Event Planning Guide
Planning a successful event requires early preparation, clear communication, and coordination with Events & Conference Services (ECS). This guide outlines the overall planning process and major milestones to help you stay on track.
For required deadlines and compliance timelines, refer to Planning Deadlines & Lead Times.
For operational preparation tasks, see the Event Planning Checklist.
3–6 Months Out: Define the Vision
Define the purpose and goals of your event.
Estimate anticipated attendance and establish your working budget.
Identify multiple preferred dates to allow flexibility with space availability.
This stage focuses on clarifying objectives and confirming feasibility before submitting a formal request.
1–3 Months Out: Submit Your Request
Submit your reservation or quote request through the appropriate portal.
Once submitted, you will be assigned a salesperson for feasibility review and coordination.
Be prepared to discuss setup needs, audiovisual requirements, catering plans, and overall logistics.
Submitting a request begins the review process; it does not confirm your event.
30 Days Out: Finalize Event Details
Confirm your event setup requirements, audiovisual needs, and staffing plans.
Coordinate catering through Gourmet Dining.
Communicate any changes in attendance or schedule to your assigned salesperson as early as possible.
Early communication improves flexibility and reduces the likelihood of additional costs or staffing constraints.
Communication & Planning Best Practices
Always include your assigned salesperson in any updates or changes.
Notify ECS immediately if hosting elected officials or high-profile guests.
Ensure third-party vendors are reviewed and approved in advance.
For sponsored or student events, a representative from the host organization must remain on-site for the duration of the program.
