Reminder: important deadlines for planning events and meetings
Reminder: important deadlines for planning events and meetings
Successful and memorable events—even simple meetings–are planned in advance with proper communication and guidance from your assigned Event and Conference Services (ECS) event manager. ECS’ 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, please remember the deadlines required to make the most of our resources. Resources including staffing, technical services, tables and chairs as well as services such as catering and parking are limited and require advanced planning.
Listed in this table are the deadlines necessary to pull off that one of a kind event.
Event and Conference Services
Planning Deadlines
| 21 Days
|
Large events require a reservation to be made at least 21 days in advance. Examples: Outdoor Complex Social/Flow Events; Fashion shows; Pageants; Concerts; Walks and runs; Conferences. | Campus location should be booked and confirmed well in advance to ensure the space is available. For example, events which are large (200 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, Outdoor Lower-Risk Social/Flow Events, and meetings requiring Technical Services, staffing, catering, rentals and/or Parking Services must be planned with your Event Manager at least 14 days in advance. |
On-campus location should already be confirmed. Those events or meetings, for example, with less than 200 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 – 48 hours
|
Events and meetings requested between 13 days and 48 hours will have the room confirmed (if available) “As-Is.” Services including room setup, Technical Services, or staffing will not be provided. Outdoor Event requests will not be confirmed. | Campus room, venue, or location should already be confirmed; however, requests for facilities are accepted within this time frame. Services including a specific room setup, technical services, staffing and all Outdoor Event requests require a 14-day lead time. Service requests will neither be considered nor accommodated under 14 days. |
| Under 48 hours
|
Requests submitted within 48 hours of the event start time will be denied. | Campus locations will not be confirmed if the request is submitted within 48 hours of the start of the event. No requests will be accommodated in this time period. |
| 10 Days
|
Please ensure the following forms are submitted at least 10 days in advance: Catering; Parking Services; Food Waiver Request Form; 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. |
Categorised in: General
This post was written by Rixham, Judith R.