Event Planning Checklist

Event Success Starts With a Plan

A well-planned event is a thing of beauty that everyone from the staff to the attendee can appreciate. Below are some steps to take and a simple timeline to get things started. Our team will collaborate on each decision and ensure a fabulous outcome.
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Determine Eligibility

Conference and Event Planning offers a wide variety of conference options to groups that are educationally based. To reserve meeting space a client must be a member of one of three categories: nonprofit and for-profit organizations or individuals unaffiliated with a campus entity, university department or affiliated organization, a student organization.

Coordination

Your conference and event coordinator will serve as your dedicated planner and will assist with permitting, delivery arrangements and ensure the availability of utilities to support the event.

From Set Up to Take Down

At the time of booking, you will be asked for the total time needed for the requested space, including set up and clean-up time, desired set up style (theatre, conference, classroom, banquet, etc.), audiovisual needs and whether food will be provided.

Timeline

Two to 12 Month in Advance

Here is a little preplanning, and good to know details before reaching out to us.

Determine your budget.
Set preferred and alternate event dates.
Determine estimated guest count. We recommend being conservative in your estimates, it will help keep costs down. You can always increase your guest count before arrival – pending availability and subject to additional fees.
Consider room, A/V equipment and catering needs.
Review our terms and conditions.

Contact us and we’ll take it from there.

One to two Months in Advance

Submit Certificate of Insurance (COI) and outlined in Space Rental Agreement.

Submit catering service requests.

Two Weeks in Advance

Final guest count due.
Provide any logistical changes.

One Week in Advance

Final agenda and service timelines due.

Day of Event

Facilities will be unlocked, and we’ll be there to make sure everything is perfect. Which it will be because we quadruple checked it the day before.

Outstanding Event Partners

Working with CEP has transformed our events in Cal Poly Athletics. Their professionalism, attention to detail, and care for the customer and guest is truly outstanding. Whether a large scale event or an intimate gathering, CEP can elevate your events in a seamless and effective manner. I am grateful to have partners like them on campus!

Jackson Stava

Senior Associate Athletics Director, Cal Poly Athletics

Exceptional Event Support

This was our first year partnering with CEP for our annual Strawberry Field Day and it was an incredible experience! We had an unexpected 40% increase in guests from last year and we couldn’t have pulled off this event without the support of CEP. Erin and her team were not only organized and professional but also consistently anticipated our needs, making the event seamless. Their expertise truly made a difference, and we can’t imagine hosting another field day without them.

Alison Stevens

Cal Poly Strawberry Center

Reliable Summer Collaboration

We appreciate our experience working with CEP the past two summers. From contract to operations, they are responsive, reliable, accountable and supportive. All of the staff we have worked with are friendly and helpful and the few issues that arose were handled right away. We look forward to future summers on campus!

Marissa Floyd, PhD

Cal Poly Program Director

Let’s Get it Started

Share the details of your event with us, and together, we’ll start creating the memorable experience that you’re looking for.

Get Started