Event Planning

This portal explains event planning basics and helps you advertise your events and programs.

If you are planning a large event and don’t know where to begin, check out the Event Planning Workbook for some helpful tips. Also, feel free to schedule an individual event planning appointment by emailing rso@uark.edu.

The Campus Resource Guide is a valuable source of contact information for a wide variety of resources and departments on campus.

Room Reservations:

**Note: The Office of Student Activities advises RSO's not to advertise or promote your events until you have a confirmed reservation.**

Arkansas Union

  • The Union uses an online reservation system http://virtualems.uark.edu
  • If you need to cancel a reservation, email arkures@uark.edu at least 24 hours in advance
    • If you do not show up, the Union will charge you $10 .
    • If you have 3 no-shows, the Union will not allow you to book space anymore.
  • In set-up notes on the online reservation, designate one or two members to serve as contacts all year – only these members will be able to log in to make reservations that year.
  • Room reservations are free for RSOs, but there is a charge for equipment.

 Outdoor Facilities Reservations

HPER Reservations

For all other buildings on campus consult the Building Reservation Guide

Fayetteville resources 

Off-Campus Event Planning 

Catering:

The Union is the only building on campus which requires all food to be catered by Chartwells, due to a contract with them.

  • Exception:  If your RSO wishes to bring in less than $100 worth of food (total) for consumption by that RSO at a meeting or other function, you may bring in a limited selection of packaged foods only. Details are located in the Union Outside Food Policy.
  • To avoid late fees, you should place food orders at least 5 days in advance. More time is recommended if you have a very large order or a specialty order.
  • Chartwells orders may be placed online
  • Chartwells offers a special menu for RSOs (includes discounts)
  • Chartwells contact: catering@uark.edu 

For other buildings on campus, you may use a caterer of your choice. Check with the specific building reservationist to make sure that food is allowed in the building or room you are reserving. 

Publicity:

Publicity – both the method in which you advertise and the time frame in which you do so – will have a large impact on your event’s success.

Start with the Publicity Checklist to make sure you are taking advantage of publicity opportunities. Most of these methods are free!

More Publicity Resources: 

RSO Listservs, Email Addresses, and Websites:

All official communication from the Office of Student Activities will be sent out on the official RSO-L email listserv. Once your RSO registers, officers will be added to the RSO-L listserv. If you are not currently receiving emails but feel that you should be, please email rso@uark.edu to make sure you are subscribed.

If you have an event that you would like to be submitted to the RSO Event listserv that goes out to all RSO Presidents and Treasurers each week, please send a description of your event to rso@uark.edu by 9 am on Monday mornings.

While all RSO officers will be on the official RSO-L listserv, each RSO is allowed to request a listserv for its own internal communications with its members. Additionally, your organization can request its own “@uark.edu” organizational email address. Finally, your RSO can request website space. On your website, feel free to use your RSO’s logos if you have one, but please refrain from using any of the university’s federally trademarked logos or phrases. 

Managing a Listserv:

To manage a listserv from within your email application:

Open email from within one of the authorized accounts for the listserv.

  • Select “send new message”
  • Change “Options” to “Plain text”

To manage list: Send email to listserv@listserv.uark.edu. One of the following commands should be in the subject line and body of the email:

  • Review {name of list; ex. uplist} – this sends a list of current subscribers
  • Quiet delete {name of list} {email address} – this deletes a subscriber. You can list several names in the body of the email but use this command for each. In the subject line just put quiet delete {name of list}.
  • Quiet add {name of list} {email address} {first name} {last name}. Again, you can list several names in the body of the email but use this command for each. In the subject line just put quiet add {name of list}.

To email list: Send email to {listname}@listserv.uark.edu.

If you have problems, contact UITS at 5-2905. You can see list names and owners at listserv.uark.edu.  To request an ownership change, one of the current owners needs to send a case to askit.uark.edu.  

Request Forms:

Email Request Form

Website Request Form

Listserv Request Form

Trademark/Licensing for Printed Items with Logos/Phrases

If your event includes printed items (such as t-shirts) with trademarked University logos, images, or phrases, including the Hog logo, “Razorbacks,” or “Wooo Pig Sooie,” you must fill out a Trademark and Licensing form and go through a University-licensed vendor to print your items.  Before you start to work with a vendor, consult the Licensed Vendor List below to find one that is approved. After coming up with a design (but before the items are printed), turn in a Trademark and Licensing Form to the Office of Student Activities. Your request will go through the University Trademark Office, so allow up to 2 weeks for the entire process (before beginning printing). RSO's are not allowed to use Academic logos (including, but not limited to, "University of Arkansas" except in names identifying group name at the University of Arkansas; Old Main Towers logo; college or departmental logos, etc.).

Travel Information:

If your RSO is traveling outside of Benton or Washington counties, please review the Student Travel Policies and fill out any necessary forms.

Risk Management:

When planning any event, always consider the risks! Physical, reputational, emotional, financial, and property risks should all be considered when planning any RSO event, and steps should be taken to identify and minimize risks, and to plan for emergencies. Certain activities carry inherent risks, and participant waivers may be necessary for some events.

The Risk Matrix is a very helpful tool that you can use to determine how risky your activities are. Download this tool to properly prepare for your event!

If you have any questions about how you can minimize risks, contact the Assistant Director for Registered Student Organizations at rso@uark.edu

More Event Resources
Movie Copyright Information (If you are showing a movie on campus)

All Links/Documents in Event Planning Portal: