Winter Downtime

This month’s question: “Now that winter break is here, is there anything I need to be doing to prepare for next year? What event-related tasks should I be doing during this down time?”

Elaine:  It’s certainly been a busy year and we’re so thankful that you continue to use our buildings and services.  We are delighted that the Student Union, Student Recreation & Wellness Center, and outdoor University Green Spaces continue to serve as your primary event facilities.  Our expert team enjoys assisting you in planning and executing successful meetings and programs, and look forward to working with you in 2013!

Kirsten:  First things first, we recommend wrapping up your 2012 events.  Please take this down time to review your account and pay any outstanding balances so your future reservations are not delayed.  You will have at least one invoice per event, if they incurred charges.  If you have any questions about your account, please email us at eventservicesbilling@unlv.edu. Online payments are the fastest and most secure option (it’s also the sustainable way to go!); they can be submitted from our homepage by clicking on the “Make a Payment Online link.”  You may also fill out a Credit Card Authorization Form and fax to us at (702) 895-1609, if you prefer.  Alternatively, we accept checks and in-person payments (credit/debit card, check, cash).  UNLV Departments should always submit remittance via Inter-Department Requisition.

Elaine:  Looking ahead, reservations are being taken for the spring and summer semesters.  Please visit us in room 315 of the Student Union, email us at eventservices@unlv.edu or call us at (702) 895-4449 to check availability for your meeting or event.  If you’re part of a Registered Student Organizations or UNLV Department, please use our General Reservation Request Form.  For non-university entities or for large, complex reservations, please use our Request for Proposal form.  Reserving space now will help to ensure you get the rooms and dates you want.

Kirsten:  It’s also a good time to review any existing reservations you have for the spring and summer.  Perhaps you had reserved space and are no longer in need of it.  We ask that you notify us of any reservation adjustments or space cancellations so that other organizations may take advantage of booking that space as early as possible.  Please email your Conference & Event Coordinator (if you’re working with one) or eventservices@unlv.edu.  You may also submit a completed Cancellation or Change Form.

Additionally, it’s a perfect time to add marketing options to any new or existing events.  We can help you get the word out about your organization or upcoming program through the advertising options we offer in the Student Union and Student Recreation & Wellness Center.  With a combined 16,000 daily visitors, your audience is sure to be here!  TV advertisements, display cases, banners, and marketing tables are just a few options to help share your message.  Again, please email your Conference & Event Coordinator (if you’re working with one) or eventservices@unlv.edu.  You may also submit a Marketing Request Form.

Elaine:  Lastly, why wait until spring to begin your planning?  Now is a good time to set up meetings with your SUES contact to discuss your upcoming events.  You can begin to finalize your set-up and equipment needs, as well as any outstanding paperwork or questions you may have.  Our expert staff can assist you in reviewing your budget, providing decoration and menu ideas, and coordinating campus services like parking and recycling options.  Please review your Reservation Summaries to see if you’re working with one of our Conference & Event Coordinators; otherwise, please feel free to contact us with any questions!  If we don’t see you before then, have a great holiday season and a happy new year!

Other Resources
Online Payment Form
SUES Forms

Each month we’ll be answering your questions!  Ever wonder what microphone to use for a musical performance?  Don’t know how best to select a catering menu?  We’ll assist you with some of your event planning quandaries and get you on the road for a successful program.  Message, tweet (@UNLV_SUES), or comment here to send us your questions!