Campus Event Planning

Event Planning & Compliance Guide

• Purpose & Disclaimer

  This guide is an operational reference for planning and hosting events at UC Riverside. This guide does not replace official UCR, UC, local, state, or federal policies. Requirements may change based on event scope, location, attendance, risk level, or direction from campus authorities. Final approval rests with the appropriate University departments and designated officials.

  Director Rules of Thumb

  • Start earlier than you think.
  • Document everything and submit clean packets.
  • A reservation does not mean the event is fully approved.
  • Life safety, ADA access, emergency routes, and campus circulation come before aesthetics.
  • Do not promise vendors, sponsors, vehicles, power, water, or UCR branding until approved.
  • When in doubt, ask before moving forward. 
• Part 1: Event Planning Checklist

  There are many steps to hosting an event on campus. Use this checklist to guide step-by-step planning; detailed guidance and contacts follow in the sections after the checklist.  

  Creating Your Event

  • Define your event
  • Determine/confirm budget and funding
  • Determine/confirm event date and time
  • Develop an event timeline and checklist
  • Determine/confirm on-campus venue
  • Determine/confirm event agenda and program participants (if applicable)

  Approvals & Administrative Processes  

  • Submit event proposal internally before campus processes move forward
  • Submit ERF (Event Request Form) after internal approval
  • Identify whether additional approvals are needed for higher-risk events, large attendance, artists, vendors, food, security, medical, or major campus impact

  Event Logistics & Setup

  • Identify campus service providers needed for event & submit work orders
  • Identify off-campus vendors needed for event & request estimates
  • Collect COI, W9, business license, and product/service details from any merchandise vendors or sponsors
  • Begin vendor, sponsor, food, security, and venue logistics — 12 weeks out

  Catering & Food Operations

  • Identify catering needs and menu & contact Citrus Grove Catering (exclusive on-campus caterer)
  • Submit food/vendor documents to EH&S for review — 4 weeks out at minimum; temporary food permit applications due 7 business days out at minimum

  Security, Medical & Life Safety (for larger/higher-risk events)

  • Begin security/medical planning and draft site maps — 8 weeks out
  • Begin fire packet, ADA/campus-impact planning, and route review — 6 weeks out
  • Obtain security quote and submit to UCPD for contracting/approval
  • Determine AMR/medical needs and develop a Medical Action Plan if applicable
  • Finalize route impacts and campus communication needs — 3 weeks out
  • Submit ScottyMail/campus-wide notice request through UCR Marketing & Communications if routes, buildings, or campus circulation are impacted — 2-3 weeks out
  • Submit amplified sound requests — 2 weeks out at minimum

  Event Promotion & Marketing

  • Send invitations to guest list with a registration link to track RSVPs
  • Post your event on the Events Calendar (if applicable)
  • Promote your event in campus newsletters (if applicable)
  • Promote your event via posters, flyers, or other printed materials (if applicable)
  • Send RSVP and day-of event reminder emails

  Event Preparation

  • Produce diagrams for event setup (if applicable)
  • Confirm all orders with campus service providers
  • Confirm all orders with off-campus vendors
  • Develop staffing plan
  • Develop day-of timeline & packing list
  • Finalize credentials list and send to CSC/security — 1 week prior

  Event Day & Post-Event  

  • Event day: execute inspections, briefings, Command Post activation, entry, and closeout
  • 1 week after: debrief, archive documents, and document lessons learned 

Campus Partners

• UC Riverside Police Department 
• Faculties Services
• Highlander Union Building (HUB)
• General Assignment Classroom Scheduling 
• 25Live
• EMN Administration Room Reservations
• CHASS Room Reservations
• Hospitality Services
• Food Safety
• Pre-Qualified, Off Campus Caterers 
• Regents Policy 5402: Policy Generally Prohibiting Contracting for Services