Event Planning Guide
Planning an event at CUIMC involves many details, from reserving the right space to selecting menus, service style, furniture, audiovisual needs, and day-of support. The Faculty Club can help you organize those details and create an event that works for your guests, your space, and your goals.
Whether you are planning a breakfast meeting, conference, luncheon, reception, celebration, or formal dinner, use the steps below to prepare for your event and make the planning process easier.
1. Reserve Your Event Space
Before submitting your catering request, confirm where your event will take place. Event spaces at CUIMC can book quickly, especially during busy times of year.
Many campus spaces can be reserved through 25Live. The Faculty Club also manages select event spaces and can help you determine whether one of those spaces is appropriate for your event size, format, and needs.
If you are not sure which room is best, consider:
- The number of expected guests
- The type of event you are planning
- Whether guests will be seated, standing, or moving between stations
- Whether you need space for speakers, check-in, food service, or a reception area
- Whether audiovisual equipment, furniture, or special setup is needed
2. Schedule a Walkthrough
A walkthrough helps confirm the layout, flow, and setup needs for your event. During the walkthrough, the Faculty Club team can review your ideas, talk through the guest experience, and recommend options based on the room, schedule, and event format.
Bring any early details you have, including your expected guest count, preferred menu style, event agenda, speaker needs, and overall vision.
3. Plan the Food, Theme, and Event Details
Once your space and general event format are confirmed, begin thinking through the details that will shape the guest experience.
Consider the following questions:
- What type of event are you planning? A meeting, conference, reception, celebration, farewell, lecture, or formal dinner may each require a different setup and menu approach.
- Do you have a theme or tone in mind? Linen colors, furniture, flowers, music, and service style can help create the right atmosphere.
- Which menu options fit your event? Review the catering menus and note any items that may work well for your guests, schedule, and budget.
- Would you like china or disposable service? China service can add a polished feel, while disposable service may be better for conferences, presentations, or informal gatherings.
- Do you need furniture or special room setup? Panel tables, chairs, lounge seating, registration tables, and food stations can affect how guests move through the space.
- Do you need audiovisual support? Let the team know if you need microphones, a lectern, screens, video, music, or support for multiple presenters.
- Will there be a cake or special presentation? Celebrations may require extra planning for cake, inscriptions, timing, and service.
- Are there any other details that will make the event successful? Share your ideas early so the team can help you plan around the space and available services.
4. Finalize the Setup and Flow
During the planning process, the Faculty Club team can help determine the best setup for your event. This includes the placement of tables, food stations, seating, staging areas, service points, and presentation equipment.
A strong layout can improve the guest experience by making it easier for people to enter, find food and beverages, hear speakers, move through the room, and gather comfortably.
5. Prepare for the Event Day
Before the event begins, make sure your presenters, hosts, and event contacts know the schedule and setup. If your event includes a presentation, consider arriving early for a dry run with the equipment so speakers feel prepared.
After larger events, CUIMC Facilities custodial staff supports cleanup of the space, allowing you to focus on your guests and the event itself.
6. Share Feedback
After your event, the Faculty Club welcomes feedback about what worked well and what could be improved. Your input helps the team continue to support successful events across CUIMC.
