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Reservations, Invitations & Parking

Date of event - As soon as possible

  • Check the Central Calendar to see if any other events are being held on campus.
  • Check the Central Calendar when inviting students to make sure the event date is not over break.
  • Check religious holiday schedules.
  • Check if there is construction scheduled or other campus activities that will hinder the success of your event.

Reserve Room(s) in Room Scheduler - As soon as possible

  • Can your event be reserved through the Pre-Registration Process?
  • Remember to leave time for set-up and tear down.
  • Is there something in the space the day before your event? Will this affect your ability to set-up and be ready for your event?
  • Remember to reserve location for catering if necessary.
  • Check to make sure your reservation has been confirmed in Room Scheduler.
  • If something changes and you do not need the space, please remember to cancel the reservation.

Program Agenda - As soon as possible

  • Outside Speaker:
    • Contract/Honorarium (Do not market the event until you have a signed contract).
    • Make travel arrangements if necessary.
    • Make hotel accommodations if necessary.
    • Assign a staff member as the university liaison.
    • Will this speaker need public safety escorts?
  • On Campus Speaker/Honoree/Special Guest/Entertainment:
    • Contact proper departments that you would like to attend or be part of the program to see if they are available on the date(s) you have selected.
      • President
      • Provost
      • Cabinet
      • Deans Office
      • KUF/Alumni Office
    • Entertainment/Music
      • Contact the Music Department or Student Involvement for information on requesting student entertainers/musicians.

Design Invitation/Ticketstwo - four months prior to the event

  • When writing text for your invitation, please make sure you include all important information.
    • Event Name
    • Date
    • Time (Start & End)
    • Location (Campus Maps)
    • Parking - Contact Anne Reel, Associate Director Parking, Transportation at 610-683-4002 or
    • Fee (if appropriate)
    • Contact number/email for questions
  • Contact Amy Botwright at for ticketing help.

Print Invitation - six - ten weeks prior to the event - Copy Center

Begin Marketing Efforts - one - four months prior to the event

Mail/Email Invitation - No more than eight weeks prior to event, but no less than four weeks, bulk mailings should be sent six - eight weeks prior to event for outside groups

Parking - Confirm with Public Safety before invitation design/marketing of event

Disability Services

  • Please visit this website to make sure you are in compliance with DIV-001 (Policy for Accessible Meetings, Events, Programs)