Event services

Internal Event Services Checklist

As an event scheduling tool, we recommend that you complete each item on this list to properly schedule the use of PC facilities for events or meetings.

When planning your event…

__ Discuss the event with your Department Chair, Supervisor or Club Advisor.

__ Schedule a meeting with the Event Services Office (602.285.7437) to discuss the expected attendance, scope, needs and any charges associated with the event. Include your Department Chair, Supervisor and/or Club Advisor in this meeting.

__ Secure copy/copies of the Certificate of Insurance from the applicable event participants. The certificate, in the amount of $1,000,000.00, must list MCCCD as the additional insured at the following address (refer to the PC Event Scheduling policies):

Maricopa Community College District

2411 W. 14th St.

Tempe, AZ 85282

__ The organization or agent must mail or fax (602.285.7728) a copy of the certificate of insurance to the PC Event Services Office.

__ For all Student Club events/meetings, please complete the Student Club Activity Facility Request form and return it with the Student Club Advisors signature and all other appropriate paper work to the Student Life & Leadership office at least two weeks prior to the event date.

__ If the event is internal and is not a Student Club event/meeting, complete the online facility request form found at icopa.edu/PCCE/pcce_servlet/urd/run/wv_request.Request. Request at least 2 weeks prior to the event date.

__ If the event is expected to bring more than 150 people to the campus, you may be required to hire additional off-duty police officers to cover the event. Please contact the Event Services Office to determine the Safety needs for your event.

__ Determine if the noise and/or traffic on campus will have an effect on the campus/neighborhood/community. Please contact Priscilla Gonzales at 602.285.7437 for guidance in whether or not notification should be sent to the neighboring community and assistance in preparing the notification.

__ Check that all presenters and performers have filled out and returned the Media Services request form at least 2 weeks prior to the event to ensure availability of equipment/personnel. Requests for additional equipment and/or personnel received less than 48 hours prior to the event are not guaranteed. It is the responsibility of the PC contact to get these forms to the PC Information Technology Department.

__ If the event is scheduled in the Bulpitt Auditorium and the use of a piano is required, please contact Marsha Taylor in Music Department at 602.285.7555 to obtain the appropriate request form and to discuss piano use fees.

Don’t forget…

__ If you are using the Willo Room, please indicate number of tables and chairs needed for our guests. This room does not have a general set up and you could arrive to find an empty room if you do not make your needs clear.

__ If you are serving food and/or beverages please remember to request an adequate number of 6x3 tables. You may want to discuss this with your caterer.

__ The Event Scheduling office does not provide tablecloths. Please remember to make these arrangements with your caterer or provide your own.

__ If you plan on posting signs to publicizing your event or to give your directions, please remember to request sandwich board signs and specify placement. Also, please make sure all signs are removed at the close of the event.

__ Remember, there are a number of facilities where food and drink are prohibited, i.e. all classrooms, C102, Bulpitt Auditorium, Dome Conference Room, (to name a few). If you would like to serve any type of refreshments, please discuss these arrangements with someone in the Event Services office to determine the appropriate options for your event.

Event Day…

__ Arrive early and check in with College Safety and the PC Event Coordinator. Make sure the facilities have been prepared per your request.

__ If the PC Event Coordinator is not available, please contact College Safety at ext. 57254 in the event of an emergency. They will contact the appropriate department for you.

__ Immediately following your event, complete a facility walk thru (with the PC Event Coordinator if applicable). Make sure everything from your event has been removed and notify Campus Safety that everyone has left the campus. They will secure the facility.

If you have any questions regarding facility availability or these policies, please contact Priscilla Gonzales at 602.285.7437.