Event Planning & Logistics

Use this as your go-to Event Planning Timeline Worksheet. Make a copy of the template for each of your events, so you can see how far in advance you need to start planning your upcoming events.

Campus Events & Student Union (CESU): Space Reservations

CESU manages spaces requests in several areas at PSU including Smith Memorial Stiudent Union (SMSU), Viking Pavillion, Hoffman Hall, PSU buildings with general classroom spaces in addition to outdoor spaces that include the South Park blocks, Montgomery Plaza, Urban Plaza, ASRC terrace, Urban terrace, and the Stott Community field. 

Portland State University Campus Events & Student Union Facility Use Request Form. 

• Once you submit the request, you will receive a response or confirmation from Conferences and Events within 5 business days. Your advisor will then review and either approve or ask for further information. If there is a cost associated with the event, your advisor will approve it if you have budget to cover it. No need to submit a RTSM.

Affiliate groups are able to reserve small spaces (10-20 people) in Smith Memorial Student Union up to 12 times per quarter at no cost. For larger event space availability and pricing, student leaders of Affiliate groups should contact the Conferences and Events front desk at 503-725-2663 or email them at conferences@pdx.edu.  

Additionally, the Conferences and Events policy now states that requests for additional building hours must be received 10 business days prior to the event.

Campus Events and Student Union (CESU) Facility Use Procedures

SALP Spaces: Conference Rooms and OrgSpace

• • There is a variety of conference rooms that are currently available for SALP group meetings. These rooms include monitors and technology support.                    | 

  • All rooms are to be used exclusively for student organization or SALP program business. Misrepresentation of the use of the space may result in restrictions on a group's or program's future use of SALP-managed spaces. 

  • Groups and programs are expected to keep the spaces clean and to return spaces to their pre-designated furniture set-up after their business has been conducted. Groups and programs who leave spaces dirty or misuse spaces will face restrictions on their future use of SALP-managed spaces.

  • Scheduling: To reserve a conference room , contact the SALP front office | 503.725.4452 | asksalp@pdx.edu | or by completing the SALP Meeting room request form

Other Campus Spaces

5th Ave. Cinema 

Request the usage of space through the 5th Ave Cinema request form on PSU Connect.

No need to submit a Request to Spend Money.  Student groups: your advisor will approve this expense via email once your budget is approved by the OBC.

Campus Rec Center 

Request usage of space through the Campus Rec request form. 

Your Advisor will receive a confirmation of your request for approval. If there is a fee, you will first need to get it approved by the OBC. 

Cultural Resource Centers

The CRC's don't generally lend their space for events, but they are willing to consider collaboration on events. Please visit the Cultural Resource Centers web page for latest information on event collaboration. 

Karl Miller (Atrium, Boardroom, Tabling)

To request space usage in the KMC, complete the KMC atrium & boardroom request form 

Lincoln Hall

Spaces in Lincoln Hall are operated by various Departments. You will need to identify the specific space you are interested in hosting an event, and then contact the appropriate department/contact. 

• • School of Music Rooms & Theater - Sarah Berg at somtrooms@pdx.edu  

  • Production Stage Manager - Kayla Scrivner at scrivnk@pdx.edu or by phone at 503-725-3222

Native American Student and Community Center 

If you are interested in requesting space in the NASCC, review the information on how to reserve the NASCC. 

No need to submit a Request for Spending. Student groups: your advisor will approve this expense via email once your budget is approved by the OBC.

Viking Game Room

This space can be rented by student groups for fun social events. Review the space options and submit a request . You can also follow up with an email: gameroom@pdx.edu  

Requests should be responded to within 48 hours. If you do not receive a response, contact your advisor. 

Reserving SMSU or Outside between SMSU and Cramer

See above for how to reserve space in Smith through Campus Events & Student Union. The form is the same for reserving tables.

Tables in Other Outdoor Areas

Ask your Advisor to reserve tables for you as a work order through Materials Management. Tables are $12 per table per day.

Review the PSU Inclusive Event Guide to Meetings, Events, and Conferences

Review the Rooted in Rights Event Accessibility Checklist 

Best Practices

• Add an accessibility statement to your advertisements, for example:

  • Accommodation requests related to a disability should be made by [specific date] to [sponsoring department contact person, phone number, and email address]. 

• Ensure your venue is set up for mobility access for the following:

  • Parking

  • Restrooms

  • Building & event entrances

  • Interior routes, including room layout and flow of people

  • Food Service areas

  • Access to event spaces and activities, including stage

  • Access to elevators or ramps

  • Offer captioned media

  • Consider offering sign language interpreters or real-time captioning

    • link to the Disability Resource Center to set up this particular service. 

  • Reserved seating

    • For example: Near the front of the state for participants who are deaf or hard of hearing

  • Use of Microphones for all speakers, including a portable microphone for the attendee's usage during Q&A sessions

  • Alternative formats of printed materials (large print, braille, electronic) 

  • Provide participants with information as soon as possible so they can make arrangements

  • Don't assume a person is alright with you touching them when attempting to help

  • Respect people's independence

  • Remember, not every disability is visible

There are multiple ways to track student registration and attendance at events. 

I want to track who is interested and who came to the event, I am not charging admission:

• We suggest using the event tracking in CONNECT. Students will be able to find your event in CONNECT or go to it from a direct link and RSVP.

I want need people to answer additional questions to register for an event, I am not charging admission:

• We suggest setting your event up in CONNECT and adding additional registration questions.

• If people need to register and be accepted to attend, you may want advertise on CONNECT but not have the RSVP option, rather have them fill out a google form linked from the event advertisement.

I would like to charge admission for my event to at least some audience members (for example: free to students, $5 general admission)

• You will need to use the Portland State Box Office

• • All changes to Box Office requests, including changing the price of admission for an event, must be approved by SALP Advisors/Coordinators and possibly the OBC before they will be implemented. 

  • Prior to events that are funded by student fees, the OBC will ask student groups to inform them of the number of complimentary tickets that will be requested. 

  • All complimentary ticket requests must be approved by a SALP Advisor/Coordinator before distribution can begin.

• Once you hit SUBMIT at the end of the box office request form, you should receive a confirmation e-mail within a few minutes.  If you do not receive this e-mail please contact the Box Office directly at 503-725-3307, or e-mail tickets@pdx.edu and let them know. 

• After the Box Office sets up your event, they will email your designated advisor a confirmation as well, which you can include in your budget request to the OBC.

• Once your budget for this expenditure is approved, your advisor will approve the request via e-mail (the person who submitted the request will receive the approval e-mail as well). No need to submit a RTSM.

For help with student events at the Box Office, please reach out to your advisor and to the Box Office Manager: tickets@pdx.edu  or 503-725-3307 

Collaborating with internal and external partners can increase the success of events and help develop relationships. These are the positive outcomes of collaboration that we hope can be cultivated.

Unfortunately, collaborations can also lead to one party taking advantage of another and that is what we hope to avoid. Before committing to a collaboration there are a few important questions you need to ask:

• Does this partnership fit with our mission and values?

• Does this collaboration elevate engaged student leadership?

• Do you have a fair and equitable process for determining with whom you collaborate?

• Does your organization have control over the content and planning of the event?

• Are the projected financial resources contributed fair, equitable, and agreed upon by all parties involved?

• Are the projected time commitments fair, equitable, and agreed upon by all parties involved?

• Have you discussed possible power dynamics between groups involved with your SALP Advisor/Coordinator?

If you answered no to any of the questions above, you should be cautious about moving forward with the collaboration.

SALP recognized entities cannot provide free space to or put events on for external organizations unless the partnership has been approved by a SALP Advisor/Coordinator.

Strategies to promote positive collaborations:

• Talk with your SALP Advisor/Coordinator about all collaborations before committing.

• Create an open form in your PSU Connect student group portal that potential collaborators can complete.

  • This form should ask questions about (a) how the collaboration meets the mission and values of your group, (b) the financial and time obligations for each party involved, (c) the event planning timeline and process, and (d) any another other questions you feel will help your organization make an informed decision.

• Establish regular check in meetings with your collaborators.

Security is sometimes required at student organization events. The decision to require security is made in consultation with Campus Events and Student Union (CESU) and PSU Campus Public Safety (CPSO) during the pre-event meeting.  The cost for providing security will generally be the responsibility of the student organization unless the event is co-sponsored.  If the event is co-sponsored you'll need to speak with your advisor to discuss costs and event responsibility breakdowns. If the student organization is responsible for costs, the university has vetted and approved Coast to Coast Event Services and we hire them through a contract. As a reminder, after you have been approved for funding by the OBC, it takes 20+ business days to process a contract so events of this nature require much advanced planning.  If there is not sufficient time to process the contract before your event, the event date may need to be altered. Your advisor, CESU , and CPSO will work with you to determine additional steps you may need to take for security.

Coast to Coast Event Services

http://www.coasttocoastevents.com/

503-236-3390

Free Speech at PSU

For information on Free Speech at Portland State University, please visit the following web page: https://sites.google.com/pdx.edu/freespeech 

There are two main providers of service for sound and audio/visual needs. They offer different services which are highlighted below. 

Portland State Professional Sound

Founded by students nearly 40 years ago, Portland State Professional Sound (PSPS) delivers professional-level service and support for live performances and other events.  

What to expect with hiring PSPS:

• • FREE rental of top of the line equipment

  • Low hourly tech rates specifically for student organizations

  • Audio amplification and recording 

  • Improvised and programmed LED lighting

  • Student technicians delivering professional-level services

  • Fully staffed crew ensuring proper set-up, tear-down, operation, and trouble-shooting before, during, and after the event

Hire PSPS when you:

• • Have live music, performances and/or amplified sound

  • Want to have a dance party with a DJ

  • Need decorative lighting or spotlight

  • Are planning a dress rehearsal

To request PSPS services:

• 1. Fill out the Sound Request Form by visiting the PSPS Connect Page for contact info: 

  2. PSPS will email you and the advisor a quote for pre-approval and confirmation.

  3. As long as you have the budget to do so, your advisor will approve the request via email.  No need to submit a RTSM!

Campus Audio Visual Event Team

Use Campus Audio Visual Event Team (CAVET) when: 

• • The Campus Audio Visual Event Team (CAVET) supports a multitude of meetings, conferences, and other events on Portland State University’s campus. CAVET provides the following services:

    • Audio amplification and recording

    • Projection equipment

    • Lighting equipment

    • Student and staff technicians 

    • Teleconferencing

    • Event videography and live streaming

    • Student technicians set and strike equipment prior to and after your event. CAVET technicians are onsite to support proper operation of the reserved AV equipment.

  • Contact CAVET:

    • Website: Link to CAVET website: https://www.pdx.edu/technology/event-av 

    • Email: cavet@pdx.edu

    • Phone: 503-725-9126

    • Location: Smith Memorial Student Union (SMSU) 330

  • Requesting Event Support:

    • Follow these steps to order AV equipment for your meeting, conference, or event:

      1. Reserve the event space with Campus Events & Student Union (CESU), University Place Hotel, or the space manager.

      2. For large events such as conferences, organize a pre-event meeting with the appropriate services, i.e. CESU, CAVET, Portland State Professional Sound, Box Office, and/or Catering (PSU Eats).

      3. Email cavet@pdx.edu at least 7 business days prior to your event. Reservations made fewer than 7 days before an event are subject to a 25% late fee.

      4. Provide the reservation number, date, run time, and location of the event. Consider sound check, rehearsal time, set up time, and access to the space.

      5. List the desired equipment. Consider audio amplification and projection equipment.

      6. You will receive a confirmation once CAVET determines your needs for the event.

  • Cancelling reservations:

    • Reservation cancellations must be made at least 48 hours prior to an event to qualify for a refund.

  • Further Resources: Contact cavet@pdx.edu if you have any questions.

Please note: There is no need to fill out a RTSM for these services.  They are approved via email. 

Noise Variance and Amplified Sound Outside Event:

• • Any event amplifying sound outside louder than the city code  must apply for a Noise Variance with the City: https://www.portlandoregon.gov/civic/article/118531#:~:text=In%20order%20to%20slow%20the,we'll%20send%20you%20directions. 

  • Include the Noise Variance as a line item on your Budget request. Use a screen shot of the pricing sheet on the above linked application form for the pricing and documentation.

  • If approved, then submit a "Payment on Delivery" Request to Spend Money with the completed form uploaded. Your advisor will defer it to the SALP Accounting team who will submit the request for the check and mail it to the city. 

  • Be prepared to provide a copy of the Noise Variance to whoever you've contracted to provide sound services, so they can comply with whatever the City has stipulated in the permit.

The Green Events Guide is a resource for groups that are interested in implementing sustainable practices into their programming.  The resource provides information on actions that can be taken regardless of the size, location, or audience of an event. Check out the PDF below for more info.

• Green Events Guide

You are able to request Parking Permits for vendors/performers for your events. These are for contracted/paid vendors only! 

You cannot request parking permits for yourselves, other student leaders, or volunteer performers and their families. 

Process

• 1. Determine the amount you will need to cover the parking permits by contacting Parking and Transportation.  

  2. Please provide the following information in your OBC request using the Student Group On Campus Parking Request Template (the template is view only so you will need to make a copy and add your event information):

     • Event name and date

     • How many permits do you need? (permits can only be purchased for performers and vendors)

     • List of the names of the vendors/performers using the permits

     • Desired Location: Parking Structure 1, 2, 3; Shattuck Lot, etc. 

     • Start and end time for the permits needed

  3. Include Parking as a line item on your "Program Request" budget for the event and upload above completed budget spreadsheet

  4. Once budget is approved:

     • Your advisor will then submit the Parking Request on behalf of your group and approve the expenses with the accounting team through the salpsmsu email account. 

     • Your advisor will forward the email with the confirmation code to you once they receive it from Transportation and Parking services. 

     • The accounting team will pay for the parking when the final bill is received after the event. 

Parking Rates

Department & Event Parking information found here: https://www.pdx.edu/transportation/department-and-event-parking 

Hourly and visitor parking rates can be found here: https://www.pdx.edu/transportation/hourly-visitor-parking 

The most commonly used permit type is the "Non-Reserved Parking" that is for regular sized vehicles needing a spot in one of the garages or lots. Guests will be provided an event code prior to the event to be given to the kiosk attendant on their way into the garage. 

Loading Permits 

Campus Events and Smith Union has "Loading/Unloading" Permits that can be checked out by your group leaders for vendors to use to get their equipment in and out of the ballroom before and after the event. You just need to check them out at the front desk of the CESU office on the 4th floor of SMSU or work with one of their staff members to pick them up. 

SALP uses the risk matrix below when assessing risk for student group activities and practices.  Student group activities and practices that pose Critical, High, or Medium risk could be asked to implement risk mitigation strategies (e.g., ticketed event, extra security).

Please consult with your SALP Advisor/Coordinator when assessing risk for group activities and practices along with information on risk mitigation strategies. 

• • Risk Assessment Matrix