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Loyola University Chicago

School of Law

Guidelines for Major Events

Part One:  Communicating

If organized by a student group, Major Events should be planned with the knowledge and approval of your faculty advisor.

The administration must be made aware of events that occur on campus or are otherwise affiliated with the School of Law.  Major Events often require at least one initial planning meeting between the organizers and a member or members of the administration.

The process begins by filling out the form below.
Where necessary, you will be contacted to set up a meeting to discuss your event.
You must submit this form prior to moving forward with your planning.*

Major Event Proposal Form

* Note that only a small number of fields are required.
Feel free to use the form as a worksheet for your ideas.
The more information you include, the better -- nothing is set in stone!


Part Two:  Planning

This section includes information you will need as you move forward with your planning
Much of this may be discussed during your initial planning meeting, but feel encouraged to browse this section to help you with ideas for your Proposal form, or to assist you as you begin work on the details of your event.

Your first step will normally be choosing a date.  Please consult the Law School Calendar to avoid conflicts with large events.  Have alternate dates in mind in case rooms or other resources are not available on your preferred date.

Your second step will normally be to reserve a room.  Please follow the Room Reservations guidelines, found in the link bank at right.  It can often take anywhere from 7 to 10 business days to receive a room assignment.  Room requests should be made as early as possible -- especially for major events, which often compete for space with the rest of the university.

Your budget will likely have already been determined after you've submitted your proposal form and met with the administration for event approval.  If you have not received budget approval, please develop a budget plan and contact Christine Heaton for details regarding your next step.  (Student organizations: please note that guidelines governing organizations require a budget prospectus for the entire academic year, and that no event, even a large-scale event, will be considered ad-hoc or independent of the rest of your activities.)  A budget worksheet (required for many major events) can be found in the link bank at right.


Every event carries with it different needs, but the following list includes typical requirements for Major Events, as well as information on how to fulfill them -- you will likely be collaborating with several different departments when planning a major event.  (Remember to browse the checklists and other tools linked at right for details or ideas.) 

Deadlines & Timing


Room Needs

Facilities Needs

Computer and Media Needs

Advertising an Event

Printing Needs


Alumni Involvement


If you have additional needs or questions, or would like to schedule a meeting to discuss
the event planning process, please contact Christine Heaton at