Consider who will be in attendance (e.g., students, faculty, staff, community members) and what content and format would engage them best.

An inclusive event is one that everyone can participate in and enjoy. One of the best ways to understand the needs of your audience is by asking them questions during the registration process. That can help you identify dietary restrictions or special accommodations for presenters and audience members, such as wheelchair ramps, special seating, and sign language interpreters.

For assistance with making the event website and materials digitally accessible, consult the Office of Accessibility Resources.

Swag bags and giveaways serve as material reminders of your event. Before you make any purchases, list potential items that resonate with the event's theme and can be of value to attendees. This could be branded merchandise, informational materials, or products that align with your event’s purpose.

Tips for Gathering Swag Bag and Giveaway Items

• University policies restrict providing external gift cards as event prizes. However, RebelCash or Dining Dollar cards for use at campus establishments are acceptable giveaways. Fill out the request form to get started and contact the RebelCard office with any questions.
• Work with Integrated Graphics Services or outside vendors to order promotional items. During this process, ask for samples before placing an order and allow ample time for order fulfillment and delivery.
• As sustainability becomes more vital, think eco-friendly. Opt for items that are reusable, recyclable, or made from sustainable materials.
• To help keep costs down, ask colleagues in other campus units if they have surplus items that can be repurposed for your event.
• Dedicate time for assembling the swag bags. Pull together a team of colleagues, student workers, and volunteers to support the preparation. This should be done at least a week in advance to address any last-minute issues or changes.

Guests from outside the UNLV community can benefit from an organized campus tour. You can schedule tours for various groups including school and community-based organizations and corporate groups.

Before You Extend an Invitation

Be aware of the following requirements before inviting specific individuals to your event:

• Before inviting government officials, coordinate with the vice president for government and community engagement. They will guide you on the appropriate way to extend an invitation.
• Before inviting other high-profile guests, work with the Office of the President.
• Notify relevant departments of VIP or dignitary participation (e.g., University Police Services for security needs).

Considerations for VIPs or Special Guests

If your event is hosting VIPs or special guests, consider their unique requirements. This may include:

• Special seating
• Dedicated staff assistance
• Separate entrances
• Additional special accommodations

Knowing these needs in advance can help you allocate resources effectively.

Before diving into the current event's agenda, take the time to analyze past event agendas. This can provide insight into what worked well and what didn't, helping you to build upon successes and avoid repeating mistakes. It can also offer a starting point for the structure of sessions and allocation of time.

Identify and secure speakers who are experts in areas relevant for the event. Consider their public speaking ability, charisma, and potential to connect with the audience. Securing notable presenters can significantly elevate attendee interest and engagement.

Helpful Links

• Request a University Leader to Participate At Your Event
• Search the UNLV Experts Directory
• Request a UNLV Expert as a Speaker
• Request UNLV Counseling and Psychological Services (CAPS) Participation

Work closely with your speakers to create compelling and interactive content. Offer assistance or guidelines on developing slide decks, infographics, and other presentation materials to ensure consistency, quality, and accessible content across all sessions. Supply them with any logos, PowerPoint templates, and other materials centered around the event theme.

Infuse the agenda with interactive workshops, Q&A sessions, panel discussions, and hands-on activities. These foster active learning and break any potential monotony.

Schedule regular breaks between sessions to prevent attendee fatigue and allow time for networking and informal discussions, which can often be as valuable as the formal program.

Ensure that each session is allocated a period of time that matches its content density and expected audience engagement level. This helps avoid the potential for overruns that can disrupt the flow of the event.

Anticipate potential changes or disruptions such as speaker cancellations or session overruns. Prepare for such eventualities with standby speakers, supplemental content, or adaptable time slots.

Academic conferences have unique needs. Ensure that you have facilities for poster presentations, symposia, and concurrent sessions for different tracks. Incorporate structured networking opportunities or dedicated times for attendees to interact.

Supplement the core agenda with entertainment or a social activity for attendees. Arrange for an evening dinner, city tour, sporting event, cultural outing, musical performance, or themed event to encourage informal networking. This will allow attendees to make connections outside the formal sessions.

• View our UNLV Arts and Entertainment webpage.
• If transportation to an outside location is needed, the university has established contracts with several charter bus services.

Solicit feedback from a variety of stakeholders, adapting the agenda as necessary to address any concerns or suggestions that arise.

Finalize the logistical aspects by coordinating with all involved parties. Ensure that every detail, from technology setup to speaker facilitation, is carefully addressed.