Plan Your Student Organization Event
Planning an event for your student club or organization? We're here to help!
This guide is designed for sanctioned UCCS student clubs and organizations. Follow the steps below to reserve your space, complete the required approvals, and coordinate any additional event services needed for a successful event.
Step 1: Submit an Event Inquiry
All student organization events begin with an Event Services Inquiry Form.
After your inquiry is received:
Requests are reviewed in the order they are received.
Most inquiries receive a response within 2–4 business days.
Receive Your Tentative Event Order
Once your request has been reviewed, Event Services will issue a Tentative Event Order.
A Tentative Event Order means your requested date and space have been temporarily reserved while the remaining approval process is completed.
Important: A Tentative Event Order is not a confirmed reservation. Your event is not approved until all required approvals have been completed and Event Services issues a Confirmed Event Order.
Submit Event for Student Life Approval
You’ll need to complete the Mountain Lion Connect process for approval and to move toward confirmation.
After receiving your Tentative Event Order:
Save your Tentative Event Order.
Attach it to your Mountain Lion Connect (MLC) Event Request.
Submit your event through Mountain Lion Connect at least 10 business days before your event.
Complete any required meetings, forms, and additional event details by the stated deadlines.
Respond promptly to requests from Event Services via email.
Failure to complete these steps may result in your tentative reservation being released or your event being canceled.
Finalize Your Event Details
As your event is moving toward confirmation, Event Services will help coordinate any additional services you need.
Catering
If your event includes catering:
A Catering Inquiry Form will be included with your Tentative Event Order.
Submit catering requests:
Major events: At least 3 weeks before your event.
Standard meetings: At least 10 business days before your event.
Catering is confirmed once you receive and sign your Confirmed Event Order (CEO).
Note: Pizza, donuts, and pre-packaged snacks purchased independently do not require a Catering Inquiry Form.
Room Layouts
If your event is in a large venue, outdoors, or requires a custom setup, you'll work with an Event Coordinator to develop your event layout.
Final layout changes should be submitted at least two weeks before your event.
(Standard meeting rooms with preset layouts are excluded.)
Audio/Visual Support
If your event requires audiovisual equipment beyond the standard technology available in your reserved space, you may be scheduled for a Production Meeting. If required, instructions will be included with your Tentative Event Order.
Complete Any Additional Required Forms
Some events require additional approvals before they can be confirmed.
These may include:
Official Function Authorization – Required for events with expenses over $500 or when alcohol will be served.
Alcohol Authorization Form – Required for all events requesting alcohol service and must be submitted at least 3 weeks before the event.
Please note that you'll need your event confirmation number before completing these forms.
Need Help?
Questions about planning your event or navigating the approval process?
Contact Event Services at events@uccs.edu. Our team is here to help guide you through the process and partner with your organization to create a successful event.