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Top 10 Event Planning Frequently Asked Questions

  1. Can the Office of University Events and Alumni Relations help me plan my event?
  2. How do I reserve a room for my event?
  3. How do I order catering?
  4. What if I want to use a different caterer for my event?
  5. Where should my guests park?
  6. How do I order furniture/decorations for my event?
  7. What if I need special sound equipment or video equipment for my event?
  8. Can I serve alcohol at my event?
  9. How can I promote my event both on and off campus?
  10. What paperwork do I need to complete to host my event?
  11. I want to support the UCCS commitment to sustainability. How can I host a more sustainable event?

1. Can the Office of University Events and Alumni Relations help me plan my university event?

The Office of University Events and Alumni Relations can offer you general guidance in regard to planning your event, but we cannot plan your event for you. However, to help you plan the best event possible, we have created the following resources that should help answer many of your questions:

If you have additional questions or concerns that are not addressed in the above documents, please feel free to contact Jennifer Hane at x3180 or jhane@uccs.edu.

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2. How do I reserve a room for my event?

To reserve a room for your event, use the contact list below.

If the location you are seeking is not included on the above list, contact Jennifer Hane at x3180 or jhane@uccs.edu.

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3. How do I order 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)
  • 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.

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4. What if I want to use a different caterer for my event?

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.

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5. Where should my guests park?

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.

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6. How do I order furniture/decorations for my event?

In many cases, the campus can provide you with the additional furniture that you need for your event. If your event is in the University Center, the Lodge or Breckenridge, you can simply discuss your needs when you make your room reservation.

If your event is not in the University Center, the Lodge or Breckenridge, you will have to complete a work request according to these guidelines in order to obtain additional furniture.

In regard to decorations for events, such as lighting, pipe and drape, etc., you will likely have to work through an external vendor to obtain these supplies and services. A few vendors whom we have worked with are as follows:

• AAA Rental Center: (719) 593-7008 
• Bruno’s Party Time Rental: (719) 634-1212 
• Colorado Party Rental: (303) 781-1111
• Five Star Décor: (719) 390-0255

For additional vendors who have been approved by the CU System, visit the PSC website.

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7. What if I need special sound equipment or video equipment for my event?

If you think you will require special sound equipment or video equipment, we recommend that you contact Mark Bell in Media Services at (719) 255-3281 or mbell2@uccs.edu.

Mark should be able to help you assess your needs and plan accordingly.

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8. Can I serve alcohol at my event?

You are permitted to serve alcohol at your event, so long as distribution is monitored and so long as you adhere to these guidelines.

If you will be serving alcohol or purchasing alcohol with university funds, the following paperwork must be completed:

  • 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.

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9. How can I promote my event both on and off campus?

In order to help you promote your event both on and off campus, we have developed an event promotion checklist.

If you have additional questions that are not addressed on the above guide, please contact Jennifer Hane at (719) 255-3180 or jhane@uccs.edu.

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10. What paperwork do I need to complete to host my event?

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.

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11. I want to support the UCCS commitment to sustainability. How can I host a more 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. In addition, we’ve listed just a few of these guidelines in our Event Planning Checklist.

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