This site is here to assist in planning and implementing campus-wide events.
When planning an event, please be considerate of people's time and availability. Certainly, large events such as Commencement and the Scholarship Gala require bringing together a group of involved departments and staff. But not every event requires the formation of a taskforce. Smaller events can be done with an informal group. And, planning of larger events do not always require getting everyone in one room together. Consider communicating and involving important contributors via email rather than calling a meeting.
Establishing an event budget takes time and research. Planning your budget is just as important as the content itself to ensure success. First figure out what your expenses will be. Consider:
• Printing – Think before you print. Utilize eblast and invitations, and posting information to your websites. Use Reprographics to save time and money.
• Postage – Again, do you need to mail or can you communicate electronically?
• Speakers/Consultants/Entertainer expenses
• Equipment Rental
• Supplies (balloons, paper, serving equipment, thank you gifts)
• Custodial and audio-visual expenses (set-up, take-down)
Finding Funds for Your Event
When choosing a location, you need to consider the needs of the event.
Check location availability in the Public Folders, under Mesa, Mesa LRC Rms and Mesa Quad Reservations. To reserve a space, contact the following:
NOTE: The Gymnasium and Apolliad Theatre are for instructional classroom use only.
The Mesa College Communications Office can help you plan and “package” your event with an appropriate theme and design for electronic and print promotions; as well as help you promote your event on campus and in the community. Contact Lina Heil at 619-388-2759 or firstname.lastname@example.org early in your planning stages, but after you have received approval for the event from your supervisor and Dean. Lina and Mesa's graphic artists/photographers will work with you to develop a theme and look, and to develop a cost-efficient and effective plan to market your event. They can help you with:
Audio Visual needs can encompass many things: microphones, laptops for Powerpoint presentations; video taping and sound. Contact the AV Supervisor at x2690 to discuss to your AV needs. Make your reservation as soon as possible. Staffing is limited .
Once you have reserved your event space(s), you need to make all the arrangements for facilities set up. These include
• Furniture/equipment needs defined
• Setup and teardown diagrams and instructions, foot traffic flow, etc.
• Custodial help before, during, and after
• Electrical power and lighting services
• Storage, if applicable
Requests are made through the Facilities Services website. Questions can be directed to 388-2814
Some major events require the rental of equipment such as tables and skirting, tents, canopies, chairs, umbrellas, lecterns and more.It is important to first check with Campus Facilities (388-2814) to see what equipment is available. Other offices on campus may have items that can be borrowed such as tents/canopies or umbrellas.
If you are inviting outside guest and/or vendors to your event, you need to consider parking, maps and directional signage. Some spaces may be reserved, or you may be able to obtain a limited number of permits for smaller events. Talk to your manager and parking services at 619-388-6416.
The approval of vending activities and food handling on campus is subject to District Policy 6905.1. Note that if you plan to serve food, you must provide copies of the appropriate catering or temporary food vending license/permit from the food vendor to your School Dean at least 10 days prior to the event or upon request.If you have questions regarding food and food vending, contact Aaron Trapp at 619-388-2560.
VIPs: If the college president is to be invited or asked to speak, you should first clear the President's availability. Attendance by VIPs (district or external) or VIPS or high profile speakers must also be made in consultation/coordination with the President's Office, and all invitations to this group must come from the Office of the President. Please have your manager or dean contact Beth Cain at 619-388-2722.
Speakers/Consultants/Entertainers: Outside speakers, consultants and entertainers can strengthen any event. When considering incorporating these persons, you must follow certain District requirements and paperwork:
• District Lecture/Workshop Agreement (short form)
• Additional forms can be found at on the Mesa Online Business Forms site
Other items to consider include:
• Hospitality (for day of the event)
• Thank you gifts and after event thank you notes