Reminder: important deadlines for planning events and meetings
Successful and memorable events, including simple meetings, are planned in advance with proper communication and guidance from your assigned ECS event manager. Our goal is to have your guests walk away satisfied with each and every event or meeting that takes place on campus. With this goal in mind, we kindly remind event planners of the deadlines required to make the most of our resources. Resources including staffing, technical services, tables and chairs are limited making last minute requests difficult to accommodate. Services such as catering and parking are limited as well and require advanced planning. Listed in the table below are the deadlines necessary to pull off that one of a kind event.
Planning Deadlines:
| 21 Days
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Large events (e.g., conferences, large meetings, concerts, walks and runs) require at least a 21 day notice.
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Campus location should be booked and confirmed well in advance to ensure the space is available. For example, events which are large (300 or more guests), those which require sound systems, staging, special lighting, contracts with a tech rider, ticketing, registration, coordination with police, should be planned and finalized three weeks prior to the event date. |
| 14 Days | Events and meetings which require Technical Services, staffing, catering, rentals and/or parking must be planned with your Event Manager at least fourteen (14) days in advance.
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Campus room, venue, or location should already be confirmed. Those events or meetings, for example, with less than 300 guests, or require less sophisticated technical services such as a podium and mic, catering, and/or parking for outside guests should be planned and finalized two weeks prior to the event date. |
| 13 Days – 24 hours
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Events and meetings planned between 13 days and 24 hours will have their event space setup request accommodated, however, requests requiring Technical Services or staffing will not be guaranteed and will be fulfilled based on staffing and equipment availability.
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Campus room, venue, or location should already be confirmed; however, requests for facilities are accepted within this time frame. Rooms will be setup to meet the needs of the event or meeting. Technical services and/or staffing requests are not guaranteed. |
| 10 Days
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Please ensure the following forms are submitted at least 10 days in advance: catering, event parking request form, food waiver request form and the fire permit form. | Services provided by campus departments require two weeks’ notice. This provides ample time to properly staff, order the necessary food and beverages, and/or alert the proper county authorities. |
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24 hours
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Reservation requests will be granted on an “As-Is” basis – meaning any existing room setup will need to be used. No additional services will be provided. | Requests for rooms will be granted and offered to the requestor “as-is;” meaning, no additional services will be accommodated and the room itself is reserved using the existing setup (room could be set in a circle, empty, banquet style, etc.). |
Categorised in: General
This post was written by Rixham, Judith R.