Large Events

Organized by LCSL Departments

Conferences, Invited Speakers Needing Travel, etc.

Please contact LCSL staff early in the event planning stages. If dates are flexible the staff can help you select times and dates to prevent event overlap.

Below are some guidelines for the logistics (rooms, catering, publicity, etc.) of a conference. They will not apply to all events and do not include things like inviting keynote speakers, distributing CFPs and collecting submissions, etc. If you have questions about things not included here, please email Abby (stahlabi@uic.edu) for guidance.

The times below are guidelines. Doing things sooner is almost always better. The LCSL staff are happy to help with any steps.

First Steps: As soon as your dates are set (at least 12 weeks prior to your event)

Space(s)

Think about where you would like to hold your event on campus. Depending on the number of participants you anticipate and the space you would like to use, you will need to plan ahead. Reserving Library 1-470, the Humanities Institute, a Lecture Center, or a room in SCE need to be done at least 8 weeks ahead of time.

  • To reserve one of our conference rooms, contact LCSLoffice@uic.edu. We will eventually need to know how you would like the room to be configured (conference table vs. theater style) and if you will be having any food at the event. If you don’t have those details yet, but would like to reserve the room, that’s fine.
  • Library 1-470, Humanities Institute, Hull House, or SCE conference rooms should be booked at least 8 weeks out. To reserve these rooms, please contact Abby (stahlabi@uic.edu) who will request the rooms on your behalf.

Apply for funding

  • Apply for funding from LCSL and other sources. Program fund applications are due on September 15, December 1, February 15, and April 15. If you plan to request funding, please apply during the earliest possible distribution round. Applications can be downloaded here.
  • Ask other departments/units for co-sponsorship.

Budget

Determine your approximate budget:

  • Will you be able to pay for rooms?
  • What kind of catering will you have if any?
  • What kind of honorarium and expenses will you pay for your keynote speaker (if applicable)?
  • Will you charge a registration fee? If so, how much? Will it be the same for all participants or will you have a variable scale (e.g., early bird registration, student pricing, etc.)?

Need help with your budget? Please contact Alma Sias (arsias@uic.edu) for assistance.

Next Steps: Registration, Publicity, and Travel

Please click on the pertinent button for more information.

Final Stretch: Catering, Announcements, and Tech

Please click on the pertinent button for more information.