Tab through worksheet and enter information at … or select from drop-down menus where it says Select...
EVENT INFORMATION
Name of event: / … /
Location: / … /
Event day(s)/date(s): / … / Event time: / …(start/end) /
Guest count: / … /
VENDOR INFORMATION
Venue: / … / Venue contact person: / … /
Venue work phone: / … / Venue cell phone: / … /
Venue email: / … /
Venue space held: / … / Capacity: / … /
Purpose: / … / Setup format: / Select… /
Date(s) reserved: / … / Time(s) reserved: / … /
Setup day(s)/date(s): / … / Setup time: / …(start/end) /
Strike day(s)/date(s): / … / Strike time: / … (start/end) /
Venue space held: / … / Capacity: / … /
Purpose: / … / Setup format: / Select… /
Date(s) reserved: / … / Time(s) reserved: / … /
Setup day(s)/date(s): / … / Setup time: / …(start/end) /
Strike day(s)/date(s): / … / Strike time: / … (start/end) /
Cancellation policy: / Select… / Cancellation terms: / … /
BILLING INFORMATION – VENUE
Total estimate amount: / … / Billing terms: / … /
Deposit due date: / … / Deposit amount: / … /
Final total amount: / … / Final payment amount: / … /
Purchase order number: / … /
Select… / Provide recharge info / Select… / Deposit paid
Select… / Establish purchase order / Select… / Balance paid
LOGISTICAL DETAILS
Select… / Reserve and confirm venue / Select… / Schedule site walkthrough
Select… / Obtain fee/reservation/cancellation information / Select… / Discuss services/equipment venue can provide
Select… / Discuss setup with venue manager / Select… / Obtain venue floor plans
Select… / Obtain initial rental agreement from venue / Select… / Obtain fire marshal diagram approval
Select… / Discuss venue’s preferred vendors / Select… / Confirm final logistics
Select… / Confirm access to venue (building openings) / Select… / Finalize setup with venue
Select… / Confirm parking and load in logistics / Select… / Final site walkthrough with venue
VENUE NEEDS/EQUIPMENT PROVIDED
…(enter quantity) / … / … (enter quantity) / … /
…(enter quantity) / … / … (enter quantity) / … /
…(enter quantity) / … / … (enter quantity) / … /
…(enter quantity) / … / … (enter quantity) / … /
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(See Venue Worksheet – Notes and Suggestions on next page)
/ VENUE WORKSHEETNOTES AND SUGGESTIONS
GENERAL /
- Choose a venue with the audience/program/theme in mind. For example, having an arts program near the medical sciences buildings doesn’t make sense.
- Confirm venue can accommodate your number of anticipated guests, including any dining and catering tables, dance floors, stages, audiovisual equipment, registration setup, etc. These components can impact the number of guests the room can accommodate.
- Visit the site and plot out with the venue manager where all of your event elements will go, i.e. registration location, stage, catering tables, kitchen facilities, green rooms, etc. Don’t make assumptions – there may be safety restrictions on what can go where, such as maintaining aisle space, keeping doorways clear, and where kitchens can be located.
- Confirm access to the site and what building openings need to take place, especially if the event is after hours or on weekends. Do not assume because you rented a particular room the entire building will be opened.
- Ensure there are adequate parking and restroom facilities for your guests. Sometimes, additional restrooms need to be rented or access to nearby buildings arranged..
- Walk the route of your event from parking to all locations guests will visit to ensure accessibility for the elderly or disabled and determine where directional signage may be needed.
- Check to see what equipment/furniture/services the venue can provide for you and what you must obtain elsewhere.
- When reserving venues, make sure you block enough time with the venue manager for setup and strike of the venue.
- Confirm electricity/water needs you may have and ensure there is adequate access/supply.
- If temporary storage is needed for registration materials, printed materials, etc., confirm location with venue manager, as well as confirm when these supplies may be delivered.
- Make sure there are proper sightlines from all aspects of the room to the stage and video screens, if used.
- Campus venue information is available from the UCLA Events Office, (310) 825-8989.
- Work closely with your fire marshal prior to the event, as required by the venue, to ensure any setup is approved in advance of the event.
- Ask the venue manager who needs to arrange for custodians, restroom supplies, setup of additional equipment, Facilities, etc.
OUTDOOR VENUES /
- Contact the UCLA Events Office, (310) 825-8989 – they need to be consulted for any event held outdoors to ensure all scheduling, grounds, custodial, permits, etc. needs are met and compliance is maintained.
- For outdoor venues on campus, there are restrictions on amplified sound, especially during school hours. Permission must be obtained in advance from Mike Cohn at Student Organizations, Leadership & Engagementor SOLE, at 206-8821..
- Audiovisuals, such as slides, video, or any other visual media are strongly discouraged at outdoor venues if the event is slated for daytime hours. It is difficult for guests to view them, even under a tent with sidewalls, as the venue doesn’t get dark enough. If it cannot be avoided, rent plenty of large screens for all guests to view adequately from a close vantage point.
- Check sound levels on site in advance and note any ambient traffic/construction noise nearby to troubleshoot any sound issues.
- If the event is at night, visit the site, check sunset time, and determine if additional lighting/heating is needed.
- Ensure when renting outdoor facilities you consider what restrooms will be utilized and confirm there is access to those facilities during your event and what additional costs may be necessary to secure those facilities, such as security, building opening fees, or cleaning.
- Contactthe UCLA Events Office, (310) 825-8989to coordinate sprinkler shutoff, bathroom maintenance, and other custodial/grounds needs.
- Have a rain contingency.