Event Planning Checklist

Welcome to our event planning checklist! Whether you’re hosting a conference, meeting, or special event, we’ve got you covered. From reserving your perfect space to arranging catering and security, here is a helpful checklist to ensure you have a seamless and successful event.

Most spaces on San Jac’s campuses are used primarily for instruction, and instructional purposes receive first priority for event/meeting/classroom space. Check out the available Facility Rentals to select the right venue for your event, and then complete the Request Form. Requests should be made at least 48 hours in advance of the requested date and time.

Facility Rentals Request Form

Staff Bookings

Are you a member of the San Jac staff and want to rent a facility? Please use the internal request form to book a space.

Congrats on finding your event space at San Jac! Need help planning your event? This handy checklist will help you stay organized and ensure everything runs smoothly.

Catering

San Jacinto College does not have on-site catering services. Visit the Food/Catering Vendors List for information on approved caterers. Caterers must provide the College with a copy of their commercial general liability insurance and must follow the catering rules outlined in the Facility Rental Agreement. Requests to serve alcohol on any San Jacinto College property are reviewed case-by-case and must be approved in advance of your event. To request to serve alcohol:

Notify your campus event coordinator of your request and provide contact information for your event caterer.
Your request will be forwarded for review.
If approved, you will be sent a letter of approval, which should be shared with your caterer.

Submit A/V Request

The San Jacinto College Information Technology Services (ITS) department supports most campus facilities. If you need A/V support, please work with our Campus Event Coordinator to secure IT resources and personnel. A coordination and planning meeting with IT staff is recommended at least one week before the event to review the request and equipment needed. IT staff availability is limited and requests for on-site support will be considered on a case-by-case basis. Rates do apply for equipment and personnel.

Submit a Maintenance Event Support Form

Most spaces will require equipment such as tables, chairs, trash cans, etc., and additional set-up and tear-down time. San Jac has a limited supply of these items for use/rent. Work with our Event Coordinator to request equipment for use/rent (availability is not guaranteed) and arrange maintenance and custodial services to ensure your space is set up and cleaned following your event. Rates do apply for some equipment and personnel.

Confirm Parking Location(s) for Event Guests

Parking arrangements for your guests should have been determined at the time of your event reservation. If you are expecting many guests, you may need to provide a parking attendant to manage the traffic flow. If necessary, the Campus Event Coordinator or a Police Department representative may contact you with additional information or instructions.

Arrange for a Police Officer(s) To Be on Site

If you are expecting more than 100 people or are serving alcohol at your event, you will be required to hire a San Jacinto College Police Officer to attend your event. Please contact the San Jacinto College Police Department at 281-476-1820 to make arrangements.

Campus Carry Exclusion

If your event is covered under the exclusion zones defined in San Jacinto College Policy III.3000.A, Campus Carry, your Campus Event Coordinator will request that signage be made and placed outside your event on your behalf.

Submit Safety Plan

If you expect more than 100 people, you will need to contact the Office of Emergency Management at 281-998-6311 to develop a safety plan. The plan should identify entry/exit areas that are clear and accessible for staff and expected attendees. In addition, thoroughfares should be well defined and marked.

Rentals

For larger events or events requiring specialty items and set-up, an external vendor should be hired.

Planning an event can feel chaotic, but a printable event checklist can make the process much easier! Simplify your planning by downloading and printing out this handy checklist!

PDF Checklist