you can hang up to 100 (not on painted surfaces, windows, doors, or on the sides of buildings.) These fliers must be stamped at the Information Booth in the University Center.
- If your group would like outdoor directional signage, design your signs or have signs printed in Printing Services. It may be a good idea to get them laminated, if they will be used for more than one day. Please send work orders for sign placement at least one week in advance to Facilities Management. If you do not have sign stands or stakes for your signs, your work order can include a request to have signs placed on stakes (there will be a fee). Work orders for sign placement should include a map of campus with “X”s marking locations. If some signs are different than others (i.e. directional signs, etc), indicate how you would like them placed by putting numbered post-its on each sign and corresponding numbers next to the “X”s on the map. Make sure your work order includes sign removal. Note: Facilities Management prefers that departments not place external signs themselves, in an effort to protect flowerbeds, underground lines, etc.
Alcohol:
Departments who are planning a function involving alcohol must obtain an Alcohol Beverage Event Form from Conference Management (SU 112). Please allow at least 2 weeks for processing.