Planning Special Events

Information You Need for the Facilities Request and other Forms

Only what you have entered so far will be printed. The full form will be emailed to you.

Basic Event Information

About





When

Does this event last more than 1 day or do you need more than 1 day (for setup or cleanup)?




(earliest possible is 6 AM)

Do you need time before the event to prep the area?


(earliest possible is 6 AM)


(latest possible is 11 PM)

Do you need time after the event to clean up?


(latest possible is 11 PM)




What & Where

Type of Event:


Is the event on Campus?

Reserve Facilities at least 60 days in advance using Virtual Event Management System (VEMS)

Contact Jewel Riversmith @ Ext. 2213

This is first come first serve, so the sooner you reserve the better (events can be bumped for educational and institutional program needs).

Make sure you include on the VEMS form all of your needs:

  • Rectangular tables: #
  • Round tables: #
  • Chairs: #
  • Canopies: #
  • Trash Cans: #
  • BBQ Grills: #
  • PA System: #
  • Microphones: #
  • Laptops: #
  • Projectors: #
  • Projector Screens: #


Is the event outdoors in a grassy area?

Contact District Grounds Keeping @ Ext 5914 so they can sure sure the grass is mowed and dry.

You need a contract from the outside facility for rental.

Contracts & Money

Contracts & Requisitions

Is there someone (speaker, photographer, outside facility for off-campus event, etc.) expecting to be paid?


Is this a high risk activity? (Events likely to cause injuries, events involving animals, events with machines that move, etc.)

Important! Since, the event has a high risk factor, be sure to complete the contract that includes insurance instead of the standard contract at least 60 days before the event.

Include tax form W-9.

Students must contact Student Activities.
General employees contact their Area Manager.
Area Managers contact the vice president of Administrative Services

Important! Complete contract at least 60 days before the event.

Include tax form W-9.

Students must contact Student Activities.
General employees contact their Area Manager.
Area Managers contact the vice president of Administrative Services

If the person is not anticipating payment, but the college wants to recognize the importance of the person's contribution to the event, an honorarium may be acceptable; request must be under $400 and the college would not be harmed if the person doesn't perform (brought books for a signing, etc.) If you are providing an honorarium, you will attach the appropriate tax forms listed above to the requisition. ALL requisitions are a REQUEST to pay, the administration and district personnel might not agree with the request for a variety of reasons, so do not finalize any plans with the individual without appropriate authorization.



Is the person coming from out of state?

Complete form CA 590

Complete form CA 587


Are you submitting the contract for services attached with a Requisition, Foundation Request for Payment, or a Request for Co-Curricular Payment?

A completed Coversheet must be attached to the contract and presented to your area supervisor for signature.

No coversheet is needed.

Promotion & Publicity

Advertising

Examples of promotional materials and publicity you want:










Will you be creating your own materials?

Be sure to follow the graphic standards.

Fill out an online work order to have graphics created or materials printed.

Contact: Print, Media, and Communications Manager @ Ext 8790

Will you need materials printed or copied?

Fill out an Copy Center Order Form to have materials printed or copied.

Contact: Print, Media, and Communications Manager @ Ext 8790

Contact the Public Information Office (PIO) @ Ext 2218 to have materials reviewed before release. Be sure to follow the graphic standards.



All materials should be reviewed by the Public Information Office (PIO) office at least 14 days in advance. Everything presented to the public is a representation of the college.

For publicity, you must contact the PIO office at least 6 weeks in advance.

Contact: PIO @ Ext 2218

To request that an event be added to the website calendar, please fill out the Website Calendar Event Form

Details

Food & Drink

Do you need food or beverages?

Contact Taher:@ Ext 8297 or email Anita Handy at least 30 days prior.

Taher has the first right of refusal for all catering services so you may not hire anyone else without giving Taher the opportunity.

After you have received the quote, process purchase order.

Taher has the first right of refusal for all catering services so you may not hire anyone else without giving Taher the opportunity.

Contact Taher @ Ext 8297 or email Anita Handy at least 30 days prior to event.


Do you need tablecloths?

Contact Taher: @ Ext 8297 or email Anita Handy at least 30 days prior.

Tablecloths on food tables ordered through Taher are free. All others on a fee basis.

After you have received the quote, process using a purchase order.


Do you plan to serve alcohol?


Is this a Foundation Event?


Do you have written board approval?

You may NOT have alcohol on campus premises.

Miscellaneous

Is there an animal(s) involved?

Submit an animal waiver form at least 30 days in advance.



Other things to consider:

You may need plenty of volunteers for:

  • Parking Management
  • set-up/tear-down
  • Ushers
  • Ticket Takers
  • General assistance at event

What is your estimated attendance?

What is your Parking Management Plan

If you need any other materials or supplies, you will have to provide it on your own or include it in a requisition.