Event Registration, Review and Approval

After the initial stages of your event planning are complete, the next step is to register your event with the Master Calendar and to be sure you have space reserved for your meeting/event.  The Master Calendar has defined the steps to follow in this process.

Registration Checklist:

» Register your event
» Receive email notification of event approval
» Reserve space for event / meeting
» Enter event on Campus Web Calendar
» Notify service providers needed per Campus Events Planning Guide

Why is it important to register an event through the Master Calendar process?
Registering your event allows all the service providers on campus to have an accurate view of their job demands.   Events have BOTH a direct and an indirect impact on service providers.  The direct impacts are generally more obvious, they include caterers, audiovisual services, setup assistance, and other services that you order for your event.  The indirect impacts often go unnoticed by the event planner but include things like snow removal schedules, security schedules, and custodial duties not necessarily tied to your event, but are impacted by your event schedule.  Following the registration process becomes a matter of campus hospitality as we share information we have about an event in a timely manner to others who may be affected by our planning. 

What if my event changes after I’ve completed the event registration form?
It is important to keep the Office of Conferences and Events informed about changes you make in your event, especially changes in time, space or scope of the event.  Events are approved based on event schedules and event scope.  When an event changes significantly, the event must be reviewed again for its fit with space and services available during that time.  These changes can impact service providers either in a direct or indirect way.