Special Events Planning

About Special Events

A Special Event is defined as any event sponsored by the University of Arkansas Libraries that requires food/beverage services, and/or facilities coordination, including advertising/publicity, room set up, decorations, and/or technical support.

Departmental parties in the staff lounge are exempt from following these special event policies and procedures; departments are responsible for set up and clean up of parties.

Support for Special Events is provided by members of the Dean's Office, the Business Office, the Development Office, and Public Relations, aka the "Right Hands" or Special Events Committee.

All special events for the University of Arkansas Libraries require two things:

  1. an approved budget, and
  2. a sponsoring department and designated representative(s) who will oversee the event from the planning stage and throughout the event, including clean up.

Proposals and Approvals

  1. Complete a Budget Request Form and submit to the appropriate department head / division director for consideration and approval.
    Need help with Budget Requests? Consult a member of the Special Events Committee.
  2. Submit the Special Events Notification Form a minimum of 30 days prior to the day of the special event.
    This action will notify the Special Events Committee of the anticipated event and will ensure that the event is placed on the necessary calendars so that proper advertising/publicity can occur.

What Happens Next

Once the forms have been submitted and the event is approved, a Special Events Committee member will contact the sponsoring department’s representative(s) and will begin working on the details of the event.  Meetings with the Committee and event organizers will be called as needed to ensure the success of the event.

For your convenience, you may print the Library Special Events Checklist to aid in coordinating your event with the Special Events Committee.

Important Considerations

Departmental parties in the staff lounge are exempt from following these special event policies and procedures; departments are responsible for set up and clean up of parties.

All catered food orders must be placed by the dean’s administrative assistant, or, in her absence, the facilities coordinator.