UNIVERSITY OF CALIFORNIA, RIVERSIDE

Event in a Box
Checklist and Planning Guide for Hosting On-Campus Events

CREATED BY UNIVERSITY EVENTS

Last Updated: October 2023
 UNIVERSITY OF CALIFORNIA, RIVERSIDE

Event Planning Checklist

There are many steps to hosting an event on -campus. Please see below for a step -by-step checklist
to guide you in planning your event. For contact information and detailed guidance and
instructions, please reference the guide that follow the checklist.

Creating Your Event:

1. Define Your Event

2. Determine/Confirm Budget and Funding
3. Determine/Confirm Event Date and Time
4. Develop an Event Timeline and Checklist
5. Determine/Confirm On-Campus Venue
6. Determine/Confirm Event Agenda and Program Participants (If Applicable)

Event Logistics & Setup:

7. Identify Campus Service Providers Needed for Event & Submit Work Orders
8. Identify Off-Campus Vendors Needed for Event & Request Estimates

Catering:

9. Identify Catering Needs and Menu & Contact Citrus Grove Catering

Event Promotion & Marketing:

10. Send Invitations to Guest List with Registration Link to Track RSVPs
11. Post Your Event on the Events Calendar (If Applicable)
12. Promote Your Event in Campus Newsletters (If Applicable)
13. Promote Your Event via Posters, Flyers, or Other Printed Materials (If Applicable)
14. Send RSVP and Day-of Event Reminder Emails

Event Preparation:

15. Produce Diagrams for Event Setup (If Applicable)

16. Confirm All Orders with Campus Service Providers
17. Confirm All Orders with Off-Campus Vendors
18. Develop Staffing Plan
19. Develop Day-of Timeline & Packing List
Event Planning Guide
Please see the detailed guide, including resource links and contact information below as you work
through the Event Planning Checklist.

Creating Your Event

DEFINE YOUR EVENT
The first step in creating your event on campus is to define the purpose and objective of your event. This
will provide direction in determining the best format for your event. In defining your event, it is important
to consider: What is the purpose and objective of this event? What is the best way to achieve this objective?
What resources are available to facilitate this objective, and do I have them? What is the name of your
event?

BUDGET AND FUNDING

Once you have defined your event, it is important to determine the financial resources available and
necessary to achieve your event’s objective. If you have an allotted budget for your event, you will need to
be a good steward of those financial resources to stay within budget. If you are proposing a budget for your
event, start with reaching out to campus service providers and off-campus vendors for estimates to compile
a comprehensive budget (more on this in the Event Logistics & Setup section). In determining your budget,
it is important to consider: What is a realistic budget for this event? Where will the funding be coming
from? What is the Chart of Accounts (COA) that should be charged for any event orders?

EVENT DATE AND TIME

Next, you will want to secure a date and time for your event. In selecting the date and time, make sure you
consider and confirm the availability of all program participants that you would like to attend your event.
Please also check the UCR Events Calendar to ensure that there are no other major events targeting the
same audience that would conflict with your event.

EVENT TIMELINE/CHECKLIST
As you are planning your event, it is very helpful to have a set timeline and checklist to keep you organized
and on track with the various components of your event. Once your event is scheduled, work backwards
and map out a timeline/checklist for yourself including specific due dates to get each arrangement booked
or completed. The further in advance you can begin planning, the better. For smaller meetings and events,
best practice is to begin planning at least 3 months in advance. For larger events, best practice is to begin
planning at least 6 to 9 months in advance depending on the scale of your event.
ON-CAMPUS VENUES
UC Riverside has many on-campus venues where events can be hosted with varying availability and
capacity. Determine the venue that works best for you and submit a reservation request through the
respective reservation system. In the case that your first-choice venue is not available, it is always a good
idea to have a backup venue or date in mind.

Please see the list of major on-campus venues below with resource links and contact information for your
convenience:

Venues Managed by Hospitality Services:

1. Alumni and Visitors Center

2. Bannockburn Village
3. Glen Mor (Available only during the summer)
4. Aberdeen-Inverness (Available only during the summer)
5. Lothian (Available only during the summer)
6. Pentland Hills (Available only during the summer)

TIP: When you host your event at a venue managed by Hospitality Services, you will be assigned an event
coordinator who can help you arrange parking, catering, room setup, and AV/media.

For more information on hosting an event at these venues, please contact Hospitality Services Team.

Venues Managed by HUB Scheduling:

Please click the link above for an overview on the following venues:

1. Highlander Union Building

2. Student Success Center
3. General Assignment Classrooms
4. Outdoor Locations

To reserve a space managed by HUB Scheduling, please use the EMS Highlander Scheduling System. For
more information on hosting an event at these venues, please contact the HUB Scheduling Team.

Other On-Campus Venues:

1. Student Recreation Center

To reserve a space at the SRC, please contact SRC Events Team or e-mail [email protected].

2. The Barn
Please note, the Barn will have limited event space available during fall quarter. The Stable Lounge
is available to book for private events, and The Barn Patio Bar and Indoor Dining Room will be
available to book after November 28, 2023.
 To book an event at The Barn, please use the reservation form here. If you have any questions
regarding the Barn event space, please email [email protected].

3. University Theatre
The University Theatre is ideal for lectures or symposia-style events with built-in staging, lighting,
and audience seating.

To book an event at University Theatre, please contact Paul Richardson or Isabel Edwards.

4. UCR ARTS
For more information on booking an event and pricing packages for the UCR ARTS spaces in
downtown Riverside, please contact Senior Public Events Manager Amy Metcalf.

EVENT PROGRAM & PROGRAM PARTICIPANTS

If your event objective requires a program or agenda to be presented to the attendees, it is important to
determine your program speakers/participants in the process of creating your event. As mentioned
previously, make sure to schedule the date and time of your event around the availability of your program
participants. Develop the event program around the event objective to ensure that you are effectively
communicating and presenting the objective to your event attendees. Remember that you want to keep
your audience engaged at your event, so it is important to consider: Who is the best person to present this
information? What is the best way to present this information? Does the program align with the event
objective?

If you would like the Chancellor or Provost to attend or participate in your event, you must first receive
approval from your respective organization’s Vice Chancellor or Dean. Once you have secured approval
from your Vice Chancellor or Dean, you can then complete and submit the Chancellor/Provost Scheduling
Request Form for consideration based on the Chancellor and/or Provost’s availability. All
Chancellor/Provost attendance requests must be submitted at least 30 days before your event. Please note,
if your request is approved and the Chancellor or Provost is attending your event, you must provide a
completed briefing at least 10 business days before your event.

If your event includes a performance by an artist or a speaker, you will need to work with the Business
Contracts department in Procurement to have a performance agreement in place. For more information on
when performance agreements are needed and how the process works, please visit the Procurement
website’s Performance Agreement Explained page. If you have questions regarding performance
agreements, please contact April Blackburn at [email protected].
Event Logistics & Setup
ON-CAMPUS SERVICE PROVIDERS
When coordinating basic event logistics and setup for on-campus events, there are various on-campus
service providers that provide event services on a recharge basis.

For your convenience, please see the list of frequently used on-campus service providers, their event
services, and how you can request their services:

1. Facilities Services
Facilities Services can assist with your event setup needs when it comes to chairs, tables, canopies,
space preparation, and cleanup. Event requests must be placed a minimum of 14 days in advance.
If you would like assistance in defining your special event requirements, please contact Pam Bloor.

To submit a Facilities Services Event Request, please visit the Facilities Services website.

2. ITS – Multimedia/AV Support

ITS can assist with the delivery, setup, and operation of audio-visual systems (e.g. PA systems,
projectors, screens, etc.) for campus events, as well as recording and streaming services for live
events.

To submit a Multimedia Request, please submit the Multimedia Request for Services and Support
form after logging in through the CAS system.

3. Transportation & Parking Services – Event Parking

TAPS Event Parking can work with you to make parking arrangements for your event. To further
ensure and support community access, central campus funding has been made available to provide
complimentary parking to community visitors attending academic, outreach, student, and cultural
events that are free and open to the campus and community through the Community Parking
Program.

To submit an Event Parking Services Request and establish eligibility for the Community Parking
Program, please complete and submit the Event Parking Services Request form.

4. Risk Management
Risk Management provides guidance for and oversight of the following: certificates of insurance
for third-party vendors, alcohol permits, contracts/performance agreements for entertainment, and
more. For more information on Risk Management and when to include them in your event
 planning, visit their website or contact the department at [email protected] with any questions.

5. UC Police Department
It is often a good idea to include UCPD in the pre-planning of major events on campus. UCPD
will dictate the required level of their involvement at a given event depending on several different
factors including but not limited to:
a. Visiting dignitaries in attendance
b. UC President and staff in attendance
c. UC Regents in attendance
d. High-profile guest speaker or performer
e. Crowd size
f. Type of event

If you are hosting an event that you feel may have security concerns, please contact UCPD with
your event details at [email protected] to consult on UCPD staffing needs.

OFF-CAMPUS VENDORS
Most of your basic event logistics needs should be met by on-campus service providers. If your event
requires additional equipment or services outside of the scope of services provided by the on-campus
service providers, please check with Procurement and Accounting for approved off-campus vendors.

Once you have identified the off-campus vendor you would like to request services from, contact the
vendor for an official estimate of your event needs. After finalizing your estimate with the vendor, follow
the accounting and procurement guidelines to process payment for your order via purchase order or
purchase requisition.

Please note that off-campus vendors or independent contractors that will be working on campus are
required to provide a Certificate of Insurance (COI) that meets the UC minimum insurance requirements.
The COI must name the Regents of the University of California as an additional insured and must be
submitted 2-3 weeks prior to the event to Risk Management for review. If you have any questions about
insurance requirements, please contact Risk Management at [email protected].

For your convenience, please see the list of approved and frequently used off-campus vendors and the
services they offer below:

1. JZPC Party Rentals Inc.

a. Services: Event rental company for equipment and setup of tenting, tables, chairs, linens,
décor, stanchions, drape, etc.
 b. To contact JZPC Party Rentals Inc. for your event needs, please visit their website.

2. Pacific Coast Entertainment (DBA: Bar None Group Inc.)

a. Services: Full-service live event production company for large-scale staging, lighting, audio,
and video needs (e.g. concerts, large ceremonies, etc.).
b. To contact Pacific Coast Entertainment for your event needs, please visit their website.

3. Contemporary Services Corporation (CSC)

a. Services: Event security and crowd management for large scale events that require
additional security determined by UCPD (g. concerts, large ceremonies, etc.). Please note
that most small-scale or internal events on campus will not require additional event
security or crowd management.
b. To contact CSC for your event needs, please contact DeShawn Loud at dloud@csc-
usa.com or [email protected].

4. Golden State Communications

a. Services: Radio, radio chargers, and earpiece rentals
b. To contact Golden State Communications for your event needs, please contact Jessica
Carroll at [email protected].
Catering
CITRUS GROVE CATERING (CGC)
Citrus Grove Catering at UC Riverside is the exclusive caterer for on-campus events. The CGC team can
handle all of your catering needs from coffee breaks, breakfast, receptions, formal dinners, and cocktail
parties. Citrus Grove Catering offers catering menus including appetizers, entrees, and desserts. It offers
several delivery and service options to meet your event needs, including full service for plated meals, large
banquets, and receptions requiring catering/bar staff, china, glassware, and tray-passed hors d’oeuvres.

You can order online or contact Guillermo Montoya at [email protected] to discuss your
catering needs. For more information on catering menus, please visit the Citrus Grove Catering website.

CRATE BY CITRUS GROVE CATERING

CRATE by Citrus Grove Catering offers a simpler menu for pick-up or delivery only. You can order online
through EMS or contact Guillermo Montoya at [email protected]. For more information on
catering menus and tutorial on how to order CRATE via EMS, please visit the CRATE website.

MEAL RATES FOR ENTERTAINMENT

Per-person meal rates for entertainment and business meeting meals are reviewed and determined by
UCOP annually. On September 8, 2022, the maximum meal rates for entertainment and business meeting
meals were increased in response to increased food prices. The new per-person rates are as follows:

Breakfast: $31
Lunch: $54
Dinner: $94
Light Refreshments: $22

Please note, these amounts include the cost of food and beverages, labor, sales tax, service, and delivery
charges related to catering.

UCOP POLICY 5402

Please familiarize yourself with the UC Regents Policy 5402, which generally prohibits contracting Catering
services from off campus. “Caterers” are defined as food sources that are setting up, preparing, or serving
food or drinks on campus. To use a caterer, you will need to follow Policy 5402 and complete the
Contracting Out Justification Form. Please click here to view the Procurement Services guidelines.
Event Promotion & Marketing
INVITATION & REGISTRATION
The most direct way to promote and market your event is through personal invitations. Determine your
target audience and develop a comprehensive invitee list, which can include internal stakeholders, UCR
senior leadership, faculty and staff, students, alumni and donors, community members, etc. Create your
invitation in MailChimp, Canva, or the platform that you have access to and include a link to your event
registration form so you can track registration counts. Your registration form should collect basic contact
information for your attendees, as well as any information you need pertaining to your event (e.g. meal
choice, guest information, etc.).

TIP: E-invitations are cost-effective and allow for a seamless event registration process with a simple click.
Don’t forget to include a section in your registration form for “dietary restrictions” if you are serving food
at your event.

EVENTS CALENDAR & CAMPUS NEWSLETTERS

The UCR Events Calendar integrates easily with your existing website and is optimized for sharing content
across campus-wide communications and social media channels. This platform is easy to use and will allow
you to publish, manage, and promote your events. For more information and helpful tutorials on the
Events Calendar, please visit the ITS website or contact [email protected].

PRINTED MATERIALS & TEMPORARY SIGNAGE/BANNERS

You can also promote your event through printed materials, such as posters and flyers. For downloadable
assets and branded Canva templates for postcards, invitations, flyers, posters, and more, please visit the
UCR Brand website.

TIP: HUB display cases can be reserved for your poster to promote your event and flyers can be distributed
to campus departments free-of-charge through the J-list distribution service by Mail Services.

If you are interested in exploring options for requesting the display of temporary signage and banners on
campus for your event, please visit the UCR Brand Website for information about temporary signage
policies, processes, and resources.

RSVP REMINDERS & DAY-OF EVENT REMINDER EMAILS

Once you have sent your e-invitation, it may be helpful to send one or two RSVP reminders to those on
your invitee list who have not yet responded to the invitation.
TIP: If you’d like, you can send an RSVP reminder at the halfway mark between the original invitation sent
date and the RSVP deadline date – and a second reminder one week before the RSVP deadline.

To help minimize attendance melt for your event, we recommend that you send a reminder email to all
registered attendees the morning of your event. This email should include important event information,
such as event start time, location, parking, etc. to ensure that your guests have the information they need
for a seamless experience at the top of their inbox.

Event Preparation
DIAGRAMS FOR EVENT SETUP
When hosting your event at on-campus venues managed by Hospitality Services, Highlander Union
Building, or Student Recreation Center, your assigned event manager should provide you with venue
diagrams that illustrate your event setup. Work with your event manager to finalize the venue setup to
ensure it works for your event. In finalizing your venue setup, make sure you’re also thinking about any
additional branded event assets or décor needed for the venue.

If you are hosting your event in an outdoor location or a location that a venue diagram is not provided, it is
important to produce a diagram that campus service providers can refer to when setting up for your event.

TIP: For outdoor locations, you can screenshot the location on the UCR campus map or Google Maps in
“Satellite” view for your venue diagram. You can then use Paint or Canva to indicate where you would like
tables, chairs, etc. setup for your event. It is recommended that you are present and available during event
setup to ensure your event meets your expectations.

CONFIRM ALL EVENT ORDERS

About a week or two before your event, confirm your final orders with all campus service providers and
off-campus vendors. When confirming your orders, you should provide any quantity updates and setup
changes, confirm the arrival and load-in time, completion time, and load-out time for each service provider
and vendor. This point of contact also reminds them that your event is coming up and ensures a smooth
event setup.

STAFFING PLAN
In preparation for event day, it is helpful to develop a staffing plan to ensure you have adequate staffing for
your event. Make sure you have staff members or volunteers assigned to assist with setup,
registration/check-in, program components, and any other staffing needs. It is also helpful to communicate
clearly with assigned staff or volunteers on their arrival time, roles and responsibilities, and dismissal time
so they can plan accordingly.
DAY-OF TIMELINE & PACKING LIST
Once you have confirmed the arrival and load-in time for each campus service provider and off-campus
vendor, it is beneficial to develop a day-of timeline that helps you stay organized and keep track of what
your day will look like leading up to your event. Put together a Word document or Excel spreadsheet that
breaks down your day by the time and include notes on vendor arrival/load-in time, completion time, event
preparation, etc. Have this printed and accessible to you so that you can follow along and ensure you are
staying on track with your timeline.

TIP: Put together a contact list with phone numbers for each of your campus service providers, off-campus
vendors, and staff in case you need to get in contact with them the day of your event.

In addition, if there are any items or materials you need to bring with you to your event, make a packing list
to ensure that you have all the materials you need for your event.