Event Planning Policy & Process

After you have received an email stating the space is “conditionally booked” (all of the following should be done as soon as possible!)

• Read room use guidelines (if using an event venue)
• Secure a Caterer (note covered services requirements for catering)
• Apply for Campus Event Permits through EH&S (mandatory for all event venues and classroom events where food is served to public)***
• Apply for a UCPD Alcohol Permit (if needed)***
• Obtain Liability Insurance Certificates (if needed)***
• Request Moving Services
• Consider what type of tech is needed
• Request Media Services (must be 30 working days out for Spieker)
• Once all permits are approved, complete the Event Details Form

*** Room is conditionally reserved until all permits and insurance certificates are approved and received by the Events Team

60 Days Prior

• Determine the program
• Consider Disability Access & Compliance
• Consider Zero Waste Event Compliance
• Consider Security needs
• Determine Signage needs
• Determine communication plan
  • Publicity (schedule? How and who needs to be communicated to?)
  • Is registration needed? What software to use?
  • Will there be a charge for the event?

30 Days Prior

• Request Keys from the Facilities office, S549
• Reserve Stadium Garage parking for speakers through EMS
• Reserve parking for vendors
• Have speaker(s) sign Media Release Form
• Update Moving Services on any rentals required (refer to room use guidelines for furniture in room)
• If not already completed, upload approved permits on the Event Details Form

Day before your event

• Pick up the keys you requested from Facilities Office, S549
• Confirm timing with vendors

Event Day

• Greet vendors
• Review with Media Services on program flow

Post-Event

• Put away all furniture/remove any items in room
• Take down all signs
• Return keys to Facilities Office, S549 (there is a key return drop box if no one is at the desk)
• Confirm that captions are uploaded on the YouTube videos