This checklist is designed to help you navigate the event planning process at CC; while not exhaustive, it should help you identify common event planning tasks and be prepared for your Student Events Summit meeting. If you are unsure as to what the Student Events Summit is, click here for more information. Though this guide is intended primarily for student event planners, the information within it should be helpful to anyone on campus considering planning an event. All campus constituents must abide by the college's advance notice policy for reservations and service orders of at least 10 business days/two weeks.

While the college has a minimum advance notice requirement for events, it usually takes at least three months of preparation in order to carry out a well-planned, successful event. Depending upon the size and scale of the event, this timeline can be shortened, but it is advisable to start planning everything as far out as possible as spaces fill up quickly and other campus resources are finite.

Before beginning the planning process, please review this event planning guide in its entirety so you are aware of what you need to consider at each stage. Click each "Step" to view everything that step entails.

Checklist Overview

Extended Format Checklist

Step 1: Brainstorm Concept for Your Event (~two to three months in advance)

• What goals do you have for your event? How do these goals relate to the mission of your organization and the College?
• Consult with your advisor (department, supervisor, division head, etc.) to discuss the event.
• Please note that student organizations cannot book spaces on behalf of community organizations or external groups; these events must go through the College Events Office.
• Remember, students cannot sign contracts for events or enter into agreements with artists, speakers, vendors, etc. Students must coordinate with the Office of Campus Activities regarding any contractual use of CCSGA funds to pay outside vendors. If a student club has an official advisor, their contracts must be signed by their advisor prior to submitting it to the Office of Campus Activities.

Step 2: Select a Date and Book a Space (For a step-by-step guide, click  here.)

• Select a Date

• Select a Time
  • Consider meal service times on campus; make sure your attendees have the opportunity to eat in addition to attending your event, especially if there is not food offered at your event or it is being held in a space that restricts food.

• Book a Space
  • When reserving a space, you can also enter your service orders.
  • Will the space accommodate the number of people, the activity, and the necessary set-up? Click here for venue information. 
  • Does this event require a rain or extreme weather location? Have you reserved this weather location in addition to the original request?
  • If the intended event will be outside and have amplified music or sound, you will need to file for a Noise Hardship Permit from the City of Colorado Springs at least 30 days in advance through the Office of Campus Activities. This applies to certain indoor venues on campus as well.

•  *Speaker Arrangements*
  • If hosting a speaker on campus
    • Review the College's Freedom of Expression Policy.
    • Review the Protocols for Hosting Speakers.
  • Have you been approved by the Student Event Summit?
  • Have you had the appropriate campus officials sign the contract? 
  • Do your guests need travel, lodging, and/or meal accommodations?
    • The College recommends contract "buyouts" instead of serving meals - at most the College will agree to pay an additional $25 per person for dinner and $25 per person for lunch, and they can go to restaurants or order in on their own.
    • The College cannot supply alcohol in "green rooms."
    • Make sure that transportation cost to/from the airport and hotel is clearly defined - will travel be in addition to the speaking fee or included in the speaker fee?
    • Note requested hospitality items from the artist as they appear on riders and make sure to include them in any budgets. These items are often additions to the contract cost.
  • Do you need a college vehicle to transport our guest while in Colorado Springs? Who will drive the college vehicle? Has the vehicle been reserved through CC Transportation? Do you have a driver certified through CC Transportation?

•  *Screening Films*

Step 3: Submit An Event Request Form on Presence

• Log into Presence under Sign into CC.
• Click on "Forms".
• Click on the 'Event Registration" form.
• Fill the form out accordingly and submit for review.
• Once your form is reviewed by the Office of Campus Activities, they will reach out to you via email to schedule you for the Student Event Summit. Once scheduled, you will get a follow up email the day before. 

Step 4: Meet with the Student Event Summit

• The Student Event Summit meets every Wednesday from 12:30pm - 2:00pm in the Student Event Space in the basement of the Worner Campus Center. The committee consists of all the departments across campus involved in event planning: Campus Activities, Facilities, AV, Campus Safety, Sodexo, and Grounds. At this meeting, the members will discuss how they can support a student's event. 
• Be prepared to answer a variety of questions related to the who, what, when, where, why of your event including but not limited to the ones in this checklist.
• During your meeting with the Student Event Summit, your event will receive a status: approved, rejected, or tentatively approved.

Step 5: Submit Service Orders (~one month in advance, no fewer than 10 business days/two weeks out)

For a step-by-step guide on how to submit service orders, please click here.

• If your event is approved/ tentatively approved at the Student Event Summit, your next step is to enter your service orders (this can be done prior to meeting with the SES if you are familiar with the process).
• The following are the service orders that you can request from each department, although some services are requested via different platforms. 
  • Facilities (Facilities provides event set-up as well as the following equipment/ materials, these are requested via the Events Managmeent Portal).
    • Chairs
    • Tables
    • Stanchions
    • Pipe & Drape
    • Staging
    • Podiums
    • 10x10 Canopy Tents
    • Coat Racks
    • Waste Bins
    • Other (may require outsourcing)
  • Audio/Visual (AV provides equipment set-up and takedown as well as the following equipment/ materials. These are requested via the Events Managmeent Portal. Please keep in mind that certain venues already have a built in sound system, for more information, click here).
    • Portable Sound System
    • Microphones + Stands (Panel Mics, Wireless, Specialty, Standard, Podium, Conference Mic System)
    • Smart Cart (projector, DVD player, bookshelf speakers, and laptop input)
    • TV Cart (projector, DVD player, bookshelf speakers, and laptop input)
    • Mac Adaptor
    • Projector
    • Tripod Screen
    • PowerPoint Remote/ Laser Pointer
    • Megaphone
    • Speakers
    • Large Folding Projection Screen (146")
    • Small Folding Projection Screen (95")
  • Food/Catering
    • Am I getting food from off campus or catering with Bon Appetit?
    • Do my attendees or speaker have dietary restrictions? Have I made arrangements for common dietary needs (vegetarian, vegan, gluten free)?
    • Will the speakers / panelists / entertainers need water or snack service?
      • Off Campus (This is indicated on the Event Request Form)
        • Where will I get ice, containers, cups, napkins, paper plates, flatware, etc.?
        • Do I need to make arrangements to rent any food service equipment? (Sternos, hotel sheet pans, etc. To rent this equipment, please fill out an Equipment Request Form.
        • How will food get to campus? Pick-up or delivery? (if picking up, students are responsible for providing their own transportation).
        • How will I pay for the food I am picking up?
        • Am I currently up to date on food safety regulations? 
      • Bon Appetit
        • Did I submit my catering order through Catertrax at least three weeks in advance of my event?
        • Does the event need tablecloths? Bon Appetit tablecloths currently go for $10/ tablecloth.
  • Grounds (for outdoor events)
    • For materials such as snow fencing, the Grounds Office requires you to submit your work request through the TMA work order link. Select "Facility Services Request" in the left hand panel and navigate through to select your area on campus and fill in the specific request.
    • There are underground sprinkler lines throughout campus. Before staking anything into the ground, or having your vendor stake any items into the ground, check in with Grounds first to ensure you do not rupture any underground piping. Call Facilities at (719) 389-6568.
    • Know where the closest outdoor power source is and make sure you have access. You may need to contact our campus electrician. Call Facilities at (719) 389-6568.
    • If you need to request that the sprinklers be turned off, contact Grounds. 
    • If your event will take place as it is getting dark, determine if you require additional lighting from Grounds. 
  • Campus Safety (This is determined during your SES meeting.)
    • Do you need Campus Safety presence at my event? When students attend a Student Event Summit meeting, Campus Safety will determine how many officers an event requires. 
    • Do you need a venue door unlocked? Make sure you email campussafety@coloradocollege.edu at least a week before your event. 
  • Sodexo (This is determined through a TMA Work Order Link).
    • Will my event require sanitation services before / after/ during the event?

• Should your event be seeking funding from sources other than CCSGA such as departments, offices, or programs and will cost a significant amount of money, you may need to begin securing funds earlier. Cultural Attraction Funding applications are due the first week of each block.
• Contracts for artists or lecturers should not be signed by College Officials until funding has been secured.
• Please keep in mind that all events proposed over $5,000.00 must be certified as 'Green Events' as defined by the Office of Sustainability. The students proposing the event must meet with the Office of Sustainability's Green Events Intern before submitting their initial application to the CCSGA Finance Committee. Even if your event does not fall under these criteria, consider how you can contribute to a sustainable campus in planning your event.

Step 6: Get Organized and Plan Remainder of Event (~two weeks out)

• Accessibility, Safety, and Risk Management
  • Have I considered the needs of my guests and made sure my event is accessible? Check the Campus Accessibility Guide.
  • Waivers should be used for your event if it involves physical activity, travel off-campus, or minors in attendance. OCA can provide waiver templates.
  • Do event coordinators know what emergency procedures to use and the locations of fire extinguishers, alarms, and telephones?
  • What is the fire capacity of the event space? Click here for venue information.
  • How do you plan to keep track of event attendance to ensure that you do not exceed the fire capacity? Tickets, clickers, etc. Your event will be shut down if capacity exceeds the legal limit of occupants; any CC professional staff at your event is empowered to make this call.
  • Do you need additional Campus Safety presence at our event? Was this arranged during SES?
    • Ticketing (at least five business days in advance.)
      • If your venue has a limited capacity or you expect attendance to exceed capacity, tickets are recommended.
      • Who can get tickets? Is my event open to the public?
      • Who will produce the tickets? Using CC's Print Shop is a great option.
      • Have I arranged for ticket sales/distribution with Worner Desk
      • Number your tickets by hand on the back so you can monitor sales as the event date approaches. This can help gauge if your promotional efforts are paying off!
      • Does our group need hand stamps, inkpads, etc.? 
      • If my ticketed event is open to the public, have you discsussed parking with Campus Safety and made the parking information clear on your promotional materials (posters, social media, online event calendar)?

• Staffing and Set-up

•  Renting Supplies from the Office of Campus Activities.

• Advertise (begin at least one week in advance for student events; all-campus events with expected attendance from faculty, staff, and students should be advertised earlier)
  • Have I reviewed the All-Campus Posting/Advertising Policy? (also part of the Freedom of Expression Policy)
  • Did I submit event information (including ticketing information) through CC Events Management? All information submitted through CC Events Management will appear on the CC Campus Calendar.
    • Promoting in the Worner Campus Center
      
      • Reserve a table in the Worner Lobby through CC Events Management.
    • Posters
      • Have I looked over and double checked that all the event information is on my poster? Is all of my information correct?
      • Do my posters have contact information?
      • Before hanging up posters somewhere, have I talked with an official from the location in order to know the regulations on posters?
    • Social Media
      • Have your group's social media made a post?
    • Digest Posts
      • Follow this link to post to the student or events digest.
      • You must submit your Digest post before 5:55 a.m. of the day you want your post to be seen.
      • One digest submission is equivalent to one digest posting. In order for a Digest post to appear multiple days, you must submit a Digest post for each day. Note that the system only allows you to submit the same digest post three days in a row.
    • Weekend Digest
      • Sent to the student body every Friday, contact Campus Activities at campusactivities@coloradocollege.edu to submit an event. 

• Rain Plans and Event Cancellations (should be 24-72 hrs in advance)

Step 7: Finalize Plans & Carry Out Event

• Confirm everything in writing for your event at least two days in advance by contacting vendors and making sure everyone is on the same page.
• Create a "play-by-play" or "minute-by-minute" list of what needs to be done and when leading up to your event with your event staff.
• Check your space an hour before to make sure that it is set up

Troubleshooting Suggestions

Don't forget to clean up!

Step 8: Follow-up (week following event)

• Debrief with your group. What went well? What can be done differently? What issues were you successfully able to dodge? What issues surprised you and are important for future planners to be aware of? Did the event meet your goals?
• Review your budget to make sure all bills have been paid. Some of our campus partners (Facilities, Campus Safety) bill following an event. If you have any questions about your bill or when it will become available, reach out to the respective offices.
• Reach out to your planning partners and thank them for their time and effort spent on the event. If a campus office or department sponsored all or part of your event, be sure to thank them for their support as well.