Event Planning Guide Section 6.26 Dept: Facilities Services Revised: November 27th, 2013

Step 1: Check the Campus Calendar

Use the R25 Web Viewer to determine the facility availability for your proposed date.  You can access the R25 Web Viewer by using the following address: http://r25.biola.edu.

Step 2: Contact Campus Coordination

Use the Campus Coordination Request Form found on the "Forms" tab of my.Biola to make a formal request with the Campus Coordinator.  Provide specifics of event: date/day, time, preferred location, type of event, content of program, schedule, and expected guest count. 

Things to Consider

Event Services

  • Physical Setup: Tables, Chairs, Trashcans, Podium(s), Power, Etc.
  • Technical Setup: Mics, Music, Audio Recording, Lighting, Video/Projection, Etc.

Custodial

  • Special cleaning prior to, during, and/or after the event

Campus Safety

  • After-hours access
  • Reserved parking spaces (forms available on the "Forms" tab of my.Biola)
  • Dedicated officer patrol needed (at an additional charge).  Depending on the nature of the event, this may be required.

Note: All events should be planned at least three weeks in advance.  Large events should be arranged with Campus Coordination several months in advance.  See Section 6.25.

Step 3: Contact Event Services

After confirmation from Campus Coordination is received, work with Event Services regarding any technical necessities.  There is a small amount of equipment available for use through Media Services if Event Services will not be operating technical equipment (projectors, laptops, etc.) .  Media Center equipment may be reserved using a Media Center Request Form on the "Forms" tab of my.Biola.

Step 4: Contact University Communications & Marketing          

Contact UCM for help with marketing the event including event filming and photography and posting the event on the events calendar located on Biola's website.  For more information, see Section 6.5 or go to http://offices.biola.edu/ucm.

Step 5: Contact Catering

Bon Appètit arranges for all catering needs.  Order catering at https://biolacampuscatering.catertrax.com or contact the Catering Manager at extension 5797.

Step 6: Review Your Arrangements

Once the event is confirmed, please review the event information and communicate any necessary changes.  Any changes to the time, date, and location of the event must be sent to the Campus Coordinator on the latest correspondence of the Campus Coordinatipm Confirmation e-mail.  Any changes to the physical, audio, visual, lighting equipment for the event must be sent to the Event Services Coordinator on the latest correspondence of the Event Confirmation e-mail.

To cancel an event altogether, please nitofy both the Campus Coordinator and the Event Services Coordinator.  Note: any large changes to equipment setup and any changes, whatsoever, to the time, date, and location of the event will require reassessment by the Event Services team and Campus Coordination.