·      If there is a conflict, determine if you can reschedule your program or if is possible that both programs can effectively run on the same day.

 ·      Are there any mandatory academic events occurring that day?  Is it finals week, midterms, or quarter break?

2.    Make reservations for your venue.

3.    Check what else may be going on in the general vicinity.

4.    Develop your list of VIPs.

·      It is requested that an invitation be sent to the Vice President for Student Affairs, and each of the AVP’s within Student Affairs.

·      Will the University President receive an invitation?  (contact Sandra Davis, Presidential Aide)

·      What information do the VIPs need to receive with their invitation?

·      If you are having off campus VIPs, do you need to notify other campus groups?

·      Are there any VIPs from Academic Departments?

·      Should the Police Department be at your event?

·      Will Government Affairs be invited? (contact Doug Glaeser, Interim Director, Governmental & External Affairs)

5.    What kind of paperwork/policy matters do you need to take care of?

·      Do you need a contract or legal paperwork?  Who needs to sign it?

·      Environmental Health & Safety: conact Dave Patterson for food handling.

·      Facilities Management: grounds, road closures, construction, portable trash cans, sound restrictions, special power needs.

·      Parking: Guest parking for speaker/performers, parking lot closures, purchasing permits, weekend/evening parking requirements.

·      Police Department: to address any special security needs.

·      Sound system, technology and media: for non BSC function needs.