Description
This service allows departments and event organizers to request planning assistance for large organizational events such as conferences, commencements, open houses, campus-wide celebrations, community events, fundraising activities, and other high-attendance functions. The Events & Reservations team partners with requestors to coordinate logistics, resources, vendors, and event support to ensure a successful and well-organized event.
What's Included
- Event planning consultation and coordination
- Venue selection and reservation assistance
- Development of event timelines and logistics
- Coordination with Facilities, Information Technology, Security, Parking, and other support departments
- Audio/visual and technology coordination
- Catering coordination (if requested)
- Vendor and contractor coordination
- Event setup and teardown planning
- Risk management and safety planning
- Day-of-event coordination (when applicable)
Who Can Request This Service
- Employees
- Department managers and supervisors
- Administrative assistants
- Event coordinators
- Faculty and staff
- Authorized student organizations (if applicable)
When to Use This Service
Submit a Large Event Planning Request when:
- Planning an event with a large number of attendees
- Multiple departments or vendors need to be coordinated
- Facilities, technology, catering, or security support is required
- A campus-wide or public event is being organized
- An event requires significant logistical planning and coordination
Requirements Before Submitting
Please provide:
- Event name and purpose
- Preferred event date(s) and time(s)
- Expected number of attendees
- Requested venue or preferred location
- Event agenda or schedule
- Technology, audiovisual, and equipment needs
- Catering requirements (if applicable)
- Security, parking, accessibility, or special accommodation needs
- Budget or funding source
- Primary event contact information
Fulfillment Time
To ensure adequate planning and resource availability, requests should be submitted at least 30–60 days before the event. Large-scale events involving multiple departments, vendors, or external guests may require additional planning time.