Event Planning Toolkit

Event Agenda are helpful documents utilized to outline the schedule, topics, and activities planned for an event, ensuring efficient organization and time management for planners and event service providers.

Event Planning Example 1 (for print only)

Event Planning Example 2 (for print only)

Print only Event Readiness Checklist

• Event & Room Reservations

  • Submit event reservations to PhoenixSPACES 
  • Event reservations should be submitted at least 14 to 21 days in advance.
  • For more event planning information visit the Event & Space Management Website or contact the office at events@elon.edu or (336) 278-3868

• Event Registration

  • If you plan to include event registration or RSVP’S for your event, please utilize the Events Management Application.
  • If you do not have access to the Events Management Application, please call the Technology Service Desk at (336) 278-5200 to request to be added as an Event Manager.

• Event Technology Services

  • If your event requires technology equipment, support services, and/or staffing please include request details during your event submission via PhoenixSPACES.
  • All requests should be received at least 14 days in advance.
  • For more information, contact the Event Technology Services at eventtechnology@elon.edu or (336) 278-6521

• Event Setup, Environmental, & Moving Services

  • If your event requires room setup, catering tables, environmental or moving services. Please submit final request details to the Fixit System. Event Setup Request
  • All requests should be received at least 10 business days in advance.
  • For more information, visit https://www.elon.edu/facilities/ or call (336) 278-5500

• Catering Services

  • If you are planning to have food at your event, request should be made via Mill Point Catering or Mediterranean Deli Bakery & Catering
  •  Mill Point Catering
    • All orders should be submitted at https://eloncatering.catertrax.com/
    • Orders must be reserved 7 business days in advance and confirmed within three business days to avoid late fees. For more information, call (336) 278-5330
  • Mediterranean Deli Bakery & Catering
    • For orders, please fill out the Catering Request Form 

• Event Security & Parking Services

  • Security Services: If your event has security needs, please submit request details to the Request for Police Officers Form.
  • Parking Services: If your event has parking needs, please contact the office at (336) 278-5555.
  • All requests should be received at least 10 business days in advance.
  • For more information, contact Campus Safety & Police at (336) 278-5555 or visit https://www.elon.edu/u/fa/police/

• Risk Management & Insurance

  • If your event requires a certificate of insurance due to risk levels or a contract with a 3rd Party, contact the Office of Risk Management & Insurance for guidance.
  • For more information, visit https://www.elon.edu/u/fa/faoperations/insurance-risk-management/ or call (336) 278-5435

• Facilities Management Services

  • If your event requires additional services such as transportation, carpentry, electrical, etc. Please visit https://www.elon.edu/facilities/
  • For more information, visit or call 336-278-5500

• Event Promotion

  • Promote your upcoming events through Elon University Platforms to reach your targeted audience
  • Today at Elon | www.elon.edu/news
  • University Events Calendar | www.elon.edu/events

• Print Services

  • If event materials such as flyers, banners, yard signs, name badges, brochures, and more, visit the print services portal to place your order.
  • For more information, visit https://www.elon.edu/print-services or call (336) 278-5582