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Event Management

Getting Started

Advanced planning will ensure that your event is a success. The following is a guide to critical components of common event types:

 

1. Reserve Your Space

As soon as possible

To begin your planning process, we suggest you begin with space considerations. Whether you need a simple meeting room, or a complex custom room configuration with rental equipment, we can accommodate your needs.  Feel free to explore our venues and take a look at our suggestions for meetings & conferences, outdoor events and summer programs. For more information on rental pricing, visit our policies and procedures. To make a room reservation, please email Event Management with the name of the venue in the subject line, or fill out our information request form.

 

2. Plan Your Event Details

At least eight weeks in advance

For more involved events, you should be prepared to discuss event details with your event coordinator, including: room arrangements, event timeline, menu, audio/visual needs and budget for flowers or extraordinary costs (tents, rental equipment, musical equipment). Learn more about our catering options and our policies and procedures for more specifics on these requirements.

 

3. Finalize Event Details

At least twelve business days in advance

Give Event Management revised counts of your attendees which may affect room setup and other event logistics.

 

4. Provide Final Guarantees

Three business days in advance

Final guarantee numbers are due by noon, three business days prior to your event. Events with counts decreasing after the final guarantee date will be billed per the final guarantee. If counts increase after the due date of the final guarantee, please contact your Functions Coordinator to make sure that the requested increase can be accommodated. Such increases may result in additional charges.