Event Proposal Form

Event Proposal Form

Please note that completing this form does not guarantee approval. Forms are routed to ADs for internal review/approval and then submitted to the University's Office of Event Management, who will issue final approval. For assistance or questions, please email the UK Libraries Marketing and Communications Department at ukl.marketing@uky.edu.
NOTE: Young Library Auditorium will be unavailable beginning August 2024
For further assistance, please reference the EVENT SCHEDULING GUIDE

If you only require help with Promotions visit MARKETING SERVICES REQUEST
Today's Date:

MonthDayYear
Date
Date of Event:

MonthDayYear
Calculation
EVENT REQUESTS MUST BE RECEIVED A MINIMUM OF 4 WEEKS FROM REQUEST DATE. PLEASE CONTACT ukl.marketing@uky.edu
Name:*

First NameLast Name
Phone Number:
Please enter a valid phone number.
Email Address:*
example@example.com
Division:*
Associate Dean's Email Address:
Event Information:
Event Title:*
Is this an internal event? (i.e. for Libraries personnel only)

YesNo
Set-Up Time:

Minutes

AM/PM Option
Start Time:*

Minutes

AM/PM Option
End Time:*

Minutes

AM/PM Option
Clean-Up Time:

Minutes

AM/PM Option
Event Description (Please be specific and include all activities planned):*
Event Type:*
Event Location:
Has space already been reserved for the event?

YesNo
Building name and room number that has/or will be requested? Reserving the space and ensuring set up is the responsibility of the requestor*
Name of Facility Coordinator who approved reservation?
Describe your room set-up below:
Will a portion of this event be held outdoors?

YesNo
Do you plan to use a tent for this event?

YesNo
Back up location in case of rain?
Target Audience:
Expected Attendance:*
Primary audience (Check all that apply):

UK Libraries Faculty & StaffUK Libraries STEPS EmployeesUK Libraries Student WorkersThe UK community (students, faculty, staff)The surrounding community (Lexington, Kentucky, peer institutions)Donors, UK Libraries supportersOther
Are you requesting the Dean's attendance at your event? Are you asking that the Dean make remarks at your event?*

Requesting the Dean attend and make remarksRequesting the Dean attend onlyNo request
Will UK administrators and/or persons of prominence attend?

YesNo
Please list the name(s) and title(s) of the person(s) of prominence that will attend.
i.e. Eli Capilouto, President of the University of Kentucky
Admissions Requirements (Check all that apply):

First come, first serveInvitation listRegistration requiredRSVPTickets sold at doorTickets sold in advanceOther
Catering/Refreshments:
Will food and/or beverages be provided?

YesNo
Caterer?

UK CateringOther
Name of alternate approved caterer or provider?
Do you have a specific menu in mind?

YesNo
Please provide a detailed menu description:
UK Libraries Event Manager will schedule a meeting to discuss menu options.
Will alcohol be served?

YesNo
Additional Information:
Will any external supplies, performers, guest speakers, etc. provide services or be involved with your event?

YesNo
Please list any vendors, suppliers, or guest speakers that will be providing services for your event.
Does your event require technical assistance from UK Productions?

YesNoNot sure
Specific Needs (check all that apply):

Audio / sound systemVideo recording of eventLivestreaming of eventProjection / screenZoom or WebinarLightingLecternWhite board / easelOther
Will there be sales or solicitation for this event?

YesNo
Please provide detailed information about event sales.
Marketing:
Marketing services are reserved for external-facing library events only. Internal events that are open to all library personnel will be included in the Dean's monthly News and Updates email. Otherwise, promotion of internal-facing events is at the discretion of the individual(s) submitted the Event Proposal Form
Would you like to feature your event on the university calendar?

YesNo
Will you be advertising/promoting the event?

YesNo
UK Libraries Marketing may be able to promote your event through Libraries Communication Channels. Would you like assistance with promotion?*

YesNo
Choose from the following tiers (pending approval):

Tier 1 - Casual campus event (digital promotion on Libraries channels)Tier 2 - Featured speaker event (Mailed postcard, UKPR request, PLUS Tier 1)Tier 3 - Ceremony/Donor Engagement (Mailed invitations & RSVPs, PLUS Tiers 1 & 2)
Thank you. Our marketing team will be in touch to discuss promotion of your event soon. Please note, requests to include news of an event on campus-wide communication channels are not guaranteed.
Budget Worksheet
Have you already requested funds for this event?

YesNoMy event does not have any associated expenses
What is the approved amount and any specific allocations?
Budget worksheet options:

I prefer to fill out the budget worksheet on my ownI would like the Events Manager to use my responses to fill out a budget worksheet on my behalf
UK Libraries Event Manager will be in touch to confirm costs associated with your meeting

Subtotal for Room/Equipment:

Subtotal for Promotional Items:

Subtotal for Catering:

Subtotal for Visiting Speaker:

Subtotal for Audio Visual:

Subtotal for Other Expenses or Fees:
Total for Expenses Listed Above:
*Contracts for Speakers, Performers, and Presentations:

All contracts and technical riders must be submitted, reviewed, and approved by the Libraries Business Office prior to event approval. Faculty, staff or students are not authorized to approve or sign any contracts.
Additional Notes (Please use this section to provide any additional information not listed in the form):
*Campus Event Management Protocol:

UK will not allow an event to be promoted until it has been reviewed and approved through UK’s Office of University Events, and the review process may take a month or more, depending on the time submitted during the semester and the complexity of the event.

If you plan to promote your event: For small, informal events, please plan for a 2-4 week publicity period. For more formal events, please plan for a 6-8 week publicity period. The publicity period can begin only after the event has been approved by campus.
Once reviewed by the Event Manager and sent along to your AD for additional approval, the proposal willl be entered into UK's Event Management System for final approval. The event host will be notified when the event has been submitted, and again when EMS has approved the event.

For additional questions or assistance, please contact the UK Libraries Marketing Department at ukl.marketing@uky.edu.
Should be Empty:

	Amount
Rental Fees
Equipment Fees
Other

	Amount
Printing
Supplies
Postage

	Amount
Food
Beverages
Other
Delivery Fee
Supplies

	Amount
Fee or Honorarium
Airfare/Mileage
Lodging
Meals
Other

	Description	Amount
Expense 1
Expense 2
Expense 3
Expense 4

Event Proposal Form

NOTE: Young Library Auditorium will be unavailable beginning August 2024

Event Information:

Event Location:

Target Audience:

Catering/Refreshments:

Additional Information:

Marketing:

Budget Worksheet