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MSU Home :: Event Planning Tips

Event Planning Tips

In an effort to assist you in scheduling meetings, conferences or summer camps, the Office of University Center and Conference Services (UCCS) offer these helpful suggestions:

  • Schedule early 
  • All University facilities other than those times that accommodate the regular schedule of classes (Monday thru Friday 8:00 AM – 4:30 PM, including evening classes) must be scheduled through the Office of University Center and Conference Services, including campus visits by local schools to take part in University classes. 
  • Have your potential dates and possible backup dates in case of a conflict 
  • If your date is a “locked in” date with no other options, please let UCCS know 
  • You will be asked for the type of event/activity , room set up if necessary and for your equipment needs 
  • If your event is outside, we will ask you about possible rain sites 
  • If a contract is required for a guest speaker or presenter, please provide the UCCS staff with a copy so they may assist you with what can be provided for the event 
  • If food is being served (meals, snacks, beverages, etc), you will be asked to contact Aramark for your catering needs or be referred to Vending and Concessions 
  • The food waiver policy is located on the UCCS website when Aramark is not being utilized. No waivers will be accepted for food services in ADUC
  • Aramark can provide at cost table clothes for your catered events 
  • A limited number of table coverings can be provided by the UCCS office to be used for registration tables, awards tables or display tables 
  • UCCS can provide you with visitor parking tags. These may be prepared for your event/activity in advance or made available the day of the event/activity if needed 
  • School/Charter bus drop off is located at the Bell Tower. School districts in the region are aware of this location. You need to notify the University Police Department once you are aware of the number of busses arriving and the approximate time of arrival and departure.
  • If you are planning on hosting a summer camp, please work directly with the Conference Services Manager on dates, space, housing and meal needs and serving times 
  • The UCCS website includes other helpful information regarding hosting evening and weekend events as well as reservation forms 
  • After your event/activity, please take time to visit our website to fill out a Customer Service Satisfaction Survey. It is completely anonymous and we welcome any feedback you may provide.
We look forward to helping host your upcoming activity/event!

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