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Event Planning Checklist

Below are basic guidelines for planning a successful event at UCCS. For your convenience, the planning process has been broken down into subsections for ease of use. Simply click on the topic you wish to access to view complete information.

You can also download this checklist as a PDF.

Initial Logistics

As you begin the planning process, a few of the questions you will want to consider are as follows:

Determine possible dates and times for the event. It is a good idea to have alternatives in mind in case the type of space you are looking for is not available.
Determine who will be invited and estimate your possible number of attendees.
Determine what kind of event are you hosting (lecture, luncheon, conference, etc.)? Note that if you are hosting a fundraising event, you must adhere to the guidelines listed in the APS for University-Sponsored Fundraising Events (PDF).
Determine how you will evaluate the success of your event and track it for similar activities in the future.

Reserving a Room and Determining Set-Up

Determine your preferred location for the event and reserve space accordingly. To make this process easier, it is a good idea to consider how many attendees are possible and how you would like the room to be configured.

Possible room configurations include the following:

For Lectures: Lecture-style seating (rows of chairs) with aisles
For Meetings: Conference room seating with large rectangular table set-up
For Luncheons: Round tables with 6-8 chairs

Note that additional options are available depending on the nature of the event.

Once you have identified where you would like to hold your event, contact one of the individuals below to make your reservation.

University Center, Breckenridge or the Lodge
Scheduling Office at (719) 255-3664
Classroom Space
Susan Defosset in Admissions and Records at (719) 255-3839 or sdefosse@uccs.edu.
Dwire Hall Atrium and Conference Rooms
Lisa Urenda at (719) 255-3113 or lurenda@uccs.edu.
Dwire Hall 204 (the Haehn Community Room)
Jennifer Hane at (719) 255-3180 or jhane@uccs.edu.

When making your room reservation, be sure to account for additional set-up needs, including but not limited to the following:

Podium
Sound System
Coat Rack
Check-in table (remember to ask Catering to bring skirting for the check-in table if you need it)
Catering tables (check with Catering on the number of tables needed)
Laptop / LCD projector (remember to ask for skirting for the LCD cart if you need it)
Cabaret tables (available through Catering)
Additional Trash Cans or Recycle Bins (submit a work order through Facilities Services)

Depending on where you will be hosting your event, you may have to order additional furniture or supplies based on these guidelines. Note that tables and chairs are reserved through the University Center, but that departments moving them to non-University Center locations will incur a small fee. In addition, to move items from the University Center, you must complete a work request through Facilities Services.

Arranging for Parking

In many cases, parking arrangements can make or break your event, so we highly encourage you to work with Public Safety well in advance to determine where and how your guests will park.

You can contact the Parking Office directly at x3144 or parking@uccs.edu and can also access general guidelines regarding parking online.

For your convenience, we have created sample maps and parking instructions for all lots and entrances on campus that you can cut and paste into your invitations, websites, fliers, etc.

Depending on whom you are inviting to your event, you may also want to consider creating signage for parking lots on the day of your activity. Wind and water-resistant sandwich boards can be reserved through the Office of Campus Activities at x3096 or x3532. These signs make a big difference in directing people to your event and in increasing the accessibility of UCCS.

Ordering Catering

To order catering through Sodexho, our on-campus caterer, simply send an email to catering@uccs.edu at least two weeks before your event. Note that if you will be hosting a particularly large or complicated event, at least one month’s notice is preferred.

When you draft your email order, make sure to include the following information:

Name of Your Event
Date and Time of Your Event
Location of Your Event
Estimated Number of Attendees
What You Want to Order (Online Menu)
Indicate China or Disposable
Any additional special requirements that you have for your event

When ordering, also make sure to let catering know if you will require any linens (including skirting for buffet or check in tables) for your event.

Note that if you are unsure how much food to order or what type of food to order, our catering staff will be happy to assist you based on the nature of your event and your budget.

Since UCCS has a catering contract with Sodexho, Sodexho retains a right of first refusal for any event using University funds for catering on campus, but the University may initiate competitive, random bidding for any such event if the University’s catering liaison (Susan Szpyrka), in consultation with the University’s food service advisory committee, determines that Sodexho’s quality, service and/or prices are not competitive.

If you feel that you have a bid that is not competitive, please send Susan Szpyrka the detailed information by e-mail. She will consult with the team and with Sodexho to see if a) Sodexho can match or come close to the bid or other options are open or, b) After consultation with Sodexho, determine if it is appropriate for you to be able to purchase from another provider.

Completing University Paperwork

Once you have established where and when your event will be held and have received confirmation from catering, you will likely have to complete university paperwork in order to comply with purchasing guidelines.

Some of the paperwork you may have to complete is as follows:

Official Function Form (excel): Complete if the total cost of your event will be over $100.00
Alcohol Purchase Authorization Form (excel): The Alcohol Purchase Authorization Form and the Official Function section of the form must be completed and certified by the appropriate fiscal principal or manager. On the form, under section C, is a space for two speed types. The first speed type is the one used to pay for the event. The second speed type should be the speedtype from which you are purchasing alcohol. The organizational Unit authorizing signature is where the fiscal principal/fiscal manager signs prior to the form going to Susan Szpyrka (Main Hall 402) for signature.
- If the official function has an estimated total cost greater than $4,500 or $50 per person, then the Alcohol Purchase Authorization Form must be approved by the appropriate officer prior to being forwarded Susan Szpyrka for her signature.
- The Alcohol Purchase Authorization Form must have all required signatures prior to the date of your event.
Risk Management Form (PDF): Complete if your event will involve alcohol.

Sending Invitations and Tracking RSVPs

Regardless of how you plan to send your invitations (email, postal mail, etc.), all invitations should include the following:

UCCS Logo
Event Title
Event Date, Time and Location
A Map of UCCS and Parking Instructions
Instructions for Confirming Attendance (if applicable)
A Phone Number and Email Address to Obtain More Information

In general, your RSVP deadline should be at least three business days prior to the event so you can make catering adjustments if needed.

For your convenience, we have developed an invitation template for your review and use.

Hosting a Sustainable Event

There are some simple things you can do to make your special event more earth-friendly. From eliminating disposable plates and utensils to making sure recycle bins are available, there are many ways you can make a difference.

You can view general guidelines for hosting a sustainable event online through the Environmental Protection Agency. A few of these guidelines are as follows:

Ensure that all catering plates, cups and glasses are china or glass (non-disposable). If plastic, they should be washable (biodegradable or compostable is better). Styrofoam should not be used under any circumstances.
Condiments should be served in bulk containers, not individual servings, to save packaging. This includes sugar, creamer, butter, cream cheese, etc.
Use cloth napkins whenever possible.
Ensure that recycling bins are present at all catered functions, in the registration area, and especially on the exhibit floor (if applicable).
Print all handouts on two sides using post-consumer recycled paper.
Consider recycled-content promotional products when deciding on pens, bags, shirts and caps. There are beautiful awards made of recycled glass.
Provide information about the facilities' recycling program for all areas in which your event will occur.
Consider donating leftover food to a local food bank.
Reduce the amount of handouts (including registration materials), or consider making them available online instead.

Additional Considerations

Depending on the nature of your event, you may also want to consider the following:

Developing a specific event timeline, including speakers and the length of comments
Creating nametags for attendees
Hiring a photographer (contact University Relations at x3439 for the names of people/companies we have worked with, or visit the PSC website)
Acquiring volunteers to assist with check-in or with directing guests
Determining additional supplies you might need on the day of the event (tape, scissors, etc.)
Assessing give-away items or information for attendees, such as brochures, table tents, etc.