Event Planning 2017-07-07T09:31:39+00:00
Loading...

If your Center-funded project includes events, conferences or invited guests, our team is happy to assist you.

To start planning an event or put a future event on our calendar, use the online form below. You can use the form to schedule dates, indicate room and catering preferences, share cosponsorship info, and other details.

Event Support Form

Planning ahead helps ensure that rooms and staffing are available and that travel expenses are as low as possible. The ideal lead time is 10-12 weeks before the event.

The following information is offered as general guidance to help you think through various options for your event.

Click on the + links below to expand or contract the page.

Renee DeGuire (Events Manager)  renee.deguire@ucr.edu

  • Schedules events
  • Books rooms
  • Creates flyers
  • Orders catering, parking, multimedia
  • Creates and collects sign-in sheets
  • Helps host events on-site
  • Processes event reimbursements

Jessica DiFilippo (Media & Travel Coordinator) Jessica.difilippo@ucr.edu

  • Promotes events
  • Manages website & social media
  • Takes photos
  • Books travel for guest
  • Processes travel reimbursements & honoraria

Katharine Henshaw (Associate Director) katharine.henshaw@ucr.edu

  • Manages CIS programs & services
  • Develops projects
  • Administers funding & budgets

Establish one or two people who will take the lead on your project, either for all events in a series or for each individual event. Leads should have authority to make planning and financial decisions for the group and be available by email for questions as they arise. The lead also serves as the main host of the event and the primary contact/handler for the incoming guest.

Your project or team lead can get in touch via email or use the event form (above) to get started.

For each event, forecast what you are likely to need and how much travel support you hope to provide. Will you want refreshments? Will you host the guest at lunch and/or dinner? Do you plan to cover airfare, hotel, ground transportation, honorarium, etc? Once we know what type of service you want to offer, we can help you estimate the costs for the event.

If you will host multiple events throughout the year, you may want to establish event baselines for us to follow. For example, “Always (or never) order catering.”; “We prefer to use a particular room/time.”; or “Pay each guest a $250 honorarium.” Baselines can help streamline the event planning and keep your project on budget. You can also request periodic budget updates or other information, as much or as little as you need.

Once your guest has accepted your invitation, it’s a good idea to outline for them what travel expenses and other payments your project can cover. Please share this invitation and expense outline with Jessica so that she can help guide decisions and keep you on budget.

After you provide an email introduction to your guest, Jessica will help them start arranging their trip.

A full audience is the perfect ‘Thank you!’ for your guest. Your group is best situated to know who the likely audience will be—and your target audience will respond best to invitations from someone they know. To help support your advertising efforts, we will post events on our website, promote them on social media, circulate events to the college and campus, and send out weekly digital newsletters to our email list. In addition to this, we encourage you to invite your graduate seminars and undergraduate classes. (Let us know ahead of time if you will require your students to attend so that we can set up extra seating as space allows.)

Our Travel page (under Services – ‘Travel’) is designed as a self-service resource for invited guests. Jessica DiFilippo, our travel coordinator, will help guide your guests through booking and planning their trip, according to your budget and their preferences.

After you have invited your guests and introduced them to Jessica, she will will share the travel page and help the guest get started. Let her know if you would like be kept up to date on the planning progress.

Honoraria can be paid to invited guests and visiting UC faculty. Honoraria are not required. Some groups choose not to pay honoraria, while others always offer payment. Where payments are preferred, the Center suggests modest amounts in the range of $200-$500, depending on seniority and expertise. The campus policy limit is $1500; exceptional approval is required for amounts up to $3000. Jessica will collect tax forms or campus payroll information from guests who will receive payment.

Depending on visa status, foreign guests or visiting international scholars may be paid according to tax treaty of their country of citizenship. Additional forms and documentation are required. Some visas restrict or prohibit payment altogether.

With certain exceptions (conferences and panels), UCR faculty cannot be paid for lectures and talks on their own campus.

There are a number of details to think through when planning the event itself. Our Events Manager, Renee DeGuire, is available to advise and make reservations when the time comes.

Room reservations

There are quite a few venues across the college available free of charge for CHASS events. The Center’s conference rooms and meeting spaces in College Building South are ideal for smaller workshops or discussion groups. Rooms in the CHASS Interdisciplinary Building South are popular because of their convenient location. You can explore room sizes on the CHASS Facilities Management website. Prime campus rooms are often booked months in advance, so get in touch with Renee soon if you have a particular room or date in mind.

Other rooms on campus are available for rent through the UCR Conference, Event & Catering Services site. Renee can help reserve rooms and charge the expense to your project budget.

Catering

If you would like to provide refreshments at your event, there are several options:

  • You can purchase food & beverages yourself and request reimbursement.
  • Renee can order catering from a campus vendor like HUB2GO (informal presentation, smaller menu, budget friendly) or Citrus Grove (full presentation, wider variety, higher costs).
  • Renee can order catering from an off-campus vendor or restaurant.

You may also choose to host your guests for lunch at the Barn. Renee can provide a recharge number so the expense bills directly to your project.

If you take your guest speaker to dinner, we can reimburse you for the expense (excluding alcohol and up to the campus per-person meal limits.)

Alcohol

There are special policy considerations when you plan to serve alcohol at an event. In most cases, CIS project funds cannot cover alcohol expenses. Certified & licensed servers are required at public events. Alcohol permits are required from the office of Risk Management.

Media Support

Will your guest project slides during their presentation? Do they plan to bring a laptop or use a campus computer? Is a lapel mic needed or table microphones for panel presentations? Do you need to show video—or capture the event on video for sharing later?

Or do you need…

Printed posters? Notebooks, bags or pens for conferences? Name badges?  Contact us for information and price quotes for these or other special requests.

Travel and event reimbursement information is located on our Services page under ‘Payments’.

Not finding what you need?

Contact our Events Manager, Renee DeGuire, for more information.