Plan Your UCCS Internal Event
Planning an event on campus? We're here to help.
This guide is designed for UCCS colleges, departments, faculty, staff, and administrators planning meetings, conferences, trainings, celebrations, and special events. Follow the steps below to find the right space, submit your reservation, and connect with Event Services for any additional support your event may need.
Start Planning
Before requesting a space, take a few minutes to think through your event.
Consider:
What type of event are you hosting?
How many guests will attend?
What is your preferred date and budget?
Will you need catering, audiovisual support, room setup, or other event services?
Having these details ready will help you choose the best space and ensure a smooth reservation process.
Step 2: Choose the Venue
Browse available campus venues to find the space that best fits your event. Consider room capacity, location, accessibility, available technology, and the overall experience you want to create.
Not every campus space is scheduled by Event Services.
Visit Reserve Your Space to determine:
Who manages your preferred venue
Whether the space is scheduled by Event Services, a college or department, or General Academic Scheduling
The correct reservation process for your event
Step 3: Request Your Space
Once you've identified who manages your space, submit your reservation request using the process outlined on “Reserve Your Space.”
Department Controlled Spaces
Contact the designated area scheduler directly using the email or reservation instructions provided.
Event Services Spaces
Complete the Event Services Inquiry Form to begin planning your event with our team.
General Academic Classrooms
Submit a SchedReg Inquiry Form to request an academic classroom.
Once your request has been reviewed, you'll receive a confirmation or be contacted if additional information is needed.
Step 4: Coordinate Event Support
Once you reserve your space, Event Services can help bring your event to life by coordinating the services you need for a successful event.
If You Reserved an Event Space
Your Event Scheduling Coordinator will work with you throughout the planning process—from reservation to event day—to coordinate services such as:
Catering
Audio/Visual support
Room layouts and custom setups
Equipment rentals
Event logistics
Day-of event support
Our team will guide you through each step to ensure your event is ready for a successful experience.
If You Reserved a Department-Controlled Space or General Academic Classroom
You can still partner with Event Services for additional event support after your space has been confirmed. Visit our Event Support page to explore everything Event Services has to offer.
Policies
Planning an event may involve additional university policies and approvals beyond reserving your space. Depending on the nature of your event, you may be responsible for completing required forms, obtaining approvals, or coordinating with other campus offices.
Examples may include:
Other university policies or compliance requirements, as applicable
Event Services is happy to help identify which approvals may apply to your event and connect you with the appropriate campus resources. Or you may visit our Event Policy page. Event Services will guide you through the process for all events hosted in Event Spaces. However, it is the responsibility of the event organizer and sponsoring department or college to ensure all required university policies, approvals, and deadlines are met.
Helpful Tip: Many approval processes require your event reservation or confirmation number before forms can be submitted, so be sure to reserve your space early and allow enough time to complete any additional requirements before your event.
Planning ahead is the best way to ensure your event has the space, services, and approvals it needs. While every event is unique, the timelines below can help you get started.
Event Level | Typical Examples | Recommended Planning Timeline |
Standard Booking | A straightforward meeting that only requires a room reservation. No additional Event Services support is needed beyond the space itself. | 2–4 weeks |
Supported Event | A meeting that requires a room reservation along with one or two additional services coordinated through Event Services. | 3–6 weeks |
Coordinated Event | An event that involves multiple services and requires coordination between Event Services and the event organizer. These events often include custom room layouts, catering, technology, and coordination with one or more campus partners. | 6–12 weeks |
Major Event | A large-scale or high-impact event requiring comprehensive planning, multiple stakeholders, detailed logistics, and ongoing coordination. These events often involve several campus partners, custom production elements, and extensive event support. | 3–12 months |
Event Category | Definition | Minimum Event Inquiry Deadline |
Standard Meeting | A straightforward meeting requiring only a room reservation. No additional Event Services support is needed beyond the reserved space. | At least ten (10) business days prior to the event date. |
Supported Meeting | A meeting requiring a room reservation and one or two additional services coordinated through Event Services, such as basic audiovisual support or room setup. | At least ten (10) business days prior to the event date. |
Coordinated Event | An event involving multiple services and coordination between Event Services and the event organizer. These events often include custom room layouts, catering, audiovisual support, and coordination with one or more campus partners. | At least one (1) month prior to the event date. |
Major Event | A large-scale or high-impact event requiring comprehensive planning, multiple stakeholders, extensive logistics, custom production elements, risk management considerations, and coordination with multiple campus partners. | At least three (3) months prior to the event date. |
In addition to the Event Inquiry Form deadlines above, the following planning milestones apply when applicable.
Requirement | Deadline |
Program for Children Proposal | At least two (2) months prior to the event date |
Custom Catering Inquiry Form | At least one (1) month prior to the event date |
Significant Event Permit | At least two (2) weeks prior to the event date |
Alcohol Authorization Request | At least two (2) weeks prior to the event date |
Standard Catering Menu Order | At least ten (10) business days prior to the event date |
Audio/Visual Planning Meeting Completed | At least ten (10) business days prior to the event date |
Event Layout Confirmed | At least ten (10) business days prior to the event date |
Attendee Numbers Guarantee | At least five (5) business days prior to the event date |
Need Help?
Not sure where to start or who schedules your desired space?
Review our Event Services Model Change FAQs or contact Event Services. We're happy to help you navigate the reservation process and connect you with the right campus partner.