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Student Event Planning

Start here with the SLICEÌýevent planning process. Your assigned PCÌýwill request your campus space.

Faculty and Staff Event Planning

Step 1: Request Space

Select potential venue(s) that are suitable for the scope of your event. Campus spaces fill up quickly, so plan ahead and place your request well in advanceÌýthrough ºù«Ӱҵ's on-line space management system:Ìý

Helpful tips:

• Use enhanced search functions to help find spaces best suitedÌýfor your event's needs
• Submitting a request for an available space does not necessarily mean that you will get thatÌýspace - others may have also requested it. When Master Calendar confirms your event you will receive an e-mail containing your space assignments.
• Do not assume that you don'tÌýhave to reserve a space because it usually goesÌýunused, or because it is in the same building as your officeÌý
• Food (from inside or outside ºù«Ӱҵ) is not permitted in some locations

Step 2: Assess Your Needs/Submit your Event Services Request

No later than 10 business days before your event, submit your . This formÌýnotifies campus service providers that your event is happening, andÌýschedules everything from audio visual,ÌýÌýHVAC, delivery of tables & chairs,Ìýcard key access, catering orders, parking, and more. NOTE: If your space has not yet been confirmed by Master Calendar you should still submit an Events Services Request - changes are accepted up to 48 hours before your equipment delivery time.Ìý

The Event Services Request takes you step-by-step, but you may want toÌýfamiliarize yourself with resources and policies in advance:

1. The Facilities Management Department providesÌýa variety of event planning supportÌý²õ±ð°ù±¹¾±³¦±ð²õ
2. If your event requires a set-up outside of the normal arrangement of furniture in your spaceÌýan approved site plan must be submitted
3. Do you need catering services?
4. Do you plan to use anyÌýoutside vendors?ÌýAll companies doing business on campus must be approved in advance - Contact Risk Management
5. Do you plan to serveÌýoutside food that you will bringÌýonto campus?ÌýSafe food handling practices must be followed
6. Will you be serving alcohol? All alcohol service must beÌýprovided by CampusÌýDining
7. Do you have outside guests who will require parking? Parking areas may be requested and reserved through the Master Calendar
8. Are any of your participants minor children? ºù«Ӱҵ's Policy Governing Conduct with Minors must be followed.Ìý
9. If you are participating in an event such as Hand-Made ºù«Ӱҵ where you will be making and selling food, you may be required to have or obtain a License.

Step 3: Consider Attending a Campus Events Advisory Committee Meeting

The weekly CEAC meeting puts representatives from all the service-providing departments in the same room, to help you quickly navigate the event process. You may request a 15-minute appointment with CEAC, or you may be requested to attend, based on the nature of your event.Ìý

Helpful Links

Event Space and Locations

• ºù«Ӱҵ Space Management Policy
• Location-Specific Set-up Templates (Site Plans)

Food and Catering

• Catering Policy
• Catering Menus
• Outside Catering Guidelines
• Alcohol Service & Pricing
• (LA County Public Health Website)
• Food Safety Requirements
• Fundraising for Student Groups

Publicizing Your Event

• Event Flyer Templates
• Post Your Event on the Online College Calendar

Other Resources

• Insurance Guidelines
• Temporary Art Installations
• Policy Governing Conduct with Minors

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