4 Step Plan for a Successful Event

Two women arranging name badges at a registration desk during a corporate event

Planning an event involves more than reserving a space. Successful events start with understanding your responsibilities, planning ahead, and coordinating the campus services your event may need. Use the four steps below to help guide your planning.

1. Know Your Responsibiltities
2. Plan Around Key Dates
3. Follow an Event Planning Checklist
4. Coordinate Campus Spaces & Resources

💡Recommended Planning Timeline:
• Small events: Begin planning 3-4 weeks in advance.
• Large or complex events: Begin planning 8-12 weeks in advance to allow time for venue selection, approvals, vendors, and event promotion.

#1 Know Your Responsibilities

As an AU Event Host, you are responsible for:

Service Coordination: Arrange all necessary campus logistics, including space reservations, room setup, AV support, catering, parking, and security.
Clear Communication: Ensure all event participants are fully aware of university rules, restrictions, and requirements.
On-Site Representation & Liaison: Serve as the continuous on-site presence and official liaison to AU facility managers and support staff. The host must have space reservation confirmations, licenses, and support documents readily available for inspection.
Policy & Legal Compliance: Ensure all participants comply with AU policies and federal/D.C. laws. This includes specific regulations regarding alcohol possession, catering, sound amplification, poster compliance, and vending.
Contracts & Insurance: Oversee the execution of all contracts between AU and outside organizations (facilitated through the Contracts Office) and ensure proof of insurance is provided as required by the AU Office of Risk Management.
⚠️Events involving external guests and outside organizations always require contracts/agreements and provisions for insurance.
Financial Accountability: Ensure full, timely payment of all event-related fees. This includes costs for facility use, specialized equipment, extra cleaning, or repairs for any event-related damages.

#2 Plan Around Key Dates

Before submitting a space request, review the Event Planning Calendar to identify academic milestones, campus traditions, major events, religious observances, and other activities that may affect attendance, parking, venue availability, or event logistics.

The University Event Planning Calendar highlights key dates and seasonal planning considerations for each semester. Additional University calendars provide more detailed information about academic schedules, athletic events, religious observances, and other planning resources.

Legend:
📌 Scheduling Reminder - Important scheduling milestones or operational updates.
💡 Event Planning Tip - Recommendations to help maximize attendance or improve event planning.
🚫 Restriction - Periods when scheduling restrictions or limitations apply.

Summer 2026

📌 Event requests for Summer will be accepted and queued starting Monday, March 2 2026. Space for University events in the summer is made available on a rolling timeline, beginning in early April for event spaces and late April for instructional spaces.

Date

Event Planning Notes

May 10 2026 Sun – Aug 7 2026 Fri

Summer Conference Period

During the Summer Conference Period, University Conferences & Guest Services hosts a variety of conferences, camps, and external programs that utilize many of the University's residence halls, dining facilities, and event spaces.
After major events (such as WCL Commencement and Admissions Preview Day) have been accomodated, UCGS-hosted summer conferences receive scheduling priority.

May 15 2026 Fri - May 16 2026 Sat

Washington College of Law Commencement Period
Official WCL Commencement events coordinated by the Special Events Office receive scheduling priority.
University spaces and resources are limited during this period.
🚫Large, non-Commencement-related events are not permitted.

💡If your event requires a large space, consider scheduling before or after Commencement. Include alternate dates in your event request whenever possible to provide additional scheduling flexibility.

May 25 2026 Mon

Memorial Day
No classes. University offices closed

💡University staffing and support services may be limited on holidays. Avoid scheduling large or high-profile events on this date unless advance coordination and staffing arrangements have been confirmed.

June 19 2026 Fri

Juneteenth
No classes. University offices closed

💡University staffing and support services may be limited on holidays. Avoid scheduling large or high-profile events on this date unless advance coordination and staffing arrangements have been confirmed.

July 3 2026 Mon

Independence Day (observed)
No classes. University offices closed

💡University staffing and support services may be limited on holidays. Avoid scheduling large or high-profile events on this date unless advance coordination and staffing arrangements have been confirmed.

Aug 1 2026 Sat

Admissions Preview Day
The Office of Admissions hosts a campus-wide open house for prospective students and their families. Admissions Preview Day events receive scheduling priority, and high-capacity meeting and event spaces may have reduced availability.

💡If your event requires a large space, submit your request early and include alternate dates whenever possible.

Aug 7 2026 Fri

Last Day of the Summer Conferencing Period

Fall 2026

📌 Event requests for Fall 2026 will be accepted starting Monday, March 2 2026.

Date

Event Planning Notes

Aug 8 2026 Sat – Aug 22 2026 Sat

Fall Operations Transition Period

High-volume workforce trainings critical to Fall opening occur during this time, including Resident Assistants, Orientation Leaders and other large employee groups.
High-capacity spaces may have reduced availability during this period.

💡If your event requires a large lecture hall or other high-capacity venue, include one or more alternate dates in the logistics notes of your event request. If your preferred date is unavailable, the scheduling office can consider your alternate dates when identifying available space.

Aug 23 2026 Sun - Aug 29 2026 Sat

Move-In, Orientations & Fall Welcome
During this time, primary University priorities include Move-In, Student Orientations, Convocation and Academic Welcomes. Secondary priorities are official All-American Welcome Events approved and promoted by the All-American Welcome Committee.
University spaces and resources are limited.

💡Many students are expected or required to participate in University orientation and welcome activities during this period. If your event is intended for new students, consider submitting it to be an official Welcome Event, or schedule it after Welcome Week to maximize attendance.

Aug 28 2026 Fri

Convocation
Official ceremony welcoming new students to the University.

Aug 31 2026 Mon –
Sep 17 2026 Thu

First Day of Classes - Academic Schedule Adjustment Period
The class schedule remains fluid as classroom assigments are adjusted to account for add/drop-related shifts in enrollment.
Events and activities scheduled in instructional spaces have a higher risk of displacement, especially weekdays between 8:00 a.m. and 5:20 p.m.

💡If planning an event during the first three weeks of the semester consider selecting an event space. If you reserve an instructional space, be prepared for the possibility of a room change. Alternate space will be offered when available but cannot be guaranteed.

Sep 18 2026 Fri

Academic Schedule Is Firm
The class schedule is firm, and classroom changes are generally limited to ad hoc accommodation needs.

Sep 7 2026 Mon

Labor Day
No classes. University offices closed

💡University staffing and support services may be limited on holidays. Avoid scheduling large or high-profile events on this date unless advance coordination and staffing arrangements have been confirmed.

Oct 9 2026 Fri –
Oct 11 2026 Sun

Family Weekend

Family Weekend is an annual AU tradition that brings students, families, alumni, and staff together for a weekend of campus tours, performances, food, and community connection.
During this time, primary University priorities include official Family Weekend events, approved and promoted by the Family Weekend Committee. University spaces and resources are limited.

💡 If your event is intended for students and their families, consider submitting it to be an official Family Weekend event. Otherwise, consider scheduling it outside of Family Weekend to maximize attendance.

Oct 12 2026 Mon

Columbus Day / Indigenous Peoples' Day
American University remains open and operates on a normal schedule, however events involving external guests should consider potential impacts, including adjusted public transportation schedules.

Oct 16 2026 Fri

Fall Break
No classes. University offices open

Oct 25 2026 Sun

Admissions Preview Day
The Office of Admissions hosts a campus-wide open house for prospective students and their families.
Admissions Preview Day events receive scheduling priority, and high-capacity meeting and event spaces may have reduced availability.

💡If your event requires a large space, submit your request early and include alternate dates whenever possible.

Nov 11 2026 Wed

Veteran's Day
American University remains open and operates on a normal schedule, however events involving external guests should consider potential impacts, including adjusted public transportation schedules.

Nov 25 2026 Wed –
Nov 29 2026 Sun

Thanksgiving Holiday
No classes. University offices are open Wednesday and closed Thursday–Friday.

Dec 11 2026 Fri

Last Day of Classes
🚫 Student organization programming ends on the last day of classes.

Dec 12 2026 Sat –
Dec 19 2026 Sat

Final Exam Period
Study Days: Dec 12 Sat - Dec 13 Sun
Exam Days: Dec 14 Mon - Dec 19 Sat

🚫 Restrictions on Instructional Spaces:
• On Study Days, only academic class-related study and review sessions are permitted in instructional spaces
• On Exam Days, only Final Exams are permitted in instructional spaces
• Events are not permitted in instructional spaces on Study or Exam Days.

🚫 Restrictions on Event Spaces:
• Loud or disruptive events are not permitted.
• Amplified sound is not permitted.
• Activities in open spaces or rooms adjacent to instructional spaces should be kept to a minimum.
• Events in residence halls must observe extended quiet hours.

💡End-of-year celebrations, conferences, and large programs should be scheduled before Final Examination Period begins or after exams conclude. Events held during this period may have limited availability and may not align with the academic focus of the campus community.

Dec 20 2026 Sun

Winter Commencement
Winter Commencement is the University’s official ceremony celebrating graduating students and their achievements. Official Commencement events coordinated by the Special Events Office receive scheduling priority.
University spaces and resources are limited during this period.
🚫Large, non-Commencement-related events are not permitted.

💡If your event requires a large space, consider scheduling before or after Commencement. Include alternate dates in your event request whenever possible to provide additional scheduling flexibility.

Dec 21 2026 Mon –
Jan 3 2027 Sun

Winter Break
No classes. University offices closed

Spring 2027

📌 Event requests for Spring 2027 will be accepted starting Monday, March 2 2026.

Date

Event Planning Notes

Jan 4 2027 Mon

AU Re-Opens

Jan 7 2027 Thu -
Jan 10 2027 Sun

Move-In, Orientations & Fall Welcome
During this time, primary University priorities include Student Orientations and Faculty Training (“Ann Ferren Teaching Conference”). Secondary priorities are official Welcome Events approved and promoted by the Welcome Committee.
High-capacity spaces may have reduced availability during this period.

💡If your event requires a large lecture hall or other high-capacity venue, include one or more alternate dates in the logistics notes of your event request. If your preferred date is unavailable, the scheduling office can consider your alternate dates when identifying available space.

Jan 11 2027 Mon - Jan 28 2027 Thu

First Day of Classes - Academic Schedule Adjustment Period
The class schedule remains fluid as classroom assignments are adjusted to account for add/drop-related shifts in enrollment. Events and activities scheduled in instructional spaces have a higher risk of displacement, especially weekdays between 8:00 a.m. and 5:20 p.m.

💡If planning an event during the first three weeks of the semester consider selecting an event space. If you reserve an instructional space, be prepared for the possibility of a room change. Alternate space will be offered when available but cannot be guaranteed.

Jan 18 2027 Mon

Martin Luther King Jr. Day
No classes. University offices closed

💡University staffing and support services may be limited on holidays. Avoid scheduling large or high-profile events on this date unless advance coordination and staffing arrangements have been confirmed.

Jan 29 2027 Fri

Academic Schedule Is Firm
The class schedule is firm, and classroom changes are generally limited to ad hoc accommodation needs.

Feb 13 2027 Sat

Admissions Preview Day
The Office of Admissions hosts a campus-wide open house for prospective students and their families.
Admissions Preview Day events receive scheduling priority, and high-capacity meeting and event spaces may have reduced availability.

💡If your event requires a large space, submit your request early and include alternate dates whenever possible.

Feb 28 2027 Sun

New Eagle Day
The Office of Admissions hosts an immersive, full-day program that gives admitted students and families a complete look at AU—featuring campus tours, faculty meet-and-greets, and essential info sessions on everything from academics to financial aid.
Admissions New Eagle Day events receive scheduling priority, and high-capacity meeting and event spaces may have reduced availability.

💡If your event requires a large space, submit your request early and include alternate dates whenever possible.

Mar 7 2027 Sun –
Mar 14 2027 Sun

Spring Break
No classes. University offices open

Mar 26 2027 Fri, Apr 2 2027 Fri

Explore and Soar Day
The Office of Admissions hosts a condensed, half-day program tailored exclusively for admitted students, offering a focused experience with campus tours and faculty interactions.
Admissions Explore and Soar events receive scheduling priority, and high-capacity meeting and event spaces may have reduced availability.

💡If your event requires a large space, submit your request early and include alternate dates whenever possible.

Apr 6 2027 Tue

Campus Beautification Day
Campus Beautification Day is an annual spring tradition that brings the entire AU community together to plant greenery, spread mulch, and support sustainability efforts across our 90-acre accredited arboretum.

Apr 11 2027 Sun

New Eagle Day
The Office of Admissions hosts an immersive, full-day program that gives admitted students and families a complete look at AU—featuring campus tours, faculty meet-and-greets, and essential info sessions on everything from academics to financial aid.
Admissions New Eagle Day events receive scheduling priority, and high-capacity meeting and event spaces may have reduced availability.

💡If your event requires a large space, submit your request early and include alternate dates whenever possible.

Apr 16 2027 Fri, Apr 22 2027 Fri

Explore and Soar Day
The Office of Admissions hosts a condensed, half-day program tailored exclusively for admitted students, offering a focused experience with campus tours and faculty interactions.
Admissions Explore and Soar events receive scheduling priority, and high-capacity meeting and event spaces may have reduced availability.

💡If your event requires a large space, submit your request early and include alternate dates whenever possible.

Apr 26 2027 Mon

Last Day of Classes
🚫 Student organization programming ends on the last day of classes.

Apr 27 2027 Tue –
May 5 2027 Tue

Final Exam Period
Study Days: Apr 27 Tue - Apr 28 Wed
Exam Days: Apr 29 Thu - May 5 Tue

Instructional Spaces
🚫 On Study Days, only academic class-related study and review sessions are permitted in instructional spaces
🚫 On Exam Days, only Final Exams are permitted in instructional spaces
🚫 Events are not permitted in instructional spaces on Study or Exam Days.

Event Spaces
⚠️ Loud or disruptive events are not permitted.
⚠️ Amplified sound is not permitted.
⚠️ Activities in open spaces or rooms adjacent to instructional spaces should be kept to a minimum.
⚠️ Events in residence halls must observe extended quiet hours.

May 7 2027 Fri –
May 8 2027 Sat

Spring Commencement Period
Commencement is the University’s official ceremony celebrating graduating students and their achievements. Official Commencement events coordinated by the Special Events Office receive scheduling priority.
University spaces and resources are limited during this period.
🚫Large, non-Commencement-related events are not permitted.

💡If your event requires a large space, consider scheduling before or after Commencement. Include alternate dates in your event request whenever possible to provide additional scheduling flexibility.

Additional University Calendars & Inclusive Planning Considerations

Additional University Calendars

Major Religious Holy Days & Observances
💡Consider religious observances when selecting event dates to support an inclusive and welcoming campus environment.
Athletics Calendar
💡Review home games and major athletic events that may affect parking and traffic, or campus activity.
Registrar Academic Calendar
💡Reference the university's official academic calendar for all semester dates, academic deadlines, holidays, and exam periods.

Annual Heritage Month Observances

The following includes a mix of officially recognized federal heritage months, designated historical commemorations, and widely celebrated cultural awareness months.

January: National Slavery and Human Trafficking Prevention Month
February: Black History Month
March: Women’s History Month
Irish-American Heritage Month
Developmental Disabilities Awareness Month
April: National Arab American Heritage Month
May: Asian American, Native Hawaiian, and Pacific Islander (AANHPI) Heritage Month
Jewish American Heritage Month
Haitian Heritage Month
June: Pride Month
Caribbean-American Heritage Month
Immigrant Heritage Month
July: Disability Pride Month
September 15 – October 15: National Hispanic Heritage Month
October: National Disability Employment Awareness Month
Filipino-American History Month
Italian-American / German-American / Polish-American Heritage Months
LGBTQ+ History Month
November: National Native American Heritage Month
December: Universal Human Rights Month
National AIDS Awareness Month

#3 Follow an Event Planning Checklist

Use these checklists to guide your planning from reservation through event completion.

Initial Planning

☐ Define your event purpose and objectives
☐ Estimate attendance
☐ Select preferred dates (Review the Campus Event Planning & Additional Calendars
☐ Review Event Policies & Guidelines

Identify Event Requirements

Determine whether your event includes these common requiremets:
☐ Specialized A/V
☐ Amplified sound (outdoor events only)
☐ External Guests or Organizations
☐ External Individuals (speakers or audience)
☐ External Organziations
☐ External Vendors
☐ V.I.P Guests
☐ Accessibility accommodations
☐ Food/Bevearge Service
☐ Alcohol Service
☐ Licened Caterer (AU or other)
☐ Food Truck
☐ Unique Setup Requirements (e.g. stage, pipe & drape, etc.)