University Conference
Center
Event Planners
Carmela Gomez
Tracey Magyar
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Handles room reservations for all public
and meeting spaces within the Titan
Student Union and the Becker
Amphitheatre.
Office is located in Titan Student Union
Room 121, across from Gabrielino.
Phone: 714-278-5867
General Email: tsuonline@fullerton.edu
The TSU and the UCC are programs of
Associated Students, Inc. and are supported
by students, CSUF, and off-campus visitors.
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In Person…
 Call or stop by the front desk in the
UCC and speak to our staff. Our
front desk staff will take some basic
information and pass your request
to an Event Planner.
 Event Planners will check availability
and contact you with more detailed
questions.
 Sign and return reservation
paperwork as requested by Event
Planner.
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Online…
 Email tsuonline@fullerton.edu to
obtain your password.
 Login at ucc.fullerton.edu. Look for
the “Room Requests” link in the menu.
 Submit your request.
 Wait for contact from an Event
Planner.
 Track your requests online.
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Most events will require you to meet with
an Event Planner. After your paperwork
has been received, you will be contacted
to set up an appointment.
Discussions with staff about available
space, submitting a request online, or
turning in a request form DO NOT
constitute a reservation. You must
receive a reservation confirmation before
you begin to advertise or plan an event.
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Your Event Planner will outline our room
fees.
Some additional charges may apply
(These may include managers, custom
setup fee, Public Safety, cleaning, etc.).
On-campus groups may reserve space up
to 13 months in advance.
Reservation deadlines are outlined in the
Policies and Procedures manual. Further
deadlines will be added to individual
reservations.
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Payment information is due to your Event
Planner 10 business days before the event.
Payment can be made by P-Card, PO number,
or check.
Checks should be made payable to “Titan
Student Union.”
In the event of a cancellation, please provide
info to your event planner in writing. With
sufficient notice, most payments can be
refunded.
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A standard setup is as a fixed seating and
stage layout for a Pavilion. It is designed to
remain in a Pavilion for an extended period
of time and accommodate multiple events.
Standard
Custom
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Options for Standard Setups
There are several standard setup options to meet the needs of our guests’ events, including
banquets, assemblies, and classroom-style seating.
Modifying a Standard Setup?
As each event has unique needs, guests may request some modifications to the standard
setup without receiving a charge for a custom setup. These might include such things as
fewer chairs or round tables in a banquet setup, a smaller stage, removal of rows of chairs
from an assembly-style setup, and the addition of catering tables and a registration table.
Custom Setups
The TSU Pavilion remains a fully customizable program area. There is a $25 charge per
Pavilion to create a customized layout. This charge will allow guests and the Titan Student
Union to continue to deliver quality events.
Benefits to a Standard Setup
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Standard setups represent some of the most popular layout choices preferred by guests.
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Standard setup maps have already been completed, and standard setups will be present in
rooms more often, allowing guests the ability to get a feel for a layout more easily.
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Standard setups save TSU program costs, which result in lower room rates.
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Standard setups help the TSU achieve high quality standards.
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Standard setups allow Pavilion space to be booked more often, affording more event
availability.
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Self-catering (more than 75 guests):
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Self-catering (75 or less guests):
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◦ Pre-prepared foods only, non-alcoholic beverages.
◦ Group must clean up.
◦ Group must fill out a Self-Catering Authorization and sign
a Liability Release Form, available from your Event
Planner.
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Pre-prepared foods only, non-alcoholic beverages.
Group must clean up.
Group must fill out Liability Release Form only.
Your Event Planner will make a notation on your
reservation, but no further EHIS approval is necessary.
All events must comply with University health and
safety policies and may not use TSU food
preparation facilities or material.
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OC Choice, the campus caterer, shares
an office with the UCC.
 Full-service, onsite catering operation.
 Menus and quotes available through
their website, www.occhoice.com.
 Catering Manager, Sid Patel
◦ 714-278-7293
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Event must have 250 or more guests or have
a catering cost expected to exceed $5,000.
A list of pre-approved caterers can be found
online at
http://vpadmin.fullerton.edu/AuxiliaryService/PreApprovedCaterers.pdf
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Group is responsible for all coordination with
off-campus caterer.
No access to TSU food preparation facilities
and materials.
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Equipment may be available for use
during your event. Manager charges for
setup may apply.
Available equipment includes:
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Microphones and speakers
TV with DVD/VHS
Overhead Projectors
Easels
Whiteboards
LCD projectors for computer or DVD/VHS presentations
More…
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Contact the UCC to reserve facilities for the
date(s) of your event.
Meet with an Event Planner to complete your
reservation paperwork.
Tour the TSU with an event planner.
Review the TSU policies and procedures that
may relate to your event.
Develop publicity for your event.
Discuss catering arrangements with OC Choice
Catering, or begin process of contacting one of
the pre-approved off-campus caterers.
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Identify potential speakers and/or presenters
for your event.
Make parking arrangements for speakers and
guests. Your Event Planner can help you with
questions and contacts.
Begin your payment paperwork. Get
authorization for payment and complete
purchase order request.
If required by an Event Planner, begin to work
on any insurance requirements. Your Event
Planner will be able to provide you with
sample documents.
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Schedule a reservation planning meeting with
your Event Planner.
Finalize your selection of speakers and/or
presenters.
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If required, provide the UCC with any
necessary certificates of insurance.
Contact speakers or presenters about any
necessary audio-visual equipment they may
require.
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Attend a reservation planning meeting with
your Event Planner. Your Event Planner will
need to know the final details about your
event, so be prepared to discuss the
following:
The agenda/schedule/activities for the event
The layout arrangement for each room you have reserved
The staffing requirements that the UCC will require
Your directional and event signage
Plans for decorating and posting
Delivery, storage, and pick-up of any items related to your
event
◦ Catering arrangements
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Finalize all food arrangements with OC
Choice Catering, complete your Self-Catering
Request Form, or finalize arrangements with
your pre-approved off-campus caterer.
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Make final payment to your Event Planner.
Payment must be received PRIOR to your
event.
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Meet with your Event Planner, Operations
Supervisor, or Event Manager to review the
setup for your event. Discuss any last minute
changes or requests.
Oversee the posting of signs and/or
decorations. Be sure to follow the posting
and decorating guidelines from the TSU
Policies and Procedures book.
Be available throughout your entire event to
answer questions and solve any unexpected
complications.
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Remove all directional signage, decorations,
self-catered food, and other materials.
Trash that doesn’t fit in a receptacle should
be removed to the trash bins at the loading
dock.
Check with your Event Planner or Event
Manager before you leave.
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If your event is held annually, be sure to
reserve again for next year.
Let your Event Planner know about any
concerns, changes, or additions to note for
future events.
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The University Conference Center and Titan
Student Union staff are here to help make
your event a success.
Our Event Planners are experts and have
helped organize thousands of events.
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The UCC website (ucc.fullerton.edu) has some
great event planning tools, including:
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A copy of this presentation.
A virtual tour of the meeting rooms.
Online event calendar.
Printable maps and operating policies.
Printable handouts for specific event questions.
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Questions
Tour
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