Event Planning

• What is your program?
• What will your program accomplish?
• Who will benefit?
• What is the purpose and the goals of the program?
  • Recruitment? Provide a service to the community? Socialize?
• Is your program realistic and can it be done? Will you

General Inventory spaces (classrooms, lecture halls, as well as outdoor spaces) can be requested for reservation through Ad Astra (our campus scheduling service) using the form titled "[Quarter Year] - Office of Student Life/Campus Orgs". Please log in with your Net ID and password to access the submission form. There is a helpful demo of Ad Astra available on our Campus Space Reservations page . To reserve a venue not list here refer to the Campus Scheduling Guide. The following will outline the space reservation procedures for requesting general inventory spaces via Ad Astra.

• All scheduling request are submitted online via Ad Astra.
  When completing the space reservation form you should know the following:
  • Will your event need media or technical equipment such as audio, microphones, projection, computer access, lighting, or another equipment?  
    • If yes, please be advised that the media equipment is NOT included with the confirmation of the classroom and there are charges based on the equipment you require for your event.
    • Once you have received a confirmation via Ad Astra about your space reservation, contact Instructional Development with a minimum of 5 business days to arrange staffing and the use of any equipment you will require. 
    • Instructional Development will need your Org name for billing purposes. If there is an alternative source of funding please provide that information.
    • For more info on our rates consult this website.
• Campus facilities are in constant demand it is in your organization's best interest to reserve the space well in advance of your event. Reservation requests MUST be placed at least 7 business days in advance of your event. 
  We cannot process requests fewer than 7 business days in advance.
• Requests cannot be processed for future quarters. Once the Office of the Registrar completes scheduling for future quarters, we will receive access to book space for campus departments and Registered Campus Organizations (RCOs). 
• Also, be sure to reserve the space prior to contracting an external artist, vendors, or entertainment.

• Students are encouraged to make inquiries with artist/agents or artist representatives about the possibility of having the artist or group on campus.
• Students may make tentative agreements with artist/agents or artist representative but will need to meet with a Campus Org Advisor before signing the contract.
• Organizations are advised to utilize the Performance Agreement Form for any situation where someone will be paid for related performance service.

• In order to begin filling out the necessary forms to plan an event on campus, you will need to create your event on Shoreline. Visit the "Events" tab on Shoreline and click "Create Event" to begin this process.
• The 360 Event Planning Guide (also referred to as 360) is a comprehensive tool for all Registered Campus Organization events. Our event creation tool on Shoreline is a smart form - once you begin to fill it out, it will automatically direct you to fill out the 360 Event Planning Guide. When completing the 360 paperwork for your event, be prepared to answer the following:
  • Event hosts
  • Logistical details (where, when, who, what, why, how?)
  • Equipment needs such as:
    • Media/technical needs
    • Rentals (i.e. renting tables or chairs)
    • Service of the campus electrical (i.e. events outdoors)
    • Will http://www.ehs.ucsb.edu/ehp/catering-guidelines your event include food delivery, concessions, or catering? (read UCSB catering policy; if you need a food permit for your event, you will automatically fill out the necessary forms when completing the 360 and event information on Shoreline)
    • Ticket sales?
    • Does your events need Americans with Disabilities Accommodations?
• Create your event on Shoreline and complete this form at least 1 month prior to your event and coming to a Minor Events Committee Meeting.
• After you complete your 360, attend a Minor Events Committee Meeting.

Make a list of what needs to get done to make the event a success.

Examples of what might be on the checklist:

• Complete accounting request for cash advance
• Pick up decorations/ food
• Work with a University Advisor on the contract
• Contact Artist/Agent to work out event day details
• Create and distribute publicity