PLANNING COMPLEX/MAJOR EVENTS WITH THE UNIVERSITY CENTER & STUDENT ACTVIITIES
REQUEST SPACE
Do you have a space reserved in the 25Live system? If not, be sure to check out
american.edu/spacerequest as securing a space is the first step in making your
event a success!
Once your event has been confirmed or tentatively held; be sure to read
through your entire email from University Event Scheduling, there will be a lot
of important information about the space you secured including limitations of
the space, offices to contact for resources you requested, etc.
CONFIRM SPACE NEEDS
If you are wanting to have a specific set up for your event, be sure to communicate this to UES/the subscheduler for the event where your event is taking
place. Spaces have certain furniture and configurations that can be set up and
any additional set up needs may not be able to be accommodated or additional
charges may apply.
www.american.edu/
spacerequest
University Events Scheduling
ues@american.edu
If your event is outside or is bringing in external production, you will need to
pay for an electrician to either turn on power in the case of outdoor spaces or
bring additional power sources so that you do not overload the power in your
space and cause a loss of power.
Facilities Management
2fix@american.edu.
CONTRACTS
Contracting can take quite a long time so if you are thinking about bringing a
band, comedian, external caterer, entertainment company; start working on
these contracts as soon as you get confirmation that your vision for your event
can happen in the space you have confirmed
Contact your SA Advisor
PERFORMER LOGISTIC
REQUIREMENTS
Many bands and comedians require certain sound and lighting packages.
AU AV and spaces on campus can usually accommodate basic sound needs
(email AV@american.edu to request AV equipment), but AU AV cannot
accommodate anything beyond an acoustic set by a solo artist. If you
need major production equipment and it could cost $5000 and upwards of
$30,000 for a major show in Bender Arena.
Contact your service provider
for details
“GREEN ROOM”
When bringing well known speakers, artists, comedians, speakers, its necessary
to secure a “green room” for them to spend their down time before the event
and often will have a specific list of required hospitality items. Make sure the
green room is secure/has security if your performer is well known. You have a
contractual obligation to provide those items. Even if you don’t have any
hospitality needs for the artist, its nice to provide water for any speakers/
performers.
UNIVERSITY OPERATIONS
FACILITIES MANAGEMENT
University Events Scheduling
ues@american.edu
When you are advertising your event, its best to keep advertising to
ON CAMPUS only unless you have already talked to your advisor and
Public Safety about advertising off campus. Be clear about policies (including
any bag policies discussed from public safety, how to get tickets, if non AU
guests are allowed with AU guests) and be sure to update social media often
(especially if your event is moved due to weather or other circumstances).
PROMOTION & SAFETY
It is best to do a meeting before your event with campus partners to ensure that
all questions are answered. Its best to have the following at your walkthrough
meeting: Public Safety, Facilities Management (if brining in external production
or have any power needs), the manager of your space (if there is one), as well as
key team members and co-sponsors. At this meeting it’s a good idea to talk
about the timeline of the event, how many guests are expected, any food that
will be served, any security concerns, or anything that is key to the success of
the event.
For certain events (including dance parties, late night events, etc.) extra security
may need to be hired (which can cost upwards of $1200+).
Be sure to allow time to process contracts(30-45 business days in advance of
your proposed date.
Campus Police Event Security
sifri@american.edu
Public Safety– 202.885.2527