Tools & Resources
Planning Tools
There are a myriad of details to take into account when planning your event. These checklists provide you with a suggested list of things to consider to ensure that nothing falls through the cracks.
Planning far enough in advance will ensure that your planning process will run smoothly and that any unexpected developments can be addressed appropriately. Use our suggested timelines to help you create a planning schedule that works best for you.
When planning your event you should use these forms below to request funding and to request any catering you need.
Branding and Promotion
The Strategic Communications team maintains a calendar of events on the Penn Libraries' main Drupal website, www.library.upenn.edu/events, to help raise visibility of programming and offer a central resource for library patrons to find upcoming events. Monica manages day-to-day update to the calendar; reach out to her with any questions.
If your event requires registration, you will need to create a LibCal page for the event, and a member of the Communications team will import it to Drupal for you. (You don't need to ask us to do this; we monitor LibCal regularly to find events to import! However, if you're not seeing your event on the website, please check in with Monica to make sure it's in the queue.)
If your event does not require registration, or if registration is being handled through a partner organization and/or on a different website, a member of the Communications team will create the event directly in Drupal. Contact Monica for more information.
The Penn Libraries Strategic Communications team promotes events hosted by the Libraries through various channels, including campus media, social media, email newsletters, and digital signs. Contact Monica Fonorow if you're interested in discussing a strategy for promoting your event.
Library staff are also encouraged to promote their own events using their networks and contacts in their academic community (hanging up flyers, emailing academic listservs, or using personal social media accounts).
Use the Campus Bulletin Board map to identify where you are allowed to post flyers on campus. For flyering in the residential colleges, contact Campus Housing and Academic Services at (215) 898-5551 or bring 220 print copies to Stouffer Commons roughly 2 weeks before you'd like them distributed.
The Events and Outreach Working Group is also keeping a running list of various newsletters and mailing lists for groups across campus. Contact us for more information.
Our outreach events are opportunities for us to represent the Penn Libraries. It's important for us to incorporate the Penn Libraries' branding requirements and guidelines.
The preferred nomenclature for our organization is “the Penn Libraries.” Please refer to Van Pelt-Dietrich Library Center as “Van Pelt-Dietrich Library Center” and not just “Van Pelt.”
Assets and Supplies
Wondering where to host an event? Check out the Libraries' Spaces page for reservable space.
It has information on details for rooms and how to reserve. If you are reserving a space on LibCal and have admin rights, please don't book from the backend unless you are person responsible for the room; instead, use the forward-facing interface.
There are also spaces in the library that are reservable by library staff only through Outlook. Those include:
Please contact Aleta Arthurs for assistance in reserving these spaces.
