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Event Planning Timeline

AT THE TIME OF BOOKING

University Departments and Student Organizations

External Reserving Parties

  • Review Event Guidelines
  • Request event date and venue 
    • Date and venue are not confirmed until a signed Facility Use Agreement is received AND a 50% deposit is made.
    • If the Facility Use Agreement or deposit are not received within 14 days of booking, space will be released.

6 MONTHS PRIOR TO EVENT

  • Deadline for finalizing event date if previously holding multiple dates/spaces.
  • Release unused space.

1 MONTH PRIOR TO EVENT

  • Deadline to request a Major Event 
    • A Major Event is any reservation that is greater in number (200+) and requires multiple event services (parking, catering, AV, operations, etc). The classification of an event as a Major Event is at the sole discretion of UES. Such events will be assigned an Event Coordinator. 
  • Deadline to submit Retail Sales Exemption Request (if applicable)
  • Deadline to request catering and bar services 
    • Catering budget, possible menu, service type, estimated food count, or alcohol

Submit Catering Exemption Request (if applicable)

14 DAYS PRIOR TO EVENT

  • Deadline to request a Serviced Event.
    • A Serviced Reservation is any reservation with 199 or fewer attendees and requires one or more event services (parking, catering, AV, operations, etc).
  • Deadline to request the following services:
    • Event parking services
    • Custom parking signage
    • Audiovisual equipment and services
    • Personnel
  • Deadline to provide: 
    • Draft of event diagram (if applicable)
    • Event timeline
  • Any substantial changes requested and approved day of event will incur a fee equal to double the rate of each requested service.
    • Substantial changes include:
      • Addition, removal or moving of: 
        • Any amount of Staging
        • Two or more section of Pipe and Drape
        • More than 5 power cords
        • Adjusting/resetting half or more than an original room set
        • Any delivering of additional equipment/ 2nd delivery (add-ons)
        • Setting up third party equipment/client’s equipment
        • Air Walls 
        • 5 or more rounds for seating
        • 10 or more 6’ tables for seating
        • 50 or more chairs

External Reserving Parties (in addition to above)

  • Deadline to request serviced or standard events.
    • Serviced or standard events are reservations are any reservations for reservable spaces with fixed configurations and no event services.

Deadline to submit your Certificate of Liability Insurance

7 DAYS PRIOR TO EVENT

  • Deadline to submit your final catering count – 10:00am
    • Any changes requested and approved after this deadline will incur a fee equal to double the rate of each requested service.
  • Deadline to submit your final event diagram (if applicable)
    • Any substantial changes requested and approved after this deadline will incur a fee of $50/hr with a minimum of $40. per requested change.

21 DAYS FOLLOWING EVENT

Final invoice generated and/or IP processed

CANCELLATIONS

Day deposit recorded to 31 days prior to your Event

If cancellation occurs more than 31 days prior to the event, the reserving party shall forfeit their deposit (50% room rental fees set forth in the approved confirmation).

30-15 days prior to your Event

If cancellation occurs 30-15 days prior to the event, the reserving party is responsible for paying 100% of the room rental fees set forth in the approved confirmation.

14-1 days prior to your Event

  • If cancellation occurs 14-1 days prior to the event, the reserving party is responsible for paying 100% of the room rental, equipment and product charges as set forth in the approved confirmation.  
  • Cancellation of parking services will result in 75% charge of estimated parking services detailed in the approved confirmation.

1 day prior to your Event

Cancelation of event reservation for internal groups will result in “No Show” offense (internal only)

Day of Event

If cancellation occurs the day of the event, the reserving party is responsible for paying 100% of the approved confirmation.