Event Planning Checklist

Planning an event? Our checklist can help you organize the details, from reserving a space to arranging catering and security.

Check out the available Facility Rentals to choose the right venue for your event, then submit the Request Form. Requests should be submitted at least 21 days before the desired date and time. Requests received after this window may be considered, but accommodation cannot be guaranteed.

Please know that we are here for the community, but as a college, most spaces are dedicated to instructional use. Our academic activities receive priority when scheduling event spaces. Thank you for understanding!

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. You'll need to log in with your network credentials to access the form in Sharepoint.

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 offer on-site catering. Visit the Food/Catering Vendors List for a list of approved caterers.

Caterers must provide the College with proof of commercial general liability insurance and follow the catering rules 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 and provide your caterer’s contact information.
- The coordinator will forward your request for review.
- If approved, you will receive a letter of approval to share with your caterer.
Food/Catering Vendors List
Submit A/V Request

San Jacinto College Information Technology Services (ITS) supports most campus facilities. If you need A/V support, work with the Campus Event Coordinator to request IT equipment and personnel.

A planning meeting with IT staff is recommended at least one week before your event to review your needs. IT staff availability is limited, and on-site support is considered on a case-by-case basis. Fees apply for some equipment and personnel.
Submit a Maintenance Event Support Form

Most events need equipment such as tables, chairs and trash cans, as well as extra time for setup and cleanup. San Jac has a limited supply of these items available for use or rent.

Work with the Event Coordinator to request equipment and arrange maintenance and custodial services. Availability is not guaranteed, and fees may apply for some equipment and services.

Completing the Maintenance Event Support Form will notify the necessary people as to when exterior and interior doors should be unlocked.
Confirm Parking Location(s) for Event Guests

Parking arrangements should be determined when you reserve your event. If you expect a large number of guests, you may need a parking attendant to help manage traffic flow.

The Campus Event Coordinator or a Police Department representative may contact you with additional information or instructions, if needed.
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.

San Jacinto College Police Department
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.
Printable Planner

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