CLA events
CLA Events Table of Contents
Welcome to CLA's events resource page!
Here, you'll find everything you need to plan a department or student club event, from detailed guidelines to helpful tips. Plus, stay updated on major CLA events and make sure you don't miss out on any of the excitement!
Remember event planning and promotion takes time! Please submit your CLA Marketing and Promotions Google Form to us 5 weeks ahead of time for events off campus and 4 weeks ahead of time for events on campus at minimum.
Quick Links
(Use the drop down arrow to access the quick links. All links will redirect you from this page.)
CLA Marketing & Promotion Google Form
Your first step is to fill out the CLA Marketing & Promotions Google Form. This gives us all the info we need to start your event.
All event scheduling for UAF takes place on 25Live. Your department administrator is responsible for the entire booking process,
including maintaining the reservation and handling cancellations, through 25Live.
Event Photography & Videography
Did you know that you can book a photographer or videographer through UAF or CLA to capture your event?
Learn more about the booking process.
Marketing Materials
Your CLA PIO Office makes all the design magic happen behind the scenes!
Learn more about the services we offer, see branding requirements, access templates and more!
Paid Advertising
Consider exploring paid advertising opportunities to maximize your event's reach. Investing in targeted ads can effectively attract a broader audience, ensuring your event receives the attention and participation it deserves.
Looking for a simplified, printable version of all of this information?
Department/Club Events
Getting Started
The CLA PIO Office is here to support events of all sizes, whether it's a student club meeting, a guest speaker session, or a large-scale event. With expertise in planning, promotion, and execution, the PIO team ensures your event runs smoothly and successfully.
Event hosts will need all the necessary information on hand when filling out our CLA Marketing and Promotion Google Form. They'll need to provide the event name, time, dates*, any affiliated organizations/clubs/departments, a publishable event description for the UAF Events Calendar, and any notes about their event. We will make all the marketing materials needed. If there are specific images you would like to use, please also include those on the form.
Remember, event planning and promotion takes time! Please submit your CLA Marketing and Promotions Google Form to us 5 weeks ahead of time for events off campus and 4 weeks ahead of time for events on campus at minimum.
*A note regarding scheduling: CLA consists of 18 departments, each hosting its own events and student club activities. Given the interdisciplinary nature of our student body, participation in events often spans across departments. To optimize attendance at your events, we recommend consulting the UAF Events Calendar before finalizing the date for your event.
Photography & Videography
Event hosts can request photography and/or videography services from either CLA or UAF to capture the highlights of their events. Check off the photography box on our CLA Marketing and Promotion Google form and our team will work with you to ensure your memories are preserved beautifully.
Booking a UAF Photographer
To utilize a UAF photographer from University Relations:
To request a photo shoot of university-related events, complete their photo shoot request form. For information about availability prior to completing the form, email uaf-photo@alaska.edu.
Find out more about requesting a photo shoot or the criteria used to evaluate your request.
Booking a CLA Photographer
To utilize a CLA photographer from the CLA PIO Office:
To request a photo shoot of university-related events, select the appropriate checkbox in the CLA Marketing and Promotion Google Form.
For information about availability prior to completing the form, email cla-pio@alaska.edu.
Event Venues
Reserve your on-campus venue as soon as possible, as spaces book quickly. Your department administrator is responsible for the entire booking process, including maintaining the reservation and handling cancellations, through 25Live. To optimize attendance at your events, we recommend consulting the UAF events calendar before finalizing your schedule.
*Note: If your department admin is having issues with 25Live, they can contact University Relations team member and UAF Institutional Events Manager Kara Nash for assistance at knash5@alaska.edu or at 907-474-6726. All emails should CC the PIO office at cla-pio@alaska.edu.
Check out some of the most booked spaces for CLA events!
Akasofu 501
Syun-Ichi Akasofu 501 Conference Room (AKA 501)
Capacity: 50
Features: HDMI to HDMI Connection, Lock - Key Access, Seating - Moveable, Seating - Tables & Chairs, TV Monitor, VGA to VGA Connection
BP Design Theater
Joseph E. Usibelli Building 401A BP Design Theater (JUB 401A)
Capacity: 96
Features: Board - Glass, Board - Smart, Conferencing - Microphone, Conferencing - Microphone - Podium, Conferencing - Video/Web, Data/Video Projector, Document Camera, Floor - Carpet, Interactive Display, Lock- Card Access, Podium - Instructor, Projection Screen - Motorized, Seating - Moveable, Seating - Tables & Chairs, TV Monitor, Windows
Elvey Auditorium
CT Elvey Classroom Auditorium (ELVE 214)
Capacity: 199
Features: Computers - PC, Conferencing - Microphone, Conferencing - Microphone - Ceiling, Conferencing - Microphone - Podium, Conferencing - Video/Web, Data/Video Projector, Document Camera, DVD, HDMI to HDMI Connection, Lecture Capture, Lock- Card Access, Podium - Instructor, Projection Screen - Motorized, Sound Reinforcement, Sound System, TV Monitor, VGA to VGA Connection, Wireless Sharing
Murie Auditorium
Margaret Murie Life Sciences Auditorium Classroom (MUR 104)
Capacity: 146
Features: Audio Out, Board - Glass, Computers - PC, Conferencing - Microphone, Conferencing - Microphone - Ceiling, Conferencing - Microphone - Podium, Conferencing - Video/Web, Data/Video Projector, Document Camera, DVD, HDMI to HDMI Connection, Interactive Display, Lecture Capture, Lock- Card Access, Podium - Instructor, Seating - Fixed, Seating - Tiered, Sound System, TV Monitor, Wireless Sharing
Schaible Auditorium
Joseph E. Usibelli Building, Druska Schaible Auditorium (JUB 200)
Capacity: 256
Features: Board - Glass, Board - White, Computers - PC, Conferencing - Microphone, Conferencing - Microphone - Ceiling, Conferencing - Microphone - Podium, Conferencing - Video/Web, Data/Video Projector, Document Camera, DVD, Floor - Carpet, General Use Classroom, HDMI to HDMI Connection, Interactive Display, Lecture Capture, Lock- Card Access, Podium - Smart, Projection Screen - Motorized, Seating - Fixed, Seating - Tiered, Sound Reinforcement, Sound System, TV Monitor, VGA to VGA Connection, Wireless Sharing
CLA Conference Room
Ernest Gruening Building
CLA Conference Room (GRUE 503H)
Capacity: ?
This room is unavailable for booking on 25Live; however, it must be reserved for use through the CLA Dean's Office. Please email uaf-cla@alaska.edu for availability and reservations.
Features:
Did you know?
The Davis Concert Hall and the Lee H. Salisbury Theatre are both available for rental for a fee. UAF-affiliated users receive a discount. Both venues require a space user form.
The Davis Concert Hall and Salisbury Theatre can be reserved the same way as the above venues through 25Live. There will be additional steps when reserving and renting these spaces. The Department of Theatre and Film can provide more information on how to request a reservation of the Lee H. Salisbury Theatre.
Zoom Webinars & Live Streaming
Having an accompanying Zoom webinar at all our public events at the University is essential for enhancing accessibility and inclusivity and since 2020 it has become a best practice. It allows individuals who cannot attend in person due to geographical, physical, or time constraints to participate fully. This approach broadens our audience reach, fosters greater community engagement, and ensures that our events are accessible to a diverse and global audience.
Additionally, it provides an opportunity to record and archive events, making them available for future reference and educational purposes, thereby extending the impact of our initiatives beyond the immediate time frame of the event.
Creating a Zoom Webinar
Zoom Webinars are created and managed through the CLA PIO Office. A special Zoom account has been created under the cla-pio@alaska.edu email and will serve as the host of the event.
Your Zoom Webinar link will be included on all marketing materials promoting the event including posters, digital signs etc.
When filling out the CLA Marketing and Promotions Google Form, you will indicate whether you need tech assistance from the PIO Office on the day of the event to manage the webinar. Additionally, you will be asked to provide 1-2 names of faculty/staff as co-hosts for the Zoom event and any panelists that need to be added if applicable.
Archiving Zoom Webinar Videos
All Zoom webinars will be recorded for archival purposes and internal use. These archives can be accessed on the CLA PUblic Relations and Marketing google drive and are available upon request by faculty and staff.
With the permission of the host and guest speakers, we will polish up the recording and publish it to YouTube and/or other appropriate platforms for public viewing. Post-processing for videos can take 2-3 weeks after the request is made. Once on platforms like YouTube videos can be added to department websites and the like.
Live Streaming Events from Zoom to Facebook
Zoom has a feature that allows webinars to be live streamed from Zoom to a specific Facebook page. Every department in the UAF College of Liberal Arts has a designated Facebook page.
With the permission of the host and guest speakers, we highly recommend live streaming the webinar to your designated department's Facebook page to increase visibility, engagement, and access.
Post-event, these videos can remain on their respective Facebook page permanently or be removed until the edited version is ready to be released.
UAF Internal Kaltura Archive
Kaltura is a media hosting platform that UAF uses that allows users to share and create videos and audio recordings. It can be used for a variety of purposes, including education, internal training, and digital marketing.
All Zoom recordings through the alaska.zoom.us company domain SSO are automatically saved to Kaltura privately. These videos can be edited and organized into playlists and channels easily through the platform and made public or kept for UA internal use only.
The UAF College of Liberal Arts has a channel and a designated playlist for every department. Recorded Zoom webinars from events can easily be edited and organized on Kaltura in half the processing time upon request compared to polishing videos for other platforms like YouTube.
Equipment Rentals
If you need to rent items such as tables, chairs or other extra equipment please work with your department admin to fill out an EWORF with our facilities team. This form requires detailed event information including floor plans of where you want all rented equipment to go so the Facilities Team can be as prepared as possible for the delivery of your items.
Catering
Events with food have additional steps whether you are catering your event through Chartwells or providing your own food via a potluck or pizza party etc. If you are serving food you will need to work with your department admin to create an account with CaterTrax and submit an order through Chartwells or provide a completed Food and Beverage Application for food not prepared by UAF Catering.
UAF campus catering and food service
Chartwells Catering offers simple to high-end customized catering with the added bonus of knowing the campus and facilities inside and out! Let us bring service, style and taste to your next event. Are you on a limited budget? Contact their office to discuss customized options.
Place orders online at least two weeks in advance. If you are unable to provide 14 days notice or would like a customized order, please contact Chartwells Catering directly to discuss your event needs and place your order.
Contact information
Kate Juneau, Chartwells Catering Manager
Office: 907-474-6820
Email:kate.juneau@compass-usa.com
Place orders online: https://uaf.catertrax.com/
Other food and beverage:
(including grocery stores and donations)
Catering and food services that can be provided by Chartwells/UAF Catering at comparable pricing should be utilized. A quote provided by Chartwells may be required prior to authorization for use of off campus vendor.
To use a vendor other than Chartwells Catering and/or provide store bought or donated items for your event a Food and Beverage Application (PDF) must be submitted for approval prior to the event. Send requests to uaf-dining@alaska.edu at least two (2) weeks in advance to ensure time for processing. Please attach a menu or items for purchase and an estimate of cost from proposed vendor (i.e. outside caterer or grocery store, etc).
Mobile food vendors (including food trucks) must be scheduled through the Dining and Contract Operations office at least two (2) weeks in advance. Additional time will be required for mobile food vendors who have not been prequalified.
Contact information
Dining and Contract Operations
Office: 907-474-6661
Email: uaf-dining@alaska.edu
For more information about catering at UAF please visit their website: https://www.uaf.edu/dining/events-and-catering.php
Advertising
Advertising your event, no matter the size, is key to ensuring a great turnout and vibrant atmosphere. By spreading the word, you help your target audience of students and colleagues get excited and informed about what’s happening. A well-promoted event not only boosts attendance but also enhances the overall experience for everyone involved.
Advertising and event planning takes time! Please submit your CLA Marketing and Promotions Google Form to us 5 weeks ahead of time for events off campus and 4 weeks ahead of time for events on campus at minimum. This timeline will be essential to your event's success.
There are ways we can help you advertise your event, both on-campus and off.
On-Campus
The CLA PIO Office offers various marketing options to promote your events on campus. Faculty can utilize flyers, digital signs, ads in napkin holders, PSAs on KSUA, and more to effectively reach and engage the university community.
Off-Campus
We can assist you with listing your event in community calendars, pitching stories to local news outlets, placing signage in local shops and more. These strategies help engage the broader Fairbanks community, ensuring your event reaches a diverse and enthusiastic audience.
Consider exploring paid advertising opportunities to maximize your event's reach. Investing in targeted ads can effectively attract a broader audience, ensuring your event receives the attention and participation it deserves. See our Paid Advertisement page for more details.
The After Party
Conducting an analysis of events after they are held is crucial for continuous improvement. Evaluating the number of attendees and gathering attendee feedback helps identify successes and areas for enhancement, ensuring future events are even more successful and engaging.
At the start and conclusion of every event, there is a required start and end slide that can be found here. This slide requests event attendees to digitally check in to your event. They will also have the opportunity, should they wish, to donate to CLA to fund further guest speakers and programs.
The first slide is a welcome and check in.
The second (conclusion) slide is a thank you with another opportunity to check in if they missed it at the beginning, and an opportunity to give if they liked the event. Encouraging donations from event attendees can significantly enhance our academic community at UAF. The College of Liberal Arts focuses on fundraising to bring visiting scholars, guest speakers, artists-in-residence, and outside researchers to our campus. These scholars enrich our intellectual environment, foster academic excellence, and inspire innovative thinking through lectures, workshops, and collaborative projects. Their presence provides invaluable learning experiences and mentorship for students, elevating our institution's scholarly reputation.
Attendance analysis, post mortum, host feedback
Thank you
Thanking your presenters is essential for showing appreciation and fostering positive relationships. Providing a small branded gift not only expresses gratitude but also promotes your organization, leaving a lasting impression and encouraging future collaboration.
As a small token of our gratitude to our visiting guests, CLA is putting together a swag bag with a thank you card for your department to sign. Would you like a swag bag put together for your guest?
Thank you swag bags include 1) yellow paper bag, 2) CLA beanie, 3) Polar Bear sticker and 4) Blank Thank you Card. We encourage event hosts to add department swag to the thank you bag with whatever custom department swag items you have on hand.
When filling out the CLA Marketing and Promotions Google Form, indicate whether you would like a thank you swag bag put together for your guest(s).
Looking for a simplified, printable version of all of this information?
CLA Major Events
New Student Orientation/Meet Your Major
UAF's New Student Orientation and Major Mania is an invaluable event for incoming students, offering them a comprehensive introduction to university life. As faculty, your participation is crucial in welcoming these new students, showcasing your departments, and helping them explore potential majors, setting the stage for their academic success.
Convocation
UAF CLA's Convocation is an annual event that brings together students, faculty, and staff to celebrate the start of the academic year. It’s a time for the College of Liberal Arts community to gather, recognize achievements, and set the tone for a successful and inspiring year ahead.
CLA End-of-the-Year Celebration
The CLA End-of-the-Year Celebration is a new event set for April, designed to honor our graduating students and reflect on the past year's accomplishments.
CLA Staff Appreciation
CLA Staff Appreciation Day at UAF is a special event dedicated to celebrating the hard work and dedication of our staff members. It's a day filled with recognition, gratitude, and festivities, where we honor the vital contributions that our staff make to the success and vibrancy of the College of Liberal Arts.