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HLS Event Scheduling Update

Please note that, due to COVID-19, HLS is not holding any events on campus at the moment and that our EMS room reservation system is not accepting any new reservations at this time. The duration of this hold is uncertain but this message will be updated as the situation changes. Please review our guidance for virtual events here.

Small Event Checklist

(Membership Meeting, Guest Lecture, Workshop)

  • Pick a date – give yourself 2-4 weeks of planning time
  • Notify OPIA or OCS if you are planning a career related event and you would like to invite employers to speak
  • Notify Samantha Parker (for Student Organizations) or Sheena Prosper (for Student Journals) if you would like to extend an invitation to a high profile, controversial, or political speaker for approval before reaching out.
  • Check the HLS Events Calendar when scheduling a date/time to avoid any large HLS-wide events or events that cover similar topics. Student Organizations should also check the Student Orgs Google Calendar . Email Samantha Parker to be invited to the Google Calendar
  • Book space on the EMS WebApp (see page on Reserving Space for instructions). For student organizations, this should fall to the event coordinator
  • Arrange catering if desired (see Catering page for instructions)
  • Make sure your event is accessible to all students (see Event Accessibility)
  • Advertise your event (see Advertising page for on campus options)
  • Keep track of your spending and budget
  • Email Samantha Parker (student organizations) or Sheena Prosper (student journals) with any questions.

Large Event Checklist

(Symposium/Conference)

  • Make sure you have funding in place before you make any arrangements (see Fundraising page on how to raise additional funds)
  • Pick a date – give yourself 2-3 months of planning time
  • Notify OPIA or OCS if you are planning a career related event and you would like to invite employers to speak
  • Notify Samantha Parker (student organizations) or Sheena Prosper (student journals) if you would like to extend an invitation to a high profile, controversial, or political speaker for approval before reaching out
  • Check the HLS Events Calendar and the Student Orgs Google Calendar when scheduling a date/time to avoid any large HLS-wide events or events that cover similar topics
  • Book space on the EMS WebApp (see page on Reserving Space for instructions). If you are a student organization, this should fall to your Event Coordinator.
  • Invite a speaker (see Speaker Outreach page for additional guidelines)
  • Arrange catering (see Catering page for instructions)
  • Make sure your event is accessible to all students (see Event Accessibility)
  • Advertise your event (see Advertising page for on campus options)
  • Keep track of your spending and budget
  • Email Samantha Parker (student organizations) or Sheena Prosper (student journals) with any questions