Skip to main content

Planning a Meeting or Event

Steps for reserving space

Client to complete Space Request Form.

University Events team submits spaces requested for approval to the Office of the Registrar and/or Facilities Management designated Building Coordinators.

University Events to receive approved spaces and final booking contract sent to the client.

University Events to submit work order once spaces have been approved if the request requires coordinated services.

Coordinated services

Coordinated service work orders submitted by University Events after venue approval require a 3-week processing window. These services include:

  • Custodial/Building Services
  • Landscape Ops
  • Electrical
  • Catering
  • STT Security
  • Event Signage
  • Parking Services

Event production process

Event reservation received by University Events.
Event reservation reviewed by University Events.
Consultation with the event engineering team.

Production Plan assembled.
University Events design diagram.
University Events crew created.

University Events team installation and venue setup.
On-site walkthrough.
Event rehearsal or soundcheck.

University Events runs the technology and engineering of event.
Manage facility.
On-site event management and risk triage.

Remove University Events assets from the venue.
Coordinate space restoration.

Review staff and equipment utilized.
Receive critical event feedback.

Create a final invoice with updated final charges.
Recharge client(s) for vendor services.
Recharge client for on-campus services. [External groups only]

Event planning timeline

Weeks outActions
12The client develops an event plan.
8Client to submit completed space request form and budget.
5Client to confirm all final event details, such as attendance, catering/food, and final room decisions for the final work order.
3Event solidified, no changes are allowed to be submitted for coordinated service work order submissions.
1Review of booking contract and client to prepare their onsite team for the day of the event.
Day of the EventBring booking contract and manage the onsite operation of the event.