Event Planning at Doane | Doane University

The Role of Event Services

The Event Services department is the clearinghouse for events held on Doane University's Crete and Lincoln campuses. The department manages the scheduling of internal and external (third-party) events, prioritizing Doane's institutional events and activities. Event Services work closely with campus partners including the Public Safety Office, Custodial Services, Food Services, and IT to coordinate resources that support events on campus.

If you are planning a new event or making major changes to an existing event, it is best practice to go to Event Services as your first step in the planning process to work out any potential space or resource conflicts.

Reserving Event Space and Resources

A variety of meeting and event spaces are available to the college community for meetings and events. In addition, space can be rented to third-party (external) groups for a fee. These spaces include meeting and dining spaces, classrooms, conference rooms, auditorium, some athletic spaces, and campus grounds and facilities.

Event requestors should use the process below to reserve event space and request setup needs, audiovisual support, and other campus resources for their meeting or event. Please refer to the following deadlines to ensure the availability of desired space and delivery of resources. If you cancel an event, please let the Event Services office know immediately.

RESERVATION REQUEST DEADLINES:

MAJOR ENTERTAINMENT/EVENT 75 days prior to event

Any event that occurs in a major venue (Heckman, Conservatory, Ed/Art 236-242, Fuhrer or Haddix Arenas, etc) and has a contracted performer, speaker, dance/arts, competitions, concert, alcohol, inflatables, etc.
Over 100 people in attendance, minors as participants, ticket sales, or dance/arts
Special setup/production support (for lights, sound, power, video, etc) needed
IMPORTANT: Big events often require additional resources such as technology, intricate set ups, and staff - some of which may be outside of what we are able to reasonably provide. For events that require a contract agreement, extensive set up or technology, or multiple spaces and resource reservations, please start your planning process EARLY by scheduling a meeting with Event Services at least 75 to 90 days prior to the event start date. The Event Services office is in the Martin Facilities Building and phone number is 402-826-6675.

COMPLEX/INTERMEDIATE EVENT 45 days prior to event

Any event that occurs in a major venue and has performer, speaker, alcohol, inflatables, or special set up needs.
50-100 people in attendance
Special setup/production support (for lights, sound, power, video, etc) needed

STANDARD EVENT 14 days prior to event

Any event that does not require additional support or a complex setup
50 or less people in attendance.
Space and resource reservations (tables, chairs, podium, etc).
Set up and operation of audio visual equipment as well as sound checks.
Ensure doors are unlocked and parking is reserved.
Catering needs.

MEETING ROOM REQUEST

A minimum of 24 hours in advance if no resources are needed; a minimum of 48 hours in advance if any special setup (tech, tables, etc) or resources are needed.

STUDENT-RUN EVENTS

Click this link for special instructions for Student-Run Events.

FACULTY & STAFF EVENTS

STEP 1 - Pay Attention to Reservation Request Deadlines (see above!)

STEP 2 - Reserve your room/space in 25Live®

25Live® is Doane University’s new event scheduling software system that simplifies the process of reserving spaces and resources for your on-campus meetings, classes, conferences and activities. This tool replaced Active Data effective August 1, 2024.

Doane faculty and staff need to complete 25Live Getting Started - Login & Update Contact Info in order to access the 25Live system. This will allow the Event Services department to assign any events that you may have previously scheduled, as well as allow you to create, edit and get alerts about your upcoming events.

Within 25Live you can now:

Think through all the details of your event in advance! From determining the best room setup/layout for your event, reserving av equipment, reserving parking, putting your event on the public calendar (or not), starting your food or drink order, and more… 25Live asks the questions to help you plan a successful event.
Upload your event flyer or poster (in PNG or JPG file format) directly into 25Live and get it approved quickly. The Student Affairs Office must approve ALL potential Flier/poster postings. Approved fliers and posters will receive an approval stamp. This stamp must be on all copies of displayed fliers/posters. It is strongly recommended that you wait for this approval before making copies. You can still go old-school, and email the poster as a PNG or JPG file format to [email protected] with the email subject “Poster Approval Request”. Full Posting Policy.
Get your food order started from within 25Live. By answering a few simple questions about if you will be having food, snacks, or beverages (yes, even alcoholic ones) at your event within the 25Live reservation system, our on-campus food service vendor, Fresh Ideas, will be informed of your request and an email will automatically be generated to start the communication process between you and Fresh Ideas.

We have put together the following Training Guides to help you with your reservations and scheduling

Questions? Need help navigating 25Live? Don’t hesitate to contact the Event Services department directly at [email protected].

STEP 3 - Finalize the details, make edits, and confirm your event.

Events can be held in a “TENTATIVE” state until all information has been received so that you can continue to make edits and changes to your event. Unfortunately, events held in a TENTATIVE state will NOT appear on any public calendars (including Doane.edu) until they are moved to a “CONFIRMED” state.

14 days prior to your event, you will receive an email alerting you that your event is coming up and what state it is being held in.

Events will be moved to a “CONFIRMED” state a minimum of 7-10 days prior to the event and can NOT be edited without contacting the Event Services department directly by phone 402.826.6775 or email [email protected].

THIRD PARTY & EXTERNAL EVENT REQUESTS

Doane employees, students, alumni, and the greater community may rent space at Doane to hold a third-party/external event. Fill out the short request form below, and the Event Services Event & Conference Coordinator will contact you. Follow this link for additional information on third-party events.

EXTERNAL EVENT REQUEST FORM

Helpful Links

If your event has a participatory activity such as a bounce-house, mechanical bull, team or individual sport, or other physical activity, please have all participants fill out and sign this document and keep it on file.

Event Services Office Hours

Monday through Friday, 8:00 AM - 4:30 PM

Martin Building

(402) 826-6739

[email protected]