Event Planning and Coordination

The University's Travel and Entertainment policy establishes minimum requirements for the approval and reimbursement of University-approved travel and entertainment expenses.

Before planning any event, know your budget and the sponsor’s chart string (billing ID number). Using a valid chart string is important when buying services through a central bill program managed by Procurement and Payment Services. You may also be asked for a chart string to book a room on campus or to order catering. If you don’t know it, ask the director or manager for the department hosting the event.

Approval is required from the chart string owner for catering orders. Please contact Josephine Williams, accounting specialist, about payment options before ordering.

Northwestern has tax-exempt status in the State of Illinois. Please see the Procurement and Payment Services web page on tax-exempt status for more information and to download one-time use tax-exempt letters.

Be sure to consult the Inside IT calendar of events to ensure your event does not compete with another Northwestern IT event. Be sure to confirm this date with any presenters.

Determine the run of show for your event. Where will it be held? What day and time will it start? Will there be refreshments? Will there be presenters? What will attendees learn? When is the registration deadline? You will need this information to include in your invitation.

Before booking a space on campus, consider the number of people you plan to invite and the type of technology you will need. Be sure to account for time before and after the event for set up and clean up. Remember to have the chart string on hand; all campus reservations and charges will be billed back to this account for your event. See a list of common meeting spaces on campus.

Determine the menu—remember to ask invitees for any dietary restrictions—based on your budget, and be sure to ask when a final count is needed by the food vendor. Be sure to provide delivery instructions. See a list of commonly used caterers. Remember to also consider what technical support you might need. To request technical support for rooms that Northwestern IT serves, contact the IT Service Desk at 847-491-4357 (1-HELP). For all other spaces, check with the individual area responsible for the space you rented.

Plan to send your invitation three to four weeks before an event. Then, plan to send a reminder anywhere from one week to a few days before the registration close. Typically, registration closes 10 days before your event date. Use Microsoft Forms and/or the Outlook calendar to record RSVPs. View an invitation template and example wording to get started.

Now that you have the program, space, and menu confirmed, you are ready to send the initial invitation. Remember, a reminder should be sent Atlas a week before the registration end date.

Contact vendors to confirm the final number of attendees, time of delivery arrival, and to make any last-minute adjustments to menu items.

Determine who will arrive early to set up, unlock the room (if necessary), meet catering, and clean up.