- Plan as early as possible and consult the Timeline for Planning Specific Events to make sure you have allowed enough time for larger events. Check Facilities/Room Information to learn the sizes of performance venues, and information about the ballrooms in both The Union and Festival Conference and Student Center.
- A diagram of the facility will be required for most of the larger venues. Read through Scheduling Processes for The Union, Grafton-Stovall Theatre, Memorial Hall, Festival Conference & Student Center, and Wilson Auditorium for more information. Memorial Auditorium is only available in the evenings, event start time of 6pm or later, or on weekends. Personnel fees apply to Wilson Auditorium along with rental fees if admission is charged.
- For spaces in the Festival, you must meet with the Event Services staff to discuss setup needs. The Event Approval Form may also be required for additional event details and any required approvals. The completed forms and information are due two weeks before the event.
- TDU is a good space for smaller performances. The events must be free of charge and open to the public, see information under Scheduling Processes, The Union
- An organization planning a talent show, should consult the Rehearsal Policy to determine when and how to schedule spaces for rehearsals.
- Check on requirements for a dance under Dances/Concerts in Scheduling Processes. For any dance, an approval signature by Public Safety is required.
- To show a film, you must buy the rights to show the film as listed under Film Policy
- For a dinner meeting/off campus speaker being planned, use the Facilities/Room Information section to help find an appropriate space.
- Decide if the event should be catered or if the members can provide their own food. Under Policies, Food, note that Aramark must provide all catered food so you cannot use an off campus caterer. Student organizations may be allowed to have a potluck dinner with the proper signature approval on the Event Approval Form from Dining Services. However, non catered food is not allowed in Festival Ballroom.
- If the speaker for this event requires a contract, Student Organizations cannot sign the contract, rather all contracts must be signed by an appropriate University official. Read through Policies, Contractual Agreements for instructions, along with the section on Off Campus Speakers.
- Also check under Support Services for any other information you may need such as a link to Special Event Catering to order food or a link to Parking Services to get a parking pass for a guest speaker. Other important information in this section includes Accessible Event Planning and Audio Visual Equipment Rental options if needed. Equipment is also available for loan to student organizations under Equipment Loans.
