Planning Timelines & Considerations

Assess resources, needs and interests. Know what you have to work with before planning. Faculty and staff members, students, and community groups are all resources. Who will attend? What are their interests? What are your goals? What needs are you trying to meet?

Assessment and Planning Template

A major event is a program that includes one or more of the below criteria:

• Artists, speakers, or any outside vendors
• Lasts more than one day
• Will use more than one on-campus facility
• Will be held at an off-campus venue
• Includes off-campus guests
• Includes alcohol
• Includes high risk elements
• Has an expected attendance of over 100
• Major events should be coordinated at least 6-8 weeks in advance.

• Student Organizations should adhere to Event Planning Guidelines located on the Office of Student Life & Diversity webpage.
• Student Organizations must meet with a representative from the Office of Student Life and Diversity to review requirements for an event with expected attendance exceeding 50, an event providing alcohol, or an event showing a film.
• Student organizations events should be coordinated at least 6 weeks prior to the projected date of the event.

• These events do not have the above listed characteristics of a major event.
• All other events should be coordinated at least 3-4 weeks in advance.

• This is a classification of a gathering of a department or group’s members.
• Meetings should be calendared through EMS, CGU’s Virtual Event Management System, at least 7 days in advance.

To minimize double booking, competing events, and low turnout, consider the following items that may have an impact on selecting the perfect date.

• E-mails, calendars and web pages outlining different events occurring around campus
  • CGU Events Calendar for university-wide schedule of most on-campus events
• Alumni-specific events
• Religious holidays and traditions
• Scheduling Events on Weekends, Holiday, and Campus Closure Periods
  • Non-standard hours include weekends, holidays, and periods during which campus business operations are closed.  For campus sustainability reasons, booking requests for non-standard hours are scheduled first in ACB and then in Stauffer.  Exceptions may apply for users that require multiple classroom facilities for breakout sessions and for other meeting needs.  Additional charges are assessed by Facilities for the cost of HVAC (air conditioning, heating) systems as well as for custodial services beyond regularly scheduled services.
• When bookings for non-standard hours are made less than 72 hours before the beginning of the event, it is the host’s responsibility to make arrangements direct with CGU Facilities to have the building opened and closed, to ensure that rest room facilities are available and clean, and that HVAC (air/heating) services are activated.  Additional charges may apply.

All classroom facilities (including auditoria) at CGU give priority to the scheduled classes. Reservations for CGU classrooms are not considered confirmed until released by the Registrar’s Office after courses have been placed for the semester.

See Venues & Reserving Spaces and Brainstorm & Prepare for additional information and resources.

Please contact Jason Espinoza at jason.espinoza@cgu.edu or Darlene Bradley at darlene.bradley@cgu.edu with any suggestions or comments regarding information or materials presented on this portal. Thank you.