Online Handbook for the Division of International Studies, and International Institute programs

Event Planning Guide

When planning an event, we suggest beginning with the following questions and steps:

1. What type of event will this be? (Conference, visit, lecture, brown bag, etc.)

2. What are the university’s/program’s goals and priorities for this event?

3. What are the sponsor’s goals?

4. What are the goals of the visitor(s)?

5. What audience(s) will be targeted? Audience size and appropriate location?

6. With whom should visitor(s) meet separately? Campus visits:

Chancellor (see #10 below)
Other administration (Dean, etc.)
Faculty Official visits
Governor (see #10 below)
Legislators (see #10 below)
State/City agencies
Community Interest groups
Business Media (see Communication Guide)

7. Choose the date(s). Consult Carol Torgeson in the Dean’s office to avoid conflicts with other major events. Consult the University Bookstore Calendar to see that there are no other major athletic or other campus events that might make it difficult to book hotel rooms. After selecting the date, please submit event name and date to Carol Torgeson at 262-6823 or torgeson@facstaff.wisc.edu and place your event on the the International Studies onlin calendar, and UW-Madison's online calendar. Contact Wendy Christensen for online calendar information.

8. We encourage you to complete the Event Checklist and review it with your supervisor or colleagues. Print or copy this checklist, adapting it to suit the needs of your events. For assistance, contact the Dean’s office 262-6823.

9. For logistical and outreach support, and publicity/media/communications assistance, contact Masarah Van Eyck at 2-5590; or email mvaneyck2@international.wisc.edu. Please send copies of your press releases and printed conference/brown bag flyers to her. If you are contacted by the press/broadcast media, please alert her.

10. Please consult Cynthia Williams at 262-3929 on requests regarding the Chancellor, Governor, etc., so that we may advise the university administration or state & federal relations office as necessary.

11. Additionally, an official comprehensive set of guidelines put out by the university. Please refer to it at http://www.uwsa.edu/fadmin/meetguid/