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UW-Green Bay Office ofAdvancement

Event Planning

Inviting Chancellor Gary Miller to participate in your event

The Office of the Chancellor coordinates the participation of UW-Green Bay Chancellor Gary L. Miller in community and universitywide special events.

To aid in this process and to facilitate the scheduling of multiple events on a given day, the Office of the Chancellor requests that you submit the Chancellor Request Form at least 60 days prior to your event. The form asks for relatively detailed information regarding the type of event, projected attendance, an outline of the formal program if any, and expectations of Chancellor Miller. (Will he be asked to deliver brief welcome remarks, present an award, or address a particular topic?) If your event is contingent on the chancellor participating, it is recommended you submit your request six months to one year in advance and provide alternate dates.

If Chancellor Miller will be able to attend, Paula Marcec, assistant to the chancellor, will send the event contact an Outlook meeting request to let him or her know the event has been added to the chancellor's calendar. An Outlook notification will also be sent to the Office of University Advancement so an event liaison can be assigned if the size of the event warrants or if the event is of possible larger importance to community or donor relations.

Chancellor Miller and his wife, Georgia, also expect to attend a variety of UW-Green Bay performing arts events, lectures and symposia, gallery exhibits, student activities, cultural offerings and sporting events over the course of the year. If these events are periodic or recurring, public in nature, publicized in advance and posted to the appropriate public calendars and schedules by the start of each semester, the Office of the Chancellor will automatically list these opportunities on the chancellor’s master calendar. It is not necessary to submit a blanket or individual invitation to an entire season’s events. If, however, there is a game, concert or event among many that is likely to hold added significance, be accompanied by a special reception, attended by various dignitaries, or can be expected to draw notable campus and community attention — in short, activities that would feature the Millers’ active participation as co-hosts and University representatives — please submit an invitation using the Chancellor Request Form.

Chancellor Request Form

Professional assistance in planning your event

The University Advancement division plays a central role in organizing the majority of the University’s most important events and receptions. Staff members often take the lead in arranging alumni and community gatherings and events of an all-University nature. Because of this experience, they can be a valuable resource in providing counsel to others across campus who might be planning smaller or program-specific gatherings. They can advise on general best practices, proper protocol and logistics to consider in planning an event.

Liz Teubert, program associate, is the initial contact to refer your specific inquiry to the appropriate University Advancement staff member. She may be reached at (920) 465-2074 or TeubertE@uwgb.edu.

Consistently well-executed events, regardless of size or scope, contribute greatly to the University’s reputation, brand and level of support. Among issues that facilities and event planners will want to address:

  • Choice of main venue and appropriate spaces
  • Budget
  • Invitation list and RSVPs/advance registration
  • Catering needs and menu options
  • Room set-up (diagrams)
  • Audio/visual needs
  • Podium/stage, backdrop, lecterns (always bearing the UW-Green Bay mark)
  • Directional signage, indoors and outdoors
  • Banners and interior decoration
  • Registration table procedures
  • Name tags (using common template available at TBD)
  • Entertainment options (student and faculty ensembles)
  • Invitations: design and mailing
  • Pre-event publicity
  • Parking needs
  • Housekeeping (notifying Facilities Management of desire to “spruce up” areas of special attention or possible tours)
  • Additional considerations for formal ceremonies (details including proper stage positioning of U.S. flag in relation to state and university flags, etc.)

Please note: UW-Green Bay’s Office of Outreach and Adult Access provides specialized assistance to those planning conferences, hosting professional association meetings and similar events. Contact Mona Christensen at (920) 465-2267 or ChristeM@uwgb.edu, or visit the Conference Services website.

Professional assistance in executing the details

The University of Wisconsin-Green Bay is fortunate to have excellent facilities for special events as well as experienced staff members ready to assist.

Primary Event Venues and principal contacts are:

Please note: Reservations staff in the University Union handle the booking of other commonly used meeting spaces across campus. This includes all academic buildings — particularly Mary Ann Cofrin Hall and its large classrooms, indoor Atrium and outdoor Lenfestey Courtyard — as well as Lambeau Cottage along the campus bayshore and outdoor public areas including Communiversity Park and the Arboretum trail. See University Union Event Planning for these additional options.