6 MONTHS AHEAD... REQUEST YOUR SPACE
Use our new space reservation system to reserve your choice of on-campus locations. After receiving your request, the system will generate an automated email letting you know that your information has been received and should be processed within 2-3 business days. You will receive another email confirmation once your request has been approved or denied. If your request was submitted without the necessary chart string information, it will automatically be denied.
Please be aware if you will be ordering food for your meeting or event, but are holding your event in space that the Bureau of Conferences does not reserve, the facility must be available two hours prior to your event start time.
8 WEEKS AHEAD... SECURE A LIQUOR LICENSE
If you will be serving liquor at your event, there is a chance that a liquor license may be required. Your coordinator at the Bureau of Conferences will determine this need.
You need a liquor license if:
- your event is being paid by check
- your guests will pay for their drinks
- your guests will pay some type of admission or registration fee
- anything of value is exchanged for alcohol
12 BUSINESS DAYS AHEAD... CONTACT YOUR EVENT PLANNER
Contact your event planner at least 12 business days in advance for all meals or receptions using the 12 day advance notice menus.
| > | Once you have your menu prepared, please use our Food Service Request Form | |
| > | Be prepared to discuss room arrangements | |
| > | Have prepared a timeline of events | |
| > | Have prepared a flower budget | |
| > | Contact the Center for Media and Instructional Technology for your audiovisual needs | |
| > | Prepare a budget for extraordinary costs (i.e. tents, audiovisual, equipment rental, pianos) | |
| > | Final numbers and room arrangements must be confirmed 3 business days in advance |
* Please Note: Should the planning of your event fall under the 12 business day deadline, refer to Policies & Procedures.
10 BUSINESS DAYS AHEAD... CONTACT YOUR EVENT PLANNER
Contact your event planner at least 10 business days in advance for your self-service luncheon, dinner or reception.
| > | Once you have your menu prepared, please use our Food Service Request Form | |
| > | Be prepared to discuss room arrangements | |
| > | Final numbers and room arrangements must be confirmed 3 business days in advance |
* Please Note: Should the planning of your event fall under the 5 business day deadline, refer to Policies & Procedures.
5 BUSINESS DAYS AHEAD... CONTACT YOUR EVENT PLANNER
| > | Order breakfast express, coffee breaks and snack deliveries using our Food Service Request Form | |
| > | Guarantee the final number of guests to be served | |
| > | Finalize room set-up requirements, even if your event does not include food services |
* Please Note: Should the planning of your event or your guaranteed number change, refer to Policies & Procedures.