Submitting a reservation request in EMS is only one step of the event planning process.
Campus spaces are limited and at times in high demand; it is strongly recommended to begin to identify location options prior to setting your event date/time.
The below planning checklist is meant to walk you through the processes involved in planning and scheduling an Event at 91Ƶ.
How to Plan Successful Events at Pacific
Identify your event purpose.
Begin your planning process well in advance. We recommend having, at the minimum, at least a month of lead time in order to ensure the success of your event.
Feel free to reach out to event staff with any questions during your planning process.
Connect with all stakeholders involved in your event. Outline the reason(s) for your desired event which include your goals.
Based on your desired outcome, begin to brainstorm the type of event or engagement activity you are planning for, followed by some tentative dates and locations.
Once you have an idea of what you want your event to accomplish and look like, use EMS self-service to begin requesting your event location, date, time, and furnishings. Requests are subject to approval based on availability and university policy.
Furnishings include but are not limited to chairs, tables, tents, food/beverage service, audio/visual equipment, and etc.
Audio and visual equipment can be requested through UIS. If using the main floor of the UC (Boxer Pause, Commons and Lounge areas), food and beverages must be requested through Bon Appetit; outside catering can be hosted on the UC Patio and the MPR.
Once you receive a confirmation on your EMS request, ensure you coordinate and implement the other pieces of your event.
Develop a brief “run of show” for your event with detailed timing that includes: time event host team arrives to prep, time guests will begin arriving, event start time, time catering should be set out, event end time, and time guests and host team depart.
When considering extra touches such as décor, please note that glitter and confetti are not allowed in any on-campus event spaces.
What to Expect from Event Support Staff
The event support team at Pacific is comprised of several departments’ staff members. Our goal is to direct event hosts to the resources they need to put into place for their event.
Resources We Provide
- Instruction on using the EMS application
- Guidance on available spaces and appropriate space use
- Guidance modifying reservations as needed
- Guidance on event layouts
- Troubleshooting reservations and events
Our Facilities setup crew is a lean team so scheduling setups is crucial to the success of all events on campus; we request your setup information at least two weeks prior to your event.
- Please note: If your event setup is not received within two weeks of your event, our crew will plan your setup based on our expert discretion.
- Late updates and changes to your event reservation information may not be incorporated.
Event Planning Checklist
The is a guide to assist you in walking through the logistical steps when planning an event on campus. For most planners, there will be other event components (e.g., event goals, budget, assessment tools, etc.) to determine prior to utilizing the planning checklist.
At times, both campus event space and campus event services may be at capacity; it is recommended that as you determine your event date/time you are also reviewing EMS for spaces that are available. A good rule of thumb is to have alternate dates and alternate spaces in mind for your event.
Please note that the availability of rooms or special setup requests that are made less than 2 weeks before your event cannot be guaranteed.
Conferences & Events
Clark Building | 503-352-2111 |