An event walk through is required for larger events or for Non-University groups. This will be scheduled during the initial planning of the event and need to be made a minimum of 10 business days prior to the event date.
For Recognized Student Organizations (RSOs) hosting larger events, the first event contact, RSO Advisor, and any service providers must meet with reservations staff. The goal of this meeting is to discuss and confirm the following details:
- Finalize equipment needs
- Finalize layout of room
- Finalize lighting and audiovisual needs
- Review of decoration/signage policy and approval of items being posted/placed in the room and around the building during the event
- Finalize food and beverages being served and coordination of service
- Review maximum room capacity (this includes the total number of ticket holders, volunteers, and performers)
- Confirm Event Planning and Registration (EPR) has been completed (if applicable)
- Review all co-sponsorships and where they can setup before, during, and after the event
- Review expectations of cleaning up after the event and disposing of trash
- Review other event policies as they apply to the group and type of event being conducted
If applicable, during the event planning meeting a date and time for audiovisual and lighting design meeting will be scheduled.
All change requests need to be made by the first event contact person on the reservation to be considered. Any requests made by other members of the group will be denied. No changes to the lighting or audiovisual may be made after the final audiovisual and lighting design meeting has taken place. A final audiovisual and lighting confirmation will be sent to the first event contact via email.
After the final event planning meeting, a final confirmation will be sent out to the first event contact via email. This confirmation should be reviewed by the group and any changes need to be discussed with the reservations staff.