Event Planning Resources

Room/Space Booking Form

Faculty and staff who require use of a meeting room, classroom, the NU Hallway, NUSU, the Monastery, Library, or Athletics building must submit their request through this form, including details of their intended use of the space. 

Tips: 

• Do a site visit to ensure the room or space you have booked is spacious enough for guests, including those with potential accessibility accommodations.
• Provide wayfinding signage from the front entrance to your event space 

Event Set-Up Request

Faculty and staff must submit this form if you require setup such as tables or chairs for your event, after making a Room/Space Booking. 

Tips: 

• Contact facilities to ensure your event space is cleaned and unlocked for the day of your event.
• Please note that if your event is scheduled on a weekend you will need to coordinate a cleaning schedule with the facilities department to ensure that cleaning staff have been schedule and assigned for your event. 
• Additional resources or material rentals could be required from an external vendor (tables, chairs, lights, linens, tents, etc.) 

If you require audio or visual services for your event please contact University Technology Services for more assistance.
Contact: helpdesk@nipissingu.ca 

Tips: 

• Visit the rooms you’ve booked to ensure that each space meets your A/V needs. 
• Do you require a screen for presentations? Is there audio? 
• Is there an adequate amount of power outlets in each space? 
• Is there a reliable internet connection? 
• Is the lighting appropriate?  
• Is additional equipment required? Lighting, projectors, monitors, microphones, etc. 

Creating an accessible event at a university involves thoughtful planning to ensure inclusivity for all attendees, including those with disabilities. It is the responsibility of the department hosting the event to ensure that that it is accessible. 

Please click the link below to view the Accessible Events document for some tips to help you. 

Sodexo Catering

Contact the on-campus Sodexo team to help cater your event.

Tips:

• How many people (guests, staff, volunteers, etc.) are attending? 
• Where will the food be located in the event space? 
• When will the food arrive and when do guests eat? 
• When do event staff/volunteers eat? Do event staff/volunteers need coverage when on break? 
• Ask for dietary restrictions before submitting final order. Plan to offer a variety of food options that cater to common dietary restrictions and allergies. 

Once you are done with all the background work it takes to plan and prepare your event. The Marketing and Communications team can help you promote your event.

Event Listing Submission

Submit a request to have your event featured on the event listing section of Nipissing University's website. This is for internal events only.

NU News Submission Form

Our NU News publication includes highlights of activities around the University as well as upcoming events. If you would love to share your story here are some tips for your submission.

• high resolution photos are best, landscape mode preferred
• if submitting photos of others, complete a model release form
• if taking video, hold phone in landscape mode

Marketing Services Request

Submit a request for assistance with campus television screens, design/print, media relations, photography/video, social media, website updates, and more.

Marketing Resources Request

Request to borrow items such as the photo booth, podium, media backdrop, pop-up banners, tablecloths and more.

Promotional Items Request

Our team can assist in sourcing, designing, and ordering promotional items for a variety of needs. We have clothing, drinkware and accessories in stock. If you're seeking materials to give out at an event or gift to a guest speaker, complete the form.

Please note the form is for internal purchases only.
For external promotional item purchases, please visit the Lakers Shop or the Campus Shop

Photo/Video Release Form

Need to take photos and videos at your event. Ensure everyone attending consent to getting their photos taken.

On-Duty Campus Officers 24/7 

Cell: (705) 498-7244 or (705) 471-2488 

Emergency Management Plans (EMP) 

An Emergency Management Plan (EMP) outlines roles, communications and procedures for incidents such as fire, evacuation, lockdowns and medical emergencies. An EMP may be requested for larger or higher-risk events — for example when expected attendance is high (ex. 100+), when event operations require coordination of security, facilities, volunteers or external agencies, when the event takes place outside regular business hours, or when it involves the community, alcohol service, or outdoor or amplified activities.  

EMP plans are developed specifically for each event, in collaboration with Human Resources - Health & Safety, to reflect the unique layout, activities, and staffing involved. Campus Sales & Services Event Coordinators can review your event details and advise whether an EMP is required. 

For more information on Campus Safety protocols, please CLICK HERE