Many campus events are hosted by staff, faculty, and students annually. A range of events take place at College of Marin including fine arts productions, workshops, conferences, lectures, retreats, and festivals. Successful events require coordination with a number of departments on campus. In this guide, you will find a list of these contacts and a general checklist to aid you in the process.
Room Reservation
College Events
Faculty and classified professionals may reserve rooms by contacting the appropriate person based on room type as noted below.
Conference Rooms: Lindsay Bacigalupi
Classrooms: James Kuromiya
Facilities Rental
Community members may rent College of Marin facilities through Facilitron, the College's online facilities rental tool.
Contact: Lindsay Bacigalupi
Three Steps to a Successful Event
Once you have determined that there is a suitable space available for your use, answer these basic questions next.
Step 1: The Five W’s
Who:
Who is coordinating/responsible for the event?
Who is the contact person for the event?
Who will be paying for any costs?
Who will be attending the event and how many people are expected?
What:
What type of event is it?
What is the title of the event?
When:
Day? Date? Time? Is this a reccurring event?
What are the “official” start and end times for the event?
Where:
Where will this event take place? Single or multiple locations?
Do you know the building or room number?
Will this event affect other spaces near your location?
Will noise, parking, or traffic flow be an issue?
Why:
What do you want to accomplish?
What is most important?
Step 2: The Details
Room Set Ups:
How do you want the space to look?
Does the event require a different set up that the room normally provides?
Can you supply a room diagram?
Will Maintenance & Operations be asked to set up and restore the room? Has Maintenance & Operations been contacted regarding set up (tables, chairs, extra trash receptacles, etc.), HVAC operation, and clean up time?
Has Campus Police been contacted to open and secure the building?
Have you ensured that there are accommodations for those with disabilities and the elderly?
Will food be served at the event?
Tech:
Will the event require microphones, a projection screen, sound, or lights?
Will the event include a PowerPoint presentation?
Will the presentation be on disk, CD, flash drive, or networked?
Will the event require a data projector, VCR, TV, laptop, or wireless network?
Guests:
Are you inviting any outside guests or speakers?
If so, have you determined their needs can be met?
Are your guests familiar with College of Marin's campuses?
Will you need to publicize your event? (Event must be approved before it is publicized.)
Will the Superintendent/President or any members of the Cabinet or Board of Trustees be attending or speaking?
Should the College be aware of prominent guests that will be attending?
Other Considerations:
What other events are happening on campus?
Will enough space be available to accommodate attendees?
Where will your guests park?
Will the event require campus signage or posters?
Do any of your guests have accessibility needs? (e.g. mobility considerations, visually or hearing impaired)
Cost:
If an event is being publicized, the Creative Services Department can assist in designing publicity materials, with the cost for printing these materials covered by the respective office/department. Please allow plenty of advance time to accomplish these tasks.
Outdoor event signs may be ordered through the College Services Storefront to assist in guiding people to the event, but these services also incur cost and require advance time to order.
Step 3: Submit a Request
Please submit your Storefront request here.
Facilities Rental
Facilitron, the College's online facilities reservation tool
Contact: Lindsay Bacigalupi
Communication
Promote your event by submitting the info below four weeks in advance. Please indicate if the event is open to students, faculty, staff, or the public. If the public is invited, the information also will be distributed to local media outlets.
Please submit the event information using the online form in the following format:
Event
Date
Time
Presenter
Contact Information
Location
Fee (including ticket information, if applicable)
Include a paragraph describing the event, biographies of performers, and any other pertinent information.
Note the event type (check all that apply)
Marketing and Communications
The Marketing and Communications Office and College Services Department work in collaboration on marketing efforts for the District.
Contact: Nicole Cruz or Malaika Smith
Planning ahead is key! Below is a general timeline to aid you in producing printed materials for your event.
One week to compile copy and photos
Two weeks for design and editing
One week for printing
One additional week if your publication needs to be mailed
One week for delivery of mailed publications
Submit design services request here.
Maintenance and Operations
Submit a request through SchoolDude by logging on to the MyCOM Portal.
Campus Police
Please contact Campus Police when planning an event as parking and/or traffic control may be an issue. There is an officer on-duty 24 hours a day; however, officers may be on patrol and not in the office at all times. Please call to confirm personnel will be in the office to assist you. If no one is in the office when you arrive, call the police dispatch number (415) 485-9696 to determine their estimated time to return.
Event Planning Checklist
Now that you have all the details taken care of, use this checklist as a guide to ensure that your planning stays on track. (The given timeline is for a large-scale event. Please note that these are only guidelines and your event might not require this level of detail.)
One Year
Set date and site for event
Develop goals and objectives
Develop theme
Six Months
Arrange facilities and services
Prepare event time table
Construct budget; set event pricing, if any
Specify staff responsibilities
Create a plan for volunteers: how many will be needed and what are their duties
Coordinate marketing efforts with Department of Communications and Community Relations
Prepare press releases
Prepare guests lists
Draft program and script
Arrange speakers
Arrange catering
Solicit or purchase giveaways/souvenirs
Three Months
Arrange site layout, media equipment, sound, and decorating
Prepare list of items and individuals needed at event
Finalize printed materials
Arrange for a photographer
Arrange for recording/taping
Two Months
Complete necessary equipment/service request forms
Mail event invitations
Monitor invitation response
Fine tune schedule and program timeline
One Month
Send out press releases
Confirm all agreements in writing with speakers, suppliers, staff
Two Weeks
Assemble checklist and materials for event
Prepare releases for invited media
Reconfirm all arrangements with all entities involved
Set seating charts
Review plans with electrician and other facilities staff
Schedule rehearsals
Two days
Review checklist
Review plans with staff
Secure storage of materials and equipment
Check handout materials
One Day
Check weather report for possible effect on event
Contact speakers/special guests to reconfirm details
Distribute duplicate event setup plans to staff
Conduct final briefings with staff on responsibilities
Dress rehearsal
Two Hours
Check room venue setup
Check mics and PA equipment
Check A/V equipment
Arrange handout materials
Check for necessary personnel
Check for signage in place
One Hour
Introduce invited speakers to other participants
Check on place cards
Check on recording/taping operator
Check lectern light and stage props
Give program participants any last minute instructions
After the event
Pay bills
Write thank you notes
Complete expenditures and match to budget