STEP 1: Avoid date conflicts:  

• Consult the SPH Master calendar and the SPH events calendar for potential date conflicts.
• Additional calendars to consider: Holidays & Religious Observances; U of M campus events.

STEP 2: Get your event online: As soon as you have your description, event title, and registration form, submit your event to the SPH events calendar through the online submission form.

STEP 3: Plan and implement: Use the resources below to guide your planning efforts. Most likely, you won’t need to use all of these resources, but they are there for you given the size and scope of your event.

STEP 4: Brand your event properly: Make sure your event is properly branded using the templates and resources below.

• Define the purpose. Think about the goals, objectives, and what you’d like to achieve with this event. What message(s) do you wish to convey. Does it fit with the SPH mission and values?
• Define the format. Format should support the goals and content of the event. The type of event will also help you determine a venue. E.g. conference, panel, reception, webinar, etc.
• Start early. Depending on the scale of the event, it can take several weeks or months to organize and host a successful program. (It is recommended to start planning a large-scale event at least 4-6 months in advance and begin event promotions at least three months in advance.)
• Define the audience. Successful events depend on how well primary and secondary audiences are defined and how well you tailor the experience to them. What information will they need? Is your event designed to appeal to students?
• Senior leadership participation. Fill out this form to request the SPH Dean’s appearance. To schedule Division Head or other senior leadership, please contact their assistant.

The SPH Communications Office is available to consult with event coordinators as they begin planning their event. Email sphcomm@umn.edu.

• Fill out the Event Communications Planning checklist to take advantage of additional support from the SPH Office of Communications for internal and external events.
• Promotional Kit. Complete a promotional kit with details about your event. This kit can be distributed to your planning committee and other key stakeholders for promotional announcements.

Digital Signs

SPH has three digital signs: Mayo entrance outside the Dean’s office; 3rd floor of WBOB; and student SPHere lounge.

• Submit your event to display on the SPH digital signs.
• Include relevant information (who, what, when, where, and contact information).
• Choose a high-quality image to compliment the event details.

Posters & Flyers

Design a poster yourself using the SPH branded templates. Size options include: 8.5” x 11” (Word | InDesign); 11” x 17” (InDesign).

• Include relevant information on the poster (who, what, when, where, and contact information).
• Include a high-quality image to compliment the event details.
• Print your posters with Printing Services or a nearby Digital Print Center
• Distribute posters in all on campus.

Postcards

• Design a postcard yourself using the SPH branded templates. Size options include: 8.5” x 11” (Word | InDesign); 11” x 17” (InDesign).

Social Media

• To post messages about your event to SPH social media accounts, connect with social media manager Alex Dorner, dorner@umn.edu.
• Consider creating a #HashTag for your event, and promote that #HashTag at the event in the program, poster, or opening remarks.
• Get partners and sponsors involved by asking them to post event reminders to their accounts. Write a few different interesting and compelling posts and share them with your partners to make it as easy as possible for them to help spread the word.

Website

Submit your event to the SPH events calendar.

• Include all of the event details: a brief summary of the event, date, time, location, RSVP if required, cost, map, and parking and disability access information. Also be sure to identify the intended audience.
• Choose a high-quality image to compliment the event details.
• NOTE: All events that are added to the SPH events calendar will rotate through the homepage of the SPH website.

When planning any event, whether it be a seminar series, full-day summit, or webinar, the to-dos can get overwhelming. These SPH event planning resources and templates can help you prioritize tasks before, during, and after your event.

General

• Detailed Event Planning Timeline Guide. Consult this guide to help you in the creation of planning timelines for every detail of your event.
• Budget. Include expenses like food, beverage, venue, printing, design, speaker gifts, etc. Use the expense reporting template to help in planning your event budget and tracking your expenses – watch for hidden costs.

Registration

• Online Registration Form. Use this basic SPH registration template to capture information about your event registrants.
  • IMPORTANT NOTE: SPH hosted events must include the following communications question on the registration form: “I would like to receive Advances in Population Health, a monthly email focused on emerging public health issues and cutting-edge research in the School of Public Health. [Yes/No]” — after the event, send the names and email addresses of individuals who responded yes to SPH Communications at sphcomm@umn.edu.
• Walk-In Registration Form. The walk-in registration form (.doc) is available to capture basic information from attendees that did not pre-register for the event.
• Zoom Registration Form. Zoom provides a registration feature that will allow you to require participants to register with their e-mail, name, and custom questions.

Parking

The University offers several parking options on campus. For on-campus events, remember to consider where guests driving to campus will park.

• Charge guest parking to your department by ordering parking coupons.
• Reserve a parking spot for guests in advance in certain parking facilities.
• TIP: Consult Parking and Transportation Event Parking Calendar for other large on-campus events that could cause congestion in certain lots.

Event Cancelation & Postponement

Event cancelation can happen to any planner. There will always be unforeseen circumstances that can get in the way of an event, such as weather, a pandemic, or the venue cancels at the last minute. If you have to make the decision to cancel (or postpone) your event:

• Stop accepting RSVPs or registrations (paid or unpaid).
• Communicate the cancelation or details about the postponed date via the event website, email, social media, or phone (if necessary) to attendees as soon as possible. The more lead time you can provide, especially for out of town attendees, the better. Try and give at least 24 hours’ notice.
• Issue a refund (if applicable). When emailing attendees, be clear about the refund amount and when refunds will be processed and credited to their account.
• Postponing instead of canceling? Offer attendees the option of receiving a refund (if applicable) or transferring the registration to the new date.
• IMPORTANT NOTE: Prior to signing the venue contract, read and take note of the cancelation deadlines and fees. Having to cancel or postpone your event may incur fees and impact your budget.

Post-Event Logistics

• Event Evaluation. An event evaluation is a good way to gather and analyze data about your event. Receiving feedback from attendees can help continuously improve the event. Ask questions best suited for the type of feedback you’d like to measure. View example evaluations.
  • Do you simply want to know if the event met or exceeded attendees expectations (How satisfied were you with the venue?)
  • Do you want to learn how/if the content resonated with attendees (What was the most impactful session you attended and why?)
  • IMPORTANT NOTE: If the event is offering contact hours, an evaluation and particular questions may be required.
• Post-Event Report. A post-event report can be useful when planning future events and can offer an historical performance or overview of the event during an audit or when seeking sponsorship/support (if applicable).
  • Debriefing meeting (agenda template).

Other resources for creating forms: UMN Google Form Templates, Google forms; Qualtrics

Accessibility & Inclusion

Accessible & Inclusive Events. The School of Public Health is committed to making its virtual events accessible to everyone, allowing all participants to be fully engaged. The SPH Zoom Accessibility Best Practices Guide is a collection of best practices, considerations, and tips that may be useful in assisting planners with making their Zoom meetings and webinars accessible for all attendees, including participants with disabilities.

• Supplier Diversity. Use the University’s Targeted Business Directory to find diverse suppliers to fulfill event purchasing needs. This list includes caterers, AV companies, courier services and more.
• Interpreters, Captioning, Accessible Materials. Disability Resources Center can assist planners with requesting interpreters and captioning, and creating accessible materials. See instructions for how to request accessibility services.
• Food. Consider the dietary needs of attendees. Explore an inclusive menu and plan to offer gluten free, vegetarian, or kosher options. Invite people with dietary requests to get their food first.
• Environmental Sensitivities. To accommodate environmental sensitivities of attendees, encourage others to not wear scented products while attending the event or meeting.
• Lactation. Communicate information about lactation/breastfeeding rooms on campus as well as other available resources. See the complete list of lactation spaces.
• Bathrooms. Utilize the All Gender Restroom Map to communicate restroom locations. If an all gender restroom is not convenient to your event location, GSC has posters for printing signage for temporary use.
• Pronouns. Incorporate use of pronouns when giving introductions, providing nametags, etc. Check out additional information and resources available through the GSC.
• Universal Design. Take a Universal Design approach to event planning
• After the event, consider sharing with attendees a recording of the session, transcripts, slides, or other materials shared during the virtual session. Also see the Post-Event Logistics section below for additional post event planning suggestions.
• Consider these additional guidelines from the Disability Resource Center when organizing meetings and events.

Choose a venue that works best for your budget and that fulfills the vision and purpose for your event.

On-campus. UMN offers a variety of options for on-campus venues. Below are the more popular locations.

• Health Sciences classroom reservations (including Mayo Auditorium): ahcrooms@umn.edu
  • Health Science Education Center
  • Mayo Memorial Building
• McNamara Alumni Center: macevents@umn.edu
• Coffman Memorial Union: suares@umn.edu
• Campus Club: ccevents@umn.edu
• Huntington Bank Stadium: icaevent@umn.edu
• Office of Classroom Management: ocm@umn.edu
• Additional on-campus venues

Off-campus. For off-campus events, remember to think of your audience and their ability to travel to the site, travel time, parking, and any other external events happening at the same time (i.e. Twins game, Vikings game,).

• IMPORTANT NOTE: Most off-campus venues require a contract to reserve the space. ALL contracts must be reviewed, approved/signed by the CFO of the School of Public Health. Contact Tamara Hink to start the contract process.

Virtual. Zoom is an online video conferencing system available to the UMN community. It features webinar and large meeting capabilities, along with real-time messaging and content sharing. If your webinar includes between 500 and 1,000 attendees, you will need to apply for a Large Webinar License.

• Resources & Training. The following resources can help you prepare for your virtual event. If this is your first time hosting a Zoom webinar, consider signing up for a training to become familiar with the tool.
  • Video Event Online Support. UMN Information Technology offers online support for virtual events. Note: some support is offered at a flat rate.
• Zoom: Host a Webinar Online Training. In this course, you will learn the skills needed to host a successful webinar through Zoom.
• Set up, Support, and Present Online Events. This self-help guide will help anyone who presents at, schedules, or supports online meetings and webinars through Zoom.
• Webinar Checklist. The Zoom Webinar Checklist will help you create the best experience for your panelists, co-hosts, and attendees.
• Online Event Best Practices Guide for pre-event, live-event, and post-event best practices ranging from how to manage Q&A, engaging attendees, and following up after the session concludes.
• Zoom Webinar Help Center

Several UMN venues require the use of their on-site catering services (McNamara Alumni Center). Check with your venue to see if they have preferred vendors to provide catering needs.

On-campus events

• Food permit and information. If you plan to use an external caterer, you may need to obtain a food permit for your event.
  • If a small meeting with food drop-off is involved, there is no need for a permit.
  • If an event needs service set-up or service by the caterer, a permit is required.
• To ensure that the hospitality expenses are in compliance with University policy, review the UMN Hospitality and Entertainment of Non-Employees policy or view the Expense Allowability Grid, for more information.
• Alcohol use permit and information: If you plan to serve alcohol at an event, you may need to request a permit and have it signed by an official representative of the School of Public Health. This is not required for events off-campus.

Off-campus events

• Some off-campus venues will provide in-house catering. If not, the venue may provide a list of their preferred vendors.

IMPORTANT NOTE: Any signed contract with a venue or caterer must be reviewed and signed by the CFO of the School of Public Health, regardless of location of the event. Contact Tamara Hink to start the contract process.

• Many on-campus venues will have A/V included in the space, such as use of microphones, podiums, computers/laptop hook-up, and screens. Consult with your venue rep about availability of these items.
• If your space does not provide A/V, you may need to contract with a vendor to provide these items and any personnel to run A/V.
  • Some off-campus venues do not allow A/V, so keep that in mind when booking a space.

Things to consider

• Photography: Do you need any photographs for use following the event? What purpose will your photos provide? Contact sphevent@umn.edu to request our photography services.
  • TIP: For large-scale events, it is recommended that you share with attendees your photography and video recording policy on the event website or registration confirmation email. See example.
• Slide deck (Zoom). Create introduction and closing slides to welcome and thank your attendees. Use the SPH branded template created for use with Zoom webinars.
• Live-streaming: If you are planning an event that would provide benefit to external audiences (i.e. alumni, public health community), consider live-streaming or recording the event.
  • Live-streaming/recording can cost between $500-$1000 per event.
  • Options for live-streaming Include:
    • Zoom: Good for smaller events/meetings or events that would encourage active Q&A by participants not in the room.
    • SPH YouTube Channel (Must gain approval from SPH Communications): Good for large online viewing audiences.
    • Google Hangout for smaller events/meetings.
    • Contact SPH Communications to start the process of booking.

For General Audiences

Increase visibility and enhance the experience of your event using SPH branded items. Please email sphevent@umn.edu for items such as: pop-up banners, tablecloths, director’s chairs, etc.

For Recruitment Events

The SPH Student Services Center can provide recruitment materials for any SPH hosted event. Fill out the materials check out form to request: table cloths, an email tracking list, program brochures, a variety of SPH-branded swag items, and any program specific materials needed for your event.

• General Questions & Master Calendar (GCal): Sarah Harris, harr1369@umn.edu
• Communications: sphcomm@umn.edu 
• Alumni Relations: Kablia Thao, thao0245@umn.edu
• Finance: Tamara Hink, hink@umn.edu and Melissa Wuori (finance & budget), wuori003@umn.edu
• A/V & Technology: Jeff Johnson, johns260@umn.edu