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Performing Arts Center
PIO
Home > Administration > Public Information Office > Event Planning
Performing Arts Center
PIO
Home > Administration > Public Information Office > Event Planning

PIO

Event Planning 101

A reference guide to help faculty and staff plan events at College of the Canyons | PDF Version

When

Find the right date

Check the Facility Use Calendar for dates your preferred location is available.

Things to consider:

  • Are other events scheduled for the day you’re planning? Check the Events Calendar to avoid picking a date that conflicts with another major event.
  • Avoid holidays.
  • Timing is everything. Don’t plan large events with large numbers of off-campus visitors during the first two weeks of the semester. Your guests won’t have anywhere to park!

Note: Weekend and after-hours events will likely require overtime for staff from Custodial, IT, and Campus Safety, which will be charged back to your department budget. Check with your supervisor to confirm availability of funds.

Where

Find the best location

  • Submit a Facility Request Form to Civic Center with your preferred date and location. Include setup details (layout, tables, chairs, AV, etc.) for your room/facility booking.
  • Civic Center staff will provide an estimate of any charge-backs for overtime or other costs. Your supervisor must provide written approval of overtime charges before event can be booked. Civic Center: Ext. 3029 | rick.lopez@canyons.edu
How

Confirm logistical details

PARKING
  • If you expect off-campus guests to attend, contact Campus Safety regarding parking. Campus Safety: Ext. 3229 | Email
FOOD
  • Contact ISSI for on-campus catering. ISSI: Ext. 3578 | Email
  • Off-campus vendors: If you plan to hire an outside vendor to serve food (such as a food truck), contact Contracts & Procurement for permit and insurance requirements. Contracts & Procurement: Ext. 3476 | Email
  • Alcohol: No alcohol can be served on campus without a liquor license. Contact the College of the Canyons Foundation for details. College of the Canyons Foundation: Ext. 3434 | Email
AUDIOVISUAL
  • Contact Audiovisual to confirm availability and setup of microphones, speakers, projectors, screens, or other AV needs. Audiovisual: Ext. 3953 | Email
PAYMENT
  • If you plan to charge an admission fee, contact Contracts & Procurement for directions on proper payment processing. Contracts & Procurement: Ext. 3476 | Email
VENDORS
  • If you or outside vendors plan to sell items, you will need to obtain a one-day permit from Campus Life. Vendor Permit Form
PRESIDENT’S OFFICE
  • If you would like the Superintendent/President or Board of Trustees members to attend or speak at your event, please contact the President’s Office to coordinate. President’s Office: Ext. 3400 | Email
ELECTED OFFICIALS OR CANDIDATES
  • If you are inviting an elected official, such as a member of Congress, a state legislator, a City Council member, or a candidate running for public office, please notify the Public Information Office. Public Information Office: Ext. 3414 | Email
GUEST SPEAKERS
  • If you are inviting a guest speaker to your event, please complete the Request for Guest Speaker Form. All requests for UNPAID or PAID guest speakers must be made by completing the form and submitting it to the division dean or department manager, department chair, and executive cabinet member. Guest Speaker Request Form
MARKETING
  • Add your event to the college Events Calendar after Civic Center has confirmed the event.
  • Promote it on your department’s social media channels.
  • Request posters or fliers from the Public Information Office. Allow for at least four weeks of lead time.
  • Post fliers or posters on college bulletin boards. Contact Campus Life & Student Engagement for details. Ext. 3238 | Email | Posting Policy
  • Contact the Public Information Office to request messaging on outdoor marquees and indoor monitors. Ext. 3414 | Email

Remember: As the organizer, you’re in charge of planning and coordinating all the details needed to ensure your event is a success. The departments mentioned above will address their specific tasks and are here to answer any questions and offer suggestions. This also includes staff who manage facilities like the University Center, Performing Arts Center, and Intercultural Center. They are available to assist and support you, but the overall responsibility for organizing the event is yours.

Note: Student club and organization events should be coordinated by the Office of Campus Life and Student Engagement.