Plan Your Event
Emmanuel events succeed when we plan early, align support to the right event tier, and coordinate campus partners with clear ownership. The Event Intake Form is the starting point for all campus events that may require coordination with Facilities, IT/AV, Campus Safety, Catering/Bon Appétit, and Marketing Communications.
Submitting the form ensures your event aligns with Emmanuel’s professional planning standards and that the appropriate resources are engaged early.
How the Event Request Process Works
Provide event basics, proposed tier and anticipated campus support needs.
Your submission is shared with Emmanuel event planning stakeholders for awareness and coordination.
An event planning coordinator schedules a meeting with relevant campus partners to confirm logistics, timelines and responsibilities.
Use Emmanuel’s templates and best practices to ensure a smooth event experience.
Before You Submit
- Confirm your preferred date and time (check the Meet@EC calendar to confirm)
- Estimate attendance and identify your target audience
- Note whether external guests, VIPs or speakers are involved
- Identify which campus partners you expect to need for support
Event Tiers & Planning Timelines
- High-visibility and institutional importance
- Often includes senior leadership participation
- Requires extensive coordination and cross-departmental support
Examples of Tier 1 Events:
Commencement, Family Weekend, Alumni Weekend, Presidential events, and Board-related events
- Supports enrollment, advancement, alumni engagement, or academic reputation
- Moderate institutional or external visibility
- Department-led with cross-campus coordination
Examples of Tier 2 Events:
Major lectures (e.g. Hakim, Dorothy Day), recruitment programs, donor or alumni events, and high-profile academic programs.
- Routine workshops, panels, and smaller receptions
- Limited visibility beyond the department or audience
- Uses standard templates and coordinated support as needed
Examples of Tier 3 Events:
Workshops, panels, small receptions, and routine community programs.
- Low-impact internal gatherings
- Fully managed by the hosting department
Examples of Tier 4 Events:
Meetings, internal celebrations, and informal gatherings
Tier 1 and Tier 2 events require a completed Event Brief.
Tier 3 events are strongly encouraged to complete an Event Brief.
The Event Brief serves as the single source of truth and includes event goals, audience details, run of show, staffing roles, logistics, AV, safety, signage, budget, and contingencies.
Access the Event Brief Template: [INSERT EVENT BRIEF TEMPLATE LINK]
Get Started
Ready to host your on-campus event? Submit the Event Intake Request Form to get the process started.
Frequently Asked Questions
You do not need to be an expert on event tiers to submit a request.
When completing the Event Intake Form, simply select the tier you believe best fits your event based on the descriptions provided. The event planning team will review your submission and confirm the final tier during the intake process.
The tier helps determine:
• Planning timelines
• Level of campus coordination and support
• Whether a formal Event Brief is required
If you are unsure, choose the tier that seems closest to your event’s scope. The event planning team will guide you from there.
Event tiers help Emmanuel College:
- Align campus resources appropriately
- Ensure high-impact events receive the coordination they require
- Set realistic planning timelines
- Improve communication across campus partners
Not every event requires the same level of support. The tiered system ensures consistency, efficiency, and strong execution for all events.
An Event Brief is a detailed planning document that serves as the single source of truth for all campus partners supporting your event.
- Tier 1 and Tier 2 events require a completed Event Brief
- Tier 3 events are strongly encouraged to complete an Event Brief
- Tier 4 events do not require an Event Brief
The Event Brief includes:
- Event goals and audience information
- Run of show and timing
- Staffing roles and responsibilities
- Facilities, AV, catering, and safety needs
- Communications and signage
- Budget and contingency planning
Completing an Event Brief early helps avoid last-minute issues and ensures all stakeholders are aligned.
No.
The Event Intake Form is always the first step.
After your intake is reviewed (and for Tier 1–3 events), you will be directed to complete the Event Brief as part of the planning process.
Submitting the intake early allows the event planning team to:
- Confirm your event tier
- Set planning timelines
- Identify key campus partners
- Schedule a stakeholder coordination meeting
No.
Students may not reserve campus space on their own. Space requests for student organization events must be submitted by the organization’s faculty or staff advisor to ensure appropriate coordination and compliance with college procedures. Check the Meet@EC calendar to confirm the availability of space before submitting a request.
Include all relevant details in your Event Intake Form, such as:
- Speaker or guest names (if known)
- Estimated number of external attendees
- Any special requirements (security, parking, accessibility, media, etc.)
Some events, particularly Tier 1 and Tier 2, may require early vetting with campus partners such as:
- The President’s Office
- Campus Safety
- Facilities
- IT
- Marketing Communications
The event planning team will guide you through any additional steps needed.
Planning timelines vary by tier, but general guidelines include:
- Tier 1: 12–16 weeks in advance
- Tier 2: 8–10 weeks in advance
- Tier 3: 3–4 weeks in advance
- Tier 4: As needed
Submitting earlier than these minimums is always encouraged and helps ensure the best possible support.
Depending on your event’s tier and needs, support may include:
- Facilities (room setup, breakdown, custodial services)
- IT/AV (sound, screens, microphones, technical support)
- Catering/Bon Appétit
- Campus Safety
- Marketing Communications
- Accessibility services
Your stakeholder follow-up meeting will confirm exactly who needs to be involved.
After submission:
- Your request is submitted to Emmanuel’s event planning stakeholders
- The event planning stakeholders’ review and confirm the event tier
- A member of the event planning group schedules a stakeholder coordination meeting
- Next steps (including Event Brief completion for Tier 1–3) are outlined
This ensures transparency, shared responsibility, and smooth execution.
Share Your Feedback
As we pilot this new event planning process, we'd appreciate hearing ways we can continue to improve.