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 
• Part 2: Detailed Planning Guide

  Define Your Event

  The first step in creating your event on campus is to define its purpose and objective. This provides direction in determining the best format. Consider: What is the purpose and objective of this event? What is the best way to achieve this objective? What resources are available to facilitate this objective, and do I have them? What is the name of your event?

  Budget and Funding

  Once you have defined your event, determine the financial resources available and necessary to achieve your event's objective. If you have an allotted budget, be a good steward of those resources to stay within it. If you are proposing a budget, start by reaching out to campus service providers and off-campus vendors for estimates to compile a comprehensive budget. Consider: What is a realistic budget for this event? Where will the funding come from? What Chart of Accounts (COA) should be charged for event orders?

  Event Date and Time

  Secure a date and time for your event, confirming the availability of all program participants you would like to attend. Check the UCR Events Calendar to ensure there are no other major events targeting the same audience that would conflict with yours.

  Event Timeline / Checklist

  Work backwards from your event date and map out a timeline/checklist including specific due dates for each arrangement. The further in advance you begin planning, the better. For smaller meetings and events, best practice is to begin planning at least 3 months in advance; for larger events, 6 to 9 months in advance depending on scale. For ASPB large-scale events, see the Master Planning Timeline table, which begins 16+ weeks out.

  Event Planning Complexity Factors  

  Events should be evaluated by operational needs rather than fixed tiers. Factors that may increase planning requirements include: outdoor location, attendance, amplified sound, food, food trucks, vendors selling merchandise, sponsors, vehicle access, fencing, artists, performers, security checkpoints, medical support, fire/life safety issues, ADA impacts, and campus circulation impacts.

  On-Campus Venues

  UC Riverside has many on-campus venues with varying availability and capacity. Determine the venue that works best and submit a reservation request through the respective reservation system. Have a backup venue or date in mind in case your first choice is unavailable.

  Venues Managed by Hospitality Services

  • Alumni and Visitors Center
  • Glen Mor (summer only)
  • Aberdeen-Inverness (summer only)
  • Lothian (summer only)
  • Pentland Hills (summer only)

  Tip: hosting at a Hospitality Services venue comes with an assigned event coordinator who can help arrange parking, catering, room setup, and AV/media. Contact the Hospitality Services Team for more information.

  Venues Managed by HUB Scheduling

  • Highlander Union Building
  • Student Success Center
  • General Assignment Classrooms
  • Outdoor Locations

  Reserve HUB-Scheduling venues through the EMS Highlander Scheduling System; contact the HUB Scheduling Team for more information.

  Other On-Campus Venues

  Student Recreation Center — contact the SRC Events Team or srcevents@ucr.edu to reserve space.

  The Barn — limited event space in fall quarter. The Stable Lounge is bookable for private events; the Barn Patio Bar and Indoor Dining Room become available after November 28, 2023. Use the reservation form or email barn@ucr.edu. 

  University Theatre — ideal for lectures or symposia-style events with built-in staging, lighting, and audience seating. Contact Isabel Edwards to book: isabel.edwards@ucr.edu.

  UCR ARTS — downtown Riverside spaces; contact Senior Public Events Manager Amy Metcalf for booking and pricing: amy.metcalf@ucr.edu. 

• Part 3: Campus Stakeholders, Logistics & Vendors

  Campus Stakeholder Ecosystem

  Department / Partner	Primary Role
  Student Life / ASPB Professional Staff	Student programming oversight, advising, approvals, escalation
  HUB Scheduling	Space reservations and venue requirements
  Risk Management	Risk Assessment, Certificates of Insurance (COI), insurance requirements
  Environmental Health & Safety	Food permits, food safety, inspections, event safety coordination
  Fire / Life Safety	Fire lanes, emergency access, inspections, fire packet review, crowd management
  UC Police Department	Security coordination, law enforcement, emergency response
  CSC / Contracted Security	Entry screening, perimeter security, crowd management posts
  AMR / Medical Provider	Medical staffing, treatment, transport, medical capacity updates
  Transportation & Parking Services	Parking, vendor vehicle access, traffic impacts
  UCR Marketing & Communications	Campus-wide notices, ScottyMail coordination
  University Relations / Legal Affairs	UCR name, logo, trademark, and endorsement review

  On-Campus Service Providers

  When coordinating basic event logistics and setup for on-campus events, various on-campus service providers offer event services on a recharge basis:

  Facilities Services — chairs, tables, canopies, space preparation, and cleanup. Requests must be placed at least 14 days in advance. Contact Pam Bloor for help defining special event requirements; submit requests via the Facilities Services website.

  ITS – Multimedia/AV Support — delivery, setup, and operation of audio-visual systems (PA systems, projectors, screens, etc.), plus recording/streaming for live events. Submit the Multimedia Request for Services and Support form after logging in through CAS.

  Transportation & Parking Services (TAPS) – Event Parking — works with you on event parking arrangements. Complimentary parking may be available to community visitors through the Community Parking Program. Submit the Event Parking Services Request form to request services and establish eligibility.

  Risk Management — guidance and oversight for certificates of insurance for third-party vendors, alcohol permits, and contracts/performance agreements for entertainment. Contact risk@ucr.edu.

  UC Police Department (UCPD) — good practice to include in pre-planning for major events. UCPD determines its required level of involvement based on factors including visiting dignitaries, UC President/staff or Regents in attendance, high-profile guest speakers or performers, crowd size, and type of event. Contact ucpdgeneralmail@ucr.edu with event details for security consultation.

  Off-Campus Vendors

  Most basic event logistics needs should be met by on-campus service providers. If your event requires additional equipment or services, check with Procurement and Accounting for approved off-campus vendors. Contact the vendor for an official estimate, then follow accounting/procurement guidelines to process payment via purchase order or purchase requisition.

  Off-campus vendors and independent contractors working on campus must provide a Certificate of Insurance (COI) meeting UC minimum insurance requirements, naming the Regents of the University of California as an additional insured, submitted 2-3 weeks prior to the event to Risk Management for review. Direct insurance questions to risk@ucr.edu.

  Approved / Frequently Used Off-Campus Vendors

  JZPC Party Rentals Inc. — event rental company for equipment and setup of tenting, tables, chairs, linens, décor, stanchions, and drape.

  Pacific Coast Entertainment (DBA: Bar None Group Inc.) — full-service live event production company for large-scale staging, lighting, audio, and video needs (concerts, large ceremonies, etc.).

  Contemporary Services Corporation (CSC) — event security and crowd management for large-scale events requiring additional security as determined by UCPD. Contact DeShawn Loud at dloud@csc-usa.com or info@csc-usa.com.

  Golden State Communications — radio, radio charger, and earpiece rentals. Contact Jessica Carroll at jessica@goldenstateinc.com.

  Vendors Selling Merchandise or Products

  This applies to vendors brought onto campus to sell merchandise, products, or other goods — separate from operational vendors such as production, fencing, staging, generators, security, or equipment rental companies.

  • Required documents generally include COI, W9, business license, product/service description, and vendor contact information
  • Vendors often lack a COI; insurance is still required. ASPB does not use No Insurance Acknowledgement forms — vendors without insurance may purchase coverage through UCR CampusConnexions
  • Certificate holder should be listed as: University of California Regents, 900 University Ave, Riverside, CA 92521
  • Vendors may not sell candles, incense, open-flame products, combustible products, fireworks, pyrotechnics, or other flammable/fire-hazard items
  • Vendors must be fully self-sustaining, providing their own tables, chairs, display materials, payment systems, approved canopies, lighting, and equipment unless otherwise approved
  • Power, lighting, and water access are not guaranteed — refer to ASPB venue maps for outlet/water locations, commonly near Upper HUB Plaza water station areas

  Sponsors & Promotional Activations

  • Onsite sponsors generally need COI, W9, business license, activation description, staffing information, and product distribution details
  • Sponsors distributing food, beverages, samples, or edible promotional items need food handler documentation, UCR temporary food permit submission, and EH&S approval
  • Sponsors must remain self-sustaining unless otherwise approved; utility requests must be reviewed in advance
  • Sponsors may not use UCR branding, logos, marks, campus imagery, or names in a way that implies endorsement without proper review and approval

  Use of UCR Name, Branding & Institutional Affiliation

  UCR names, logos, marks, and branding elements may require approval for use. Vendors, sponsors, artists, and outside partners may not use UCR branding in a way that implies official endorsement, sponsorship, partnership, or institutional approval unless authorized by the appropriate campus offices. ASPB should review sponsor/vendor promotional materials before publication whenever UCR branding, campus images, or institutional identity are referenced. 

• Part 4: Catering & Food Operations

  Citrus Grove Catering (CGC)

  Citrus Grove Catering at UC Riverside is the exclusive caterer for on-campus events, handling coffee breaks, breakfast, receptions, formal dinners, and cocktail parties, with menus of appetizers, entrees, and desserts and several delivery/service options including full service for plated meals, large banquets, and receptions requiring catering/bar staff, china, glassware, and tray-passed hors d'oeuvres. Order online or contact Guillermo Montoya (guillermo.montoya@ucr.edu). See the Citrus Grove Catering website for menus.

  CRATE by Citrus Grove Catering offers a simpler menu for pick-up or delivery only, orderable online through EMS or via Guillermo Montoya. See the CRATE website for menus and an EMS ordering tutorial.

  Meal Rates for Entertainment

  Per-person meal rates for entertainment and business meeting meals are reviewed and determined annually by UCOP. As of September 8, 2022, the maximum per-person rates are: 

  Meal	Maximum Rate
  Breakfast	$31
  Lunch	$54
  Dinner	$94
  Light Refreshments	$22

  These amounts include the cost of food and beverages, labor, sales tax, service, and delivery charges related to catering.

  UCOP Policy 5402

  UC Regents Policy 5402 generally prohibits contracting catering services from off campus. “Caterers” are defined as food sources that set up, prepare, or serve food or drinks on campus. To use an outside caterer, follow Policy 5402 and complete the Contracting Out Justification Form; see the Procurement Services guidelines for details.

  Food Operations 

  • Food vendors need COI, W9, food operation permit, valid food handler certifications, menu/product information, and EH&S review
  • Food vendor packets should be organized by vendor and submitted early — best practice is earlier than minimum deadlines
  • Temporary food permits are required for many events where food or beverages are sold or distributed to the public
  • Food trucks stationary for extended periods must comply with restroom/handwashing access requirements
  • Food trucks must be on flat hard ground — not grass, not under trees, and never in emergency access lanes
  • Food vendors may only sell approved beverage products consistent with campus requirements, including Pepsi-related restrictions where applicable 
• Part 5: Event Promotion & Marketing

  Invitation & Registration

  The most direct way to promote and market your event is through personal invitations. Determine your target audience and develop a comprehensive invitee list (internal stakeholders, UCR senior leadership, faculty and staff, students, alumni and donors, community members, etc.). Create invitations in MailChimp, Canva, or your available platform, including a link to your event registration form so you can track registration counts. Your registration form should collect basic contact information as well as event-specific details (e.g., meal choice, guest information, dietary restrictions).

  Tip: e-invitations are cost-effective and allow for seamless registration. Don't forget a “dietary restrictions” field if serving food.

  Events Calendar & Campus Newsletters

  The UCR Events Calendar integrates with your website and campus-wide communications and social media channels, letting you publish, manage, and promote events. See the ITS website or contact support-ucrevents@ucr.edu for tutorials.

  Printed Materials & Temporary Signage/Banners

  Promote via posters and flyers using downloadable assets and branded Canva templates from the UCR Brand website. HUB display cases can be reserved for posters, and flyers can be distributed campus-wide free of charge through the J-list distribution service by Mail Services. For temporary signage and banners, see the UCR Brand Website for policies, processes, and resources.

  Campus-Wide Notices / ScottyMail 

  If routes, buildings, or campus circulation are impacted by your event, coordinate a campus-wide notification through UCR Marketing & Communications/ScottyMail 2-3 weeks prior to the event.

  RSVP Reminders & Day-of Event Reminder Emails

  After sending your e-invitation, send one or two RSVP reminders to those who haven't yet responded.

  Tip: send an RSVP reminder at the halfway mark between the invitation date and the RSVP deadline, and a second reminder one week before the deadline.

  To minimize attendance melt, send a reminder email to all registered attendees the morning of the event, including event start time, location, and parking information. 

• Part 6: Security, Medical, ADA & Access Management

  This section applies primarily to larger-scale or higher-complexity events; scope and requirements are determined case-by-case with campus partners.

  ADA Accessibility & Campus Access Management

  • Maintain ADA-accessible pedestrian routes, entrances, viewing areas (when applicable), restrooms, water access, and emergency egress
  • Perimeter fencing must keep ADA routes, general campus routes, and building entrances/exits open whenever possible
  • Temporary closures must be listed in the fire packet/site maps and approved in advance
  • Emergency gates within fenced perimeters must maintain at least 20 feet of width clearance
  • If campus circulation is impacted, alternate route signage must be posted and must minimize campus disruption
  • Coordinate campus-wide notification through UCR Marketing & Communications/ScottyMail 2-3 weeks prior when large route/building/circulation impacts occur
  • After the event, reopen routes and entrances/exits immediately when operationally feasible

  Security & Crowd Management

  • Consider security for events bringing artists or exceeding 500 participants; ASPB planning standard is approximately 1 guard per 50 participants, subject to UCPD/security review
  • Additional security may be required for alcohol, complex venue layouts, multiple access points, large outdoor spaces, valuable equipment, VIPs, cash handling, or security checkpoints
  • Process: Step 1 — obtain a security quote; Step 2 — submit to UCPD for contracting/approval review
  • Crowd Management Team members observe, report, and communicate concerns; they do not physically intervene

  Medical & AMR Planning

  • AMR is generally needed for events exceeding 2,500 participants; a Medical Action Plan should be developed
  • AMR may also be needed if alcohol is served or if alcohol/drug-related medical concerns are anticipated
  • Medical planning should include station location, roaming teams, ambulance staging, extraction routes, hydration, documentation, and escalation procedures

  AMR Command Post Capacity Updates 

• Part 7: Event Preparation, Day-Of Operations & Closeout

  Diagrams for Event Setup

  When hosting at venues managed by Hospitality Services, the Highlander Union Building, or the Student Recreation Center, your assigned event manager should provide venue diagrams illustrating your setup — work with them to finalize it, including any additional branded event assets or décor. For outdoor locations or venues without a provided diagram, produce your own for campus service providers to reference.

  Tip: for outdoor locations, screenshot the venue on the UCR campus map or Google Maps “Satellite” view, then use Paint or Canva to mark table/chair placement. Be present during setup to confirm the event meets expectations. 

• Part 8: Compliance Reference

  Master Compliance Checklist