CBE Intranet

Internal Events, Student Events, Town Halls/Conferences

Low or None

Based on the Advancement Team mission and strategy for our portfolio of work, it is unlikely that we will be able to provide support for any internal events, student events, or town halls/conferences. We may be able to offer limited support, where appropriate, as determined by an event intake meeting following a support request.

Each event will be evaluated individually through an event intake meeting to assess the level of support that the Advancement Team is able to provide.

What We Do

Below are examples of the limited support we may be able to provide for some of these types of events:

Event Registration (only if your mixed audience involves a substantial portion of external stakeholders)

  • Cvent Registration Site Creation and Management
    • This may include:
      • Any payment/fundraising component which may include some or all of the following:
        • Appeal Code
        • Short Giving Link
        • iFrame
        • QR Code
        • Invoice (if applicable)
      • Customized registration questions based on your event needs
      • Registration Confirmation, Modification Confirmation, Cancellation Confirmation, Reminder to Registered Attendees
      • Registration troubleshooting as needed

Communications Deliverables

  • Communications Delivery – At the event intake meeting, based on your audience needs, we will determine the tools that will be used for communications. Each event should have a schedule consisting of: invitation, invitation reminder, and post-event thank you.
  • Support with Event Promotion – We can support scheduling/delivery of your promotional assets and provide tools and resources to support but graphics/content development remains your responsibility as the event/program planner.
  • Resources: CBE Branding Materials, UW Brand Materials

Post Event

  • Support with Post-Event Thank You Message

What You Do

This is a high-level reference for you/your department. In the section below, you will find activities that you must complete, as well as some helpful checklists.

Complete the Event Intake Worksheet

 Event Intake Worksheet

 This worksheet must be completed prior to your event intake meeting. 

Preliminary Steps

Vet Your Desired Event Date

Check the CBE Internal Planning Trumba Calendar and vet your desired event date to ensure there are no scheduling conflicts. If you do not have access to this calendar, reach out to your department administrator.

Add Your Event to Trumba Calendar

Add your event to the CBE Internal Planning Trumba Calendar to start to reserve the date/time; when ready to publish externally, be sure to publish to both your Department Calendar and the CBE Calendar. If you need access or training on Trumba, reach out to Brian Vogt.

Start Securing Volunteer Support

Prepare to coordinate volunteer recruitment and roles as needed for your event.

Checklists

These checklists are a guide as you begin your work. They are not definitive and we encourage you to edit as needed.

Logistics Checklist

PDF
Excel

Event Day Checklist

PDF
Excel

Post-Event Checklist

PDF
Excel

Resources

VenueA/VFood/BeverageSignage/Graphic Design/PrintingVendorsOther Event RentalsGrounds/Safety/Special ServicesTransportation/LodgingGifts/Swag

To reserve event spaces in Gould Hall, first, check the calendar to see if the space is available on the preferred date. If available, use this request form, which will be handled by Meegan Amen.
Capacity – Gould Court is 300 and Gould Gallery is 78
An accessible entrance to Gould Hall is on the west side of the building. An elevator is to the right of the door as you enter.
An accessible entrance to Architecture Hall is on the northwest side of the building. An elevator is to the left of the door as you enter.

To reserve classroom spaces, first check this calendar to see if spaces are available. If available, use this request form, which will be handled by UW Special Events.

If using another venue on campus, you will need to fill out the UUF.

Other venues:

If using another venue on campus, you will need to fill out the UUF.

Permits may be required for your event. See the event permit flow chart.

AV, lights and sound | University Marketing & Communications

Local/BIPOC owned companies:

Local/BIPOC owned companies

Entertainment | University Marketing & Communications

UW Procurement Services maintains a collaborative relationship with the UW Business Diversity Program (BDP) and the State of Washington Department of Enterprise Services (DES). Visit their site to see how you can locate and select diverse suppliers.