Planning Your Event

Goals & Objectives

Identify what you hope to accomplish through hosting this event, how it benefits the college and what population it will serve. The goals and objectives of the event must align with the college mission and should relate directly to the educational goals of the organizing department.

Budget

These goals, and your budget, will guide you through the planning process. Your broad strategy provides all the elements needed to make your event a success. Need an estimate? Email Events

Timeline

Consider your planning timeline, the more lead time the better! Detailed planning can occur closer to the event date. Having flexible dates will make venue choices more plentiful. 

Marketing & Promotion

Give your event a meaningful name in your RIC Rooms request. Do not promote or advertise your event until it is in Confirmed status, and know your marketing plan. 

Policies (EMS) 

Review the Rental and Use of College Facilities and understand how that may apply to your event. Be sure to read and understand the relevant policies and email Events if you have questions. 

Please complete this VIP Visitor form whenever you have off-campus dignitaries visiting campus:

We offer a variety of innovative spaces for events, Performing Arts Venues, Creative Outdoor spaces, Residential Housing during summer months, and more! 

Any room request made through RIC Rooms is a request ONLY and is subject to an approval process based on your event needs. Provide as much detail about your event as possible in your request by adding specific services and a detailed reservation note. Approval for space requests shall be provided by *EMS Space Approvers, as determined by RIC, and can only be considered for approval if details have been provided. 

Please Note: Ample lead time makes for event success!

Resources for RIC Event Organizers - Get Started Today!

• RIC Rooms – log-in to start your room request
• RIC Rooms Tutorial 
• RIC Rooms Policy 
• User Guide 

Please Note: Services such as furniture set-up and audio visual needs must be added to your request through RIC Rooms to determine whether your event needs can be accommodated.

Provide Reservation Notes

Always provide a detailed reservation note that outlines the timeline of your event as well as the nature of your proposed activity.

Sample note: "Guest Lecture for RIC students and staff from 12-1pm, followed by light refreshments until 2 pm. Basic AV needed for ppt slides, lecture-style set-up with additional tables for food. Check-in table needed outside of the room. 50 attendees expected. Possible panel tables needed, TBD."

Room Furniture & Set-ups 

Outdoor events (Quad or other locations) and multi-purpose rooms such as Alger 110, Gaige 200, and Student Union Ballroom require that furniture and set-up instructions be added to your request. Providing a diagram is always helpful. Supplementary furniture rentals and tents are available at additional cost and require extra time to plan.

Catering Facilities & Dining Services

All food, beverage, and related services must be provided by College Dining Services. For specific catering options, please see Catering Services. 

Enter your catering needs as early as possible based on anticipated attendance, final quantities can be adjusted up to one week before the event. Please keep in mind that items added on the day of your event or within 3 days will be added to your final bill and a late service charge may apply. 

Audio Visual 

All classrooms and computer labs are equipped with a projector, PC computer, and smart board. Multipurpose spaces include a projector, screen and PC computer. Other equipment is available at an additional cost. User Support Services can offer assistance. You can also email the Help Desk.

Theatre Services 

Events held in the Nazarian Center for the Performing Arts facilities require special staffing and service considerations. Box Office service is available for these facilities. 

Housekeeping

Need extra trashcans or clean up? These can be requested in a reservation note. Add housekeeping services for your event by choosing post event clean-up.

Security/Parking

Are security services required for your event? Are minors participating? Will your guests need parking passes or special parking permission? Parking procedures may assist you. 

Questions?

For more information or assistance with these services please email Events or call Events.

Please Remember: Any room request made through RIC Rooms is a request only and is subject to an approval process based on your event needs. If you are waiting to get your room request approved and would like to follow-up, please email Events and include your EMS Reservation Number in the email.

Do not promote or advertise the event until it is in confirmed status. If you need to begin promotion and your event has not been confirmed, please email Events or call Events.

Please Note: EMS Space approvers may not see your unconfirmed proposals until 14 days prior. As the event organizer, please be aware of your promotional deadlines and event status.

Certain event elements require special permission. Please notify us if any of the following apply to your event:

• Co-sponsoring: if your event is being co-sponsoring by an external group
• Alcohol: if you would like to serve alcohol
• VIP’s or Dignitaries: if VIP's or dignitaries are participating in/or attending your event, please complete the VIP Visitors Form
• Parking Lots/Outdoor Spaces: if you would like to utilize parking lots or outdoor space on campus
• Directional Signs: if you need directional signs printed or posted on campus