Step 2: Arrange Event Logistics

Make arrangements for location, technology, food, security, parking, accessibility, decor, and gifts.

• Reserve room/area with the appropriate contact (where event will be held)
  • FLC: Talina Burke, burket@flc.losrios.edu, (916) 608-6995
  • EDC: Adrienne Andrews, andrewa@flc.losrios.edu, (530) 344-5716
  • RCC: Joyce Heiland, heilanj@flc.losrios.edu, (916) 361-6340
  • Harris Center for the Arts: info@harriscenter.net [Note: Alternative paperwork will be needed. Go to the Harris Center’s Facilities Information & Rentals webpage.]
• Notify Operations about the event set-up requirements via email flc-operations@flc.losrios.edu.
  • Date and time of event
  • Room set-up (diagram is helpful)
  • How many chairs and/or tables are needed?
• Technology: Will your event utilize technology?
  
  • For Audio/Visuals, fill out the AV Media Services Even Support Form. If you have questions, contact Media Services FLC-MS@flc.losrios.edu, (916) 608-6561.
  • For IT Services, contact Service Central or call (916) 608-2222.
  • For Wi-Fi Guest Accounts, complete Create Wireless Guest Account Form (if accessing the form from on offsite computer, you must be logged in to GlobalProtect. See Windows or Mac install guide). If you have questions, contact contact Service Central or call (916) 608-2222. (Note: The form only allows you to create Wi-Fi credentials that last 2 days/48 hours. For events that exceed that duration, or if you are creating a generic set of credentials shared by many people at the event, the Information Security Officer needs to approve the request. Once the credentials have been created, email them to chaveza@flc.losrios.edu for approval.)
• Will food be served? If so, remember to consider possible dietary restrictions.
  
  • If using off-campus catering or food pick-up, contact Business Services, (916) 608-6549, to arrange check issue, credit card checkout, or reimbursement.
  • If alcohol will be served (for limited events), file the proper forms via the College President’s Office, lozanok@flc.losrios.edu, (916) 608-6572. [Note: Fundraisers must be approved by the Chancellor’s Office 45 days prior to the event. Special Events require Board approval prior to event.]
• Security:
  
  • If the event is controversial in nature or is anticipated to have a large number of guests, please let the College Police know as an FYI. Contact College Police, flc-policefrontcounter@losrios.edu, (916) 608-6632.
• Parking:
  • Do any participants or attendees need a special parking permit? If so, contact College Police, flc-policefrontcounter@losrios.edu, (916) 608-6632.
  • Do parking spaces need to be reserved/coned off? If so, contact College Police, flc-policefrontcounter@losrios.edu, (916) 608-6632.
• Accessibility:
  • Accessible seating needed (ex. wheelchair, walker)? If so, identify and arrange.
  • Other needs (ex. sign language interpreters)? If so, identify and arrange.
  • Special parking spaces needed? If so, see “Parking” above.
• Decorations, if needed (ex. flowers, linens, flip charts on easels)
• Gifts for participants or giveaways, if needed

Step 3: Event Publicity/Printed Materials