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.
- 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.
Design Invitation/Tickets - 2-4 months prior to the event
- When writing text for your invitation, please make sure you include all important information.
- Event Name
- Date
- Time
- Location
- Parking - Contact Anne Reel, Associate Director Parking, Transportation at 610-683-4002 or reel@kutztown.edu.
- Fee (if appropriate)
- Contact number/email for questions
- Contact Amy Botwright at botwrigh@kutztown.edu for ticketing help.
Print Invitation - six-10 weeks prior to the event - Kutztown Publishing - Copy Center
Begin Marketing Efforts - one-to-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 eight weeks prior to event for outside groups
Parking - Confirmed before invitation design/marketing of event
Disability Services
