planning an event?

As the event coordinator, you belong to a group that is part of one of the following categories. You and your group will fall under one of the following categories. There are different policies and pricing plans for the different categories. The event coordinator and group are in charge of planning and running the event and take responsibility for everything that occurs during the event.

• Category 1 – Campus Center Board (CCB); Student Life and Development (SLD)

• Category 2 – Chartered Student Organization

• Chartered Student Organizations (CSO) serve the UHM students and the UHM community through a variety of programs and services. Current CSOs include: Associated Students of the University of Hawaii (ASUH), Graduate Student Organization (GSO), Student Media Board (SMB), and Student Activity Programming Fee Board (SAPFB).

  • Note: Campus Center Board is a CSO and falls under Category 1.

• Category 3 – Board of Regents

• Category 4 – Registered Independent Organization (RIO)

  • Student clubs; e.g. Business clubs, Sororities/Fraternities, Religious clubs (need to be registered with the Student Life Development Office for status as a RIO)

• Category 5 – UH Departments

• (Category 6 – only approved on a case by case basis.)

• Category 7 – External groups and Private Individuals

  • External groups are considered organizations such as business groups, non-profits groups, and other organizations not affiliated with the University of Hawaii.

  • Private individuals are considered an individual planning a personal event such as birthday, graduation, wedding, baby shower, not affiliated with any external organizations.

• Up to one year ahead.

• All room requests are submitted through the Mazévo online room request system.

• Small meeting rooms can be requested 8 days prior to the event; Ballroom, CC Courtyard and Hemenway Courtyard can be requested 14 days prior to the event. View "Booking Rules" in Mazévo.

• If you have a last minute event request, please email CCMES or call (808) 956-2525.

• It may be possible to book an event on a holiday or Sunday. Non-regular hours fee applies for events that occur on holidays, holiday weekends, Sundays, and any time an event occurs outside of normal event operating hours. Non-regular hours fees apply in addition to normal rental fees.

  • Holiday weekend is when an observed holiday occurs on a Friday or Monday.

  • View list of current holidays observed by CCMES.

• Recurring events for meeting rooms can occur up to a year ahead.

• Recurring events for the Ballroom can only occur from the 15th of the previous month for the next month.

  • For example, if your group wants to request the Ballroom for every Monday in September 2021, the earliest the request can be entered is on August 15, 2021.

• Yes! Manoa Dining Services is our exclusive caterer! Please contact them at catering@hawaii.edu or (808) 956-2186.

• No. View list of prohibited items.

• Yes.

• Monday - Friday, parking ($) is available at the Lower Campus Parking Garage. View current fees and policies at UH Commuter Services website.

• Saturday, parking ($) is available at Lower Campus Parking Garage and Upper Campus surface parking lots. View current fees and policies at UH Commuter Services website.

• Yes.

  • University of Hawaii faculty, staff and students may login to the UHM WiFi network using their UH username and password.

  • University of Hawaii faculty and staff may request access to the UH wireless network for their visitors. Learn more about the UH Wireless Visitor Access.

  • External organizations may request WiFi access. Requests must be made at least five (5) business days prior to the date it is needed. Email CCMES to inquire.

• Yes. Email CCMES to inquire.

• CCMES staff review all event requests about 2-4 weeks prior to the event (earlier for larger Courtyard and Ballroom requests). You will receive an email from CCMES when your event is reviewed. There may be pending details that need more information before your event is confirmed.

  • If you have any questions about your request, please email CCMES or (808) 956-2525.

• CCMES staff will contact you if a form is needed.

• View more info at Forms and Policies. Possible forms needed:

  • Alcohol Approval form

  • Fundraiser form (RIOs only)

  • Request to Fundraise with Outside Vendor (RIOs only)

  • Insurance Agreement form

  • Waiver Liability

  • Facility Agreement Form

• CCMES staff will work with you to determine the furniture and audio-visual equipment that best meet your event needs. A price estimation will be provided at that time.

• Yes, if the concert occurs Monday - Friday, after 4:30 PM; Weekends, normal event operating hours.

• CCMES sound system and technician must be used for events in Hemenway Courtyard, unless approved in advance by CCMES.

• Music events cannot occur during UH study days or Finals week during each semester.

• CCMES will assess your event details and contact you if security or liability insurance is needed for your event.

• More information about liability insurance can be found at the UH Risk Management website.

• The costs of security and insurance are the responsibility of the event coordinator.