Event Scheduling Reminders

To best facilitate the needs of your event, please read through the reminders.

• Choose the date and check the availability of your desired location via the Event Management System on e-services.  Consult the planning calendar to make certain your event does not conflict with major campus activity dates and other events.  This creates an environment that is conducive for optimal attendance.

• Begin planning your logistics early.  If given enough time, support staff can assist you in working through any challenges you may come across.

• If you hold multiple spaces for the same event while deciding on your venue, please release immediately once making your decision.  Your venue choice should be ideally made at least 2 weeks prior to the event date.

• Request additional services (media and catering) at least two weeks prior to the date of your event.

• All set-up details must be submitted at least two weeks prior to the date of your event to ensure the appropriate resources are available.  These resources include staff availability with the Office of Facilities Management, tables, chairs, and items of the like.  Any additions and/or changes must be submitted at least one week prior to the event date.  Again, additions/modifications will be facilitated based on available resources. Any request after that time may not be able to be honored based on staffing availability and set-up inventory.

• If assisting students in event planning, please be aware that the student organizer must contact Event Services well in advance of their event to fill out the appropriate paperwork. Campus Event Services will assist the student in securing their location and submitting their set-up details.