1. How big is your event? 
   Is it open to the public or private? 
   What is the estimated number of attendees? 
2. What kind of event is it? 
   Dinner with guest speaker, dance with DJ, panel discussion, conference, virtual or hybrid? 
3. Create a budget. 
   Consider the following fees: facility rentals (outside clients), catering, audiovisual equipment, labor, security, marketing, parking, etc. 
4. Select the appropriate time & space. 
   Check availability and go over different room styles by visiting the Event Services website and complete the online UCES Reservation Inquiry Form. 
5. Is your event accessible for all? 
   UCCS is committed to being an inclusive, welcoming space for all. See our Accessibility Guidelines. We need a minimum of 2 weeks notice for accessible event requests. 
6. Review event policies. 
   Review the Event Services Policies on decorations, food, and alcohol. Ensure you are familiar with the timeline requirements and cancellation policies before reserving your event.

Some significant events may require additional planning steps
• Make a preliminary reservation for your preferred space and date through the UCES Reservation Inquiry Form. 
• Meet with your event coordinator. 
• For external clients: secure event insurance or provide confirmation of insurance at least two weeks before the event.

1. Set a date to meet with an Event Planner. 
   Communicate your AV & technical needs: audio, microphones, speakers, lighting, staging, Filming, etc. Discuss room setup options & work with your coordinator. 
2. Provide an itinerary to your event planner. 
   Include your daily schedule, or event timeline so that UCCS Event Services staff can best suit your needs. 

3. Browse the catering website.
   Have you decided on a menu? It's time to order! Once you have decided on your catering order, email your coordinator, and we will send you the catering web form link to complete. Please complete the form as soon as possible. 

   Please be sure to specify your catering needs on the form. These include sizes and amounts, flavors, dietary restrictions, etc. Once input, your coordinator will send you a BEO via Adobe Sign for the client to sign and send back.
   _{It is the client's responsibility to review the BEO for accuracy. By signing the client is agreeing to the charges and accuracy of the BEO.}

1. Double-check the details. 
2. Confirm the number of attendees and the itinerary with your Event Coordinator. Finalize your diagrams, equipment, and AV needs. Send any PowerPoints or other necessary A/V requests to the Coordinator for review. 
3. Are your start and end times correct? 
4. Catering requests are due 10 business days prior to the event, with final numbers 3 business days prior.

1. Confirm that the requested setup is correct. 
   If you have any decorations/materials, be sure to bring them. 
2. Meet with your Event Coordinator & AV technician at the scheduled time, if necessary. 
3. Test AV to ensure everything is functioning and what you were expecting. 
4. Set up your registration table (if applicable) and begin greeting the arriving attendees. 

If you have collaborated with your coordinator to complete the steps provided, the planning process is completed, and your event should run smoothly and efficiently. 

Should you need anything, don't forget you can call Event Services at (719) 255-3664 or ask any event staff member!

How'd we do? Keep an eye out for a message from us in your e-mail asking you to complete a short survey so that we can continue providing excellent service. 

What went well? How can we improve? 

Finalize payments for all services. 
You will receive an invoice by email after the event.