Event Info for External Guests

Event Checklist

1. Identify the desired guests and desired event/program outcomes
2. Identify the event details: date, times, location etc.
3. Secure the date
   Complete the Secure the Date Form and allow two months prior notice before the date of your event.
4. Reserve the space
   Complete a Space Request Form after receiving confirmation that your date is secured and allow two months prior notice before the date of your event.
5. Determine the event needs and identify and contact service providers
   
   • University Fleet – More information lower on page
   • Audio/Visual Request – Two weeks prior notice
   • Food Service Request – Two weeks prior notice
   • Announcement Slides – One week prior notice
   • Production Services Request – Four weeks prior notice
   • Marketing & Communication Requests – Eight weeks prior notice
   • Campus Security – For larger events involving off campus guests, Campus Security needs four weeks prior notice to arrange for the unlocking/locking of doors, parking needs, and security details. Please email Campus Security @ safety@cedarville.edu
     
     For standard campus events, Campus Security needs one week prior notice to arrange for the unlocking/locking of doors, parking needs, and security details. Please email Campus Security @ safety@cedarville.edu
   • HES Custodial Services – To arrange for HES custodial coverage for an event, please submit a maintenance work request two weeks prior to your event.
6. Plan the event or program
7. Confirm the space, service providers
   Allow one week prior notice before the date of your event.
8. Execute your Event
9. Wrap up your event by assessing and cleaning
   

Thank you!