Event Planning Process
Event planning can be simple or complex depending upon the type of event, the number of people attending, and the resources required. Major events will require multiple forms and permissions.
In addition to Funding and the basics of Who, What, When & Where; the event planner must consider the risk issues that may be present. Risk comes in many forms and degrees. The most common risks involve reputation damage, physical injury, and property damage. To help the college administration understand the degree of risk present in a proposed event, planners are asked to complete several processes and forms. The information detailed below will help you to know what processes and forms are required.
Colleges are not permitted to spend money on anything that does not appear to be for something necessary to conduct school business in an efficient and effective manner. Many times an explanation must be provided that explains how an event meets this criteria. If the event requires expenditure of college funds, then the event planner must complete an Official Function Form. Refer to Official Functions - What, When, Why & How for information about this process and to download the necessary forms.
When planning an event that brings an external vendor/group/person to campus, the event planner must consider the need for insurance. The Maricopa Community Colleges require every external vendor/group/person to provide a certificate of insurance that names The Maricopa Community Colleges as co-insured. Refer to Certificates of Insurance & Tulip for information about this process and to download the necessary forms.
Use of college property must be consistent with state laws and Governing Board policies. The college is responsible for deciding if an event is consistent with public policy and in the best interest of the community. Common questions about facility usages are answered in our FAQs (new link). If you have further questions about the What of your event, please contact Rooms at 480.732.7331 or email Rooms@cgcmail.maricopa.edu
When & Where
Space is our most limited resource. Since our primary mission is to provide education, classes and instructional support activities are given scheduling priority over other events. After that, spaces and resources are allocated on a first come, first serve basis. Some spaces and resources also require additional forms.