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Special Event Planning Guide for Registered Campus Organizations

When planning your next event with Student Center & Event Services, whether it’s small meeting, a large conference, a banquet or a reception, the experienced event team at SC&ES will assist you in making the event a success. The list of questions in the checklist has been created by our team to assist you in evaluating your event needs and in preparing for a planning meeting with our staff. Knowing these key event details will simplify the planning process and help identify the space and resources needed for your event.

RCO Event Summary and Planner Meeting Request

Download a Sample Agenda Excel Sheet


Event Lead Times

The event planning staff at Student Center & Event Services is here to assist you in creating enjoyable and memorable events. In order for us to take care of the event details so you can focus on event objectives, we need adequate notice and planning time.

Please refer to the chart below for minimum lead time requirements by event type. The earlier you contact SCES, the better chances you have of getting date, space and other preferences.

Unfortunately, event requests made with less than the required lead time will generally need to be postponed to a later date.

RCO Meeting

Standard Room Setup and No Equipment

15 days

RCO Meeting

Non-Standard Room Setup With Equipment

21 days

Function – Indoor Event

Single Space, With Standard Setup and No Equipment Needs

15 days

Function – Indoor Event

Single Space, With Non-Standard Setup and/or Equipment Needs

21 days

Function – Indoor Event

2 – 5 Spaces Occurring on the Same Date

30 days

Function – Indoor Event

6 or More Spaces Occurring on the Same Date or Over Multiple Consecutive Dates

60 – 90 days

Function – Indoor Event

With Onsite Vendors and/or Exhibitors, Regardless of Number of Rooms and Setup/Equipment Needs

60 days

Function – Ring Mall Information Tabling

With Table, Chairs, Canopy, Greek Letters Only

11 days

Function – Ring Mall Information Tabling

With Cooking, Sound or a Structure

21 days

Function – Ring Mall Vendor Activities

30 days

Function – Outdoor Event

With Catering Approved Food Trucks

30 days

Function – Outdoor Event

With 5 or More Ring Mall Spaces, a Plaza, a Field or Aldrich Park · Low Risk Activities

30 days

Function – Outdoor Event

With 5 or More Ring Mall Spaces, a Plaza, a Field or Aldrich Park · Low Risk Activities and Serving Alcohol

45 days

Function – Outdoor Event

With 5 or More Ring Mall Spaces, a Plaza, a Field or Aldrich Park · Medium to High Risk Activities

60 – 90 days

Revenue Generation

Sales (Food and Dry Goods), Fundraising

21 days

Special Function

Personal Events Such As a Wedding, Birthday, Memorial Service, or Holiday Party and Commencement Events

60 – 90 days

Film & Photography – Simple Shoot

21 days

Film & Photography – Complex Shoot

60 days