Student Event Planning

Planning an Event

In order to avoid potential conflicts with other events at Lerner College and UD, please check the Lerner Events Calendar and the UD Calendar.

The Event Planning Worksheeet (PDF) will help you with all the details that you will need to consider before planning an event. Once you have settled on a date, please send an email to lernerevents@udel.edu so that we can add your event to the Lerner Google Event planning calendar. You can also add your event to the UD Calendar.

If you have questions or need additional information, please send an email to lernerevents@udel.edu. Once you have completed the event planning guide, please submit it to Kim for review and assistance.

Best Practices & Guidelines
  1. Plan ahead.
  2. Posting posters/fliers – please post only in designated areas (on bulletin boards, not on any painted or wood surface). To have your posters hung in the Purnell lobby cases, please bring them to the Lerner Event office in Purnell 102.
  3. A receipt must be provided for anything purchased with a UD procard or any items you wish to be reimbursed for. There are no exceptions. If you don’t have a receipt, you will not be reimbursed.
  4. No alcoholic beverages can be served if undergraduate students are attending the event. If you plan to serve alcohol (at graduate events), your advisor must submit an alcohol approval form to the Dean’s Office.
  5. No contracts can be signed by you. They must go to Linda Somers in the Dean’s Office after your faculty advisor has reviewed it. No exceptions.
  6. You must use UD Catering in you will have over 35 guests. Please contact UD Catering at udcatering@udel.edu if you need help planning your food and beverage selections.
  7. Please pay attention to the room capacity. You must stay within the room capacity. A complete list of classroom capacities is located on the registrar’s website. Student center room capacities are listed on their website. The Lerner atrium capacities are listed on the Atrium Request form.
  8. Don’t assume that things will be free. Almost everything has a cost (i.e., movers, video, audio, etc.). If you need tables and chairs in the atrium (other than what is normally available), the UD movers can bring large rounds or high cocktail tables. They also have nice white folding chairs. There is a cost for the movers but not for the tables/chairs IF you are requesting what they have on hand.
  9. Classroom space can be difficult to reserve due to the large volume of classes during the semester. The student centers are nice alternatives and the rental fee is fairly inexpensive.
  10. Allow time for set up & delivery for any items you plan to order. Custom orders take approximately 4 weeks to ship – unless you want to add rush shipping to your order, which means more $$$!
  11. Refer to UD’s list of official hashtags for use on social media.
Helpful Links and Contacts
  • Hashtags – Refer to UD’s list of official hashtags for use on social media.
  • Logos & Branding – Please see guidelines under Brand Materials on the Communications myLerner page. If you have questions about the use of the logo or branding please contact Lerner Communications at lernercomm@udel.edu.