Step 2: Arrange Event Logistics
Make arrangements for location, technology, food, security, parking, accessibility, decor, and gifts.
- Reserve room/area using the Operations Internal Campus Event Reservation form. Please allow at least five (5) business days for processing and at least (15) business days for events with custom setups.
- If you need a custom set up, please complete the Student Center Event Set Up Form for the Student Center or the Event Facility Set-Up Form for all other locations. Email the completed form to Operations.
- Technology: Will your event utilize technology?
- For A/V (Audio/Visual), include information about A/V needs in the Event Reservation Form as part of your room reservation. If you have questions, contact Media Services, SCC-MediaServices@scc.losrios.edu, (916) 558-2436.
- For IT (Computer Support & IT), contact the Help Desk at scchelpline@scc.losrios.edu or (916) 558-2222.
- For Wi-Fi Guest Accounts, complete Create Wireless Guest Account Form. If you have questions, contact IT Services, scchelpline@scc.losrios.edu, (916) 558-2222. (Note: The form only allows you to create Wi-Fi credentials that last 2 days/48 hours. For events that exceed that duration, or if you are creating a generic set of credentials shared by many people at the event, the Information Security Officer needs to approve the request. Once the credentials have been created, email them to Kirk.Sosa@scc.losrios.edu for approval.)
- Will food be served? If so, remember to consider possible dietary restrictions.
- If using off-campus catering or food pick-up, contact Business Services, (916) 558-2321, to arrange check issue, credit card checkout, or reimbursement.
- Security:
- If the event includes elected officials (Governor, Senator, Assemblymember, Secretary of State, etc.), is controversial in nature, or is anticipated to have a large number of guests (Holy Bowl, Commencement, etc.), send information about the event to the College Police and the Public Information Office as an FYI. Contact Captain Valarie Cox at Valerie.Cox@losrios.edu and Kaitlyn Collignon at colligk@losrios.edu.
- If attendees/VIPs will be bringing their own security or require a security walkthrough, please include their point of contact and their security request when emailing LRPD and the PIO.
- Parking:
- Do any participants or attendees need a special parking permit? If so, contact your area supervisor, dean or manager to make a special visitor permit request.
- Accessibility:
- Accessible seating needed (ex. wheelchair, walker)? If so, identify and arrange.
- Other needs (ex. sign language interpreters)? If so, identify and arrange.
- Decorations, if needed (ex. flowers, linens, flip charts on easels):
- Gifts for participants or giveaways, if needed: