Session Descriptions 

July 10, 2024 

• 3:00 PM - 4:00 PM

  • Newcomer Session: The Newcomer Session for the CSU+UC Event Professionals Network is designed to welcome and introduce new members to the network. It provides an opportunity for newcomers to meet current members, learn about the network's mission and activities, and get acquainted with the resources and support available to them. The session aims to create a welcoming and inclusive environment for new members to connect, engage, and build relationships within the network. 

    • • • • Presented by the CSU+UCEPN Leadership Council 

          • Located in the Venus - Mercury Conference Room 

• 4:00 PM - 6:00 PM

  • Welcome Reception: Reconnect with old friends, meet new members of the network, and help kick off this years conference! 

    • • • • Located on the 2nd Floor Patio of the Courtyard Marriott 

• 6:00 PM

  • Dinner on Own / Dine-Arounds

July 11, 2024

10:00 - 11:10 AM Key Note Speaker:  Rich Bracken 

Every great movie has a soundtrack, so why shouldn’t you be the DJ and composer of your personal story and how it unfolds? Part keynote, part dance party/sing-along, this presentation will entertain and empower your audience to understand their own emotional intelligence and how it impacts them every single day. Merging his experience in studying emotional intelligence with his two decades of being a national touring DJ, Rich brings an experience like no other to your event. Combining live DJing and powerful takeaways and life changing habits, you will be dancing and singing while raising your own emotional intelligence and setting the tone for your future success. 

• Located in the Golden Eagle Ballroom 

11:30 AM - 12:30 PM Elective Sessions:

• •  Creative Story Telling: This session explores how a third-party company successfully assists with the approval processes across various university departments while preserving its creative vision. We'll delve into storytelling and donor stewardship, discussing how we create impactful narratives. You'll learn about our approach to storyboarding and layout, the role of previsualization in refining ideas, and how we collaborate from ideation to execution. We’ll also cover the challenges of advocating for creative budgets and managing timelines, along with strategies for overcoming common approval obstacles with universities.

    • • • Panelists:

          • Karl Hebron - Creative Director, Show Imaging

          • Luke Gulley - Sales Director, Show Imaging

          • Emma Malacaria - Account Manager, Show Imaging

          • Ian Transfiguracion - Senior Creative Designer, Show Imaging

        • Located in the Los Angeles Room A 

• • Surviving Campus Disruption as an Event Planner: In the realm of event management, navigating the complex terrain of disruption, protest, civility, and free speech requires a delicate balance of foresight, adaptability, and resilience. Drawing from their extensive experiences overseeing a spectrum of large-scale campus events, student gatherings, and policy enforcement, Maya and Rob offer a unique perspective on managing chaos in real-time. From handling unexpected protests to mitigating security risks, they share invaluable insights and best practices for event planners facing similar challenges. This session offers a firsthand exploration of the dynamic challenges faced by event planners tasked with managing disruption on the fly.

    • • • Presented by: 

          • Maya Goehring-Harris, Director, External Relations and Office of Protocol, UC Berkeley 

          • Rob Bean, Director, Travel and Events, UC Berkeley

        • Located in the Los Angeles Room C 

• • Unlocking the Ritual: Strategies for Presidential Investiture Preparation : This session digs into the intricate planning and execution for a (somewhat) seamless Presidential Investiture ceremony and luncheon, From protocol intricacies, logistical considerations, and customer service, attendees will gather essential tips and best practices from those who just completed a week long Investiture celebration at San José State University. Discover how to balance tradition and innovation, ensuring an engaging experience for all participants. Whether you're an event planner, marketing manager, or simply curious about the behind-the-scenes of such momentous occasions, this session provides you with some knowledge and insights to orchestrate a memorable and impactful Presidential Investiture for your institution, community, and (most especially) your new President. 

    • • • Presented by: 

          • Khristine Lugo, Acting Director for Special Events, San Jose State University

          • Elias Flores, Assistant Event Planner, San Jose State University 

        • Located in the Alhambra Room 

• Ctrl C + Ctrl V: Creating Shortcuts to Standardize Event Planning: When planning multiple simultaneous events throughout the year, being proactive, organized, consistent and thorough is key. How can you ensure details aren’t lost while planning events, big and small? Learn how to use shortcuts and create collaborative tools to produce standardized, high-quality events. Attendees will depart the session equipped with a comprehensive toolkit and access to resources, empowering them to proactively and consistently organize and execute events.

• • • • • • • • Presented by:  

                • Cynthia Gutierrez, Event Specialist, UC San Diego

                • Kristin Scheiber, Event Specialist, UC San Diego 

              • Located in the San Gabriel Room 

2:45 PM - 3:45 PM Elective Sessions:

• • High Profile Event Safety - Considerations and Best Practices: Physical and operational security considerations for higher education event planners, including intelligence gathering, security planning, risk mitigation, and working with public safety partners.

    • • • Presented by: 

          • Melissa Collins, Program Manager - Risk, Security & Resilience, University California, Office of the President 

        • Located in the Los Angeles Room A

• • Tips & Tricks for Tight Budgets: Engaging conversation on creative ways to save money in event costs and make the most of what you have in a meaningful engaging way. Walk away with some guaranteed tips you can use tomorrow and some tools on how to manage a culture of trying to do more with less.

    • • • Presented by:  

          • Maya Goehring-Harris, Director, External Relations and Office of Protocol, UC Berkeley 

        • Located in the Los Angeles Room C

• Strategies for a Unified Approach to Decentralized Scheduling: Event professionals in higher education are perhaps some of the most skilled communicators we encounter on a campus. They’re responsible for knowing not only when, what, where, how, and why, but also with whom information needs to be shared. A well-defined business process, supported by a world-class set of tools, becomes the communication hub for your college or university. Join Ellie Fergon, Director of Special Events at CSU Bakersfield, and Walt Martin from CollegeNET as they share insights on maintaining departmental autonomy while streamlining event operations with Series25® scheduling and event management tools.  

  • • • • Presented by: 

          • Ellie Fergon, Director of Special Events at CSU Bakersfield

          • Walt Martin, Series25 Sales Representative 

        • Located in the San Gabriel Room
          
          
          

• Epic Exits: Modern Mastery and Classic Charm in Commencement Planning: Join us for a dynamic panel on balancing emerging trends with classic, tried-and-true strategies in university commencement planning. Topics include integrating cutting-edge technologies like chat bots and live streaming, leveraging social media for engagement and feedback, and creating personalized, memorable experiences. We'll also discuss safety strategies in light of recent protests, best practices for inclusivity and diversity, and innovative approaches to sustainability. Gain valuable insights and practical tips to elevate your institution's graduation events.

  • • • Panelists:

        • Fernann Ardis - Director of Higher Education, 42 Chat

        • Carmela Arstill  - Assistant Director, University Events, Cal State Long Beach

        • Rob Bean - Director, Events and Travel, UC Berkeley 

        • Nikki Washburn - Regional Vice President - Account & Event Management, GradImages & Balfour

      • Moderator: Sam Camarena, Manager CSU Advancement Academy

      • Located in the Alhambra Room

4:00 PM - 5:00 PM Round Table Discussions: 

• Join us in the Golden Eagle Ballroom for informal semi-moderated conversations with fellow conference-goers about the following topics:

  • • •  Alumni Events: Exchange ideas with fellow professionals on engaging alumni through innovative and memorable events.

      • Commencement: Share and explore insights on planning and executing seamless commencement ceremonies.

      • Creating Budgets: Discuss practical strategies and tips for creating effective and sustainable event budgets.

      • Creative Block: Ideas to help get past them: Collaborate on overcoming creative blocks with fresh ideas and inspiration from peers.

      • Donor/Fundraising Events: Trade successful approaches and experiences in planning impactful donor and fundraising events.

      • Event Diagramming: Exchange best practices and techniques for enhancing event planning through effective diagramming. 

      • Grads and Photo Fads: Discuss the latest graduation photo trends and share creative ways to incorporate them into events.

      • Themed Events: Collaborate on creating captivating themed events that leave a lasting impression on attendees.

      • Sponsored and Non-sponsored Events: Share experiences and strategies for organizing successful sponsored and non-sponsored events

July 12, 2024

10:45 AM - 11:45 AM Elective Sessions: 

• ADA Accommodations for Campus Guests: CSU Channel Islands does an excellent job managing student, faculty, and staff disability accommodations, but we lack a clear accommodation protocol for external guests attending campus events. In the fall of 2023, a team was assembled to investigate this operational challenge using the four-frame model Bolman & Deal (2013,2017) outline for examining organizations. In this presentation, I will share our team’s process and findings, and guide a discussion of how other campuses approach this challenge in support of a shared learning model.

  • • • Presented by: 

        • Lisa Racine, Director University Events, CSU Channel Islands 

      • Located in the San Gabriel Room 

• Grocery Store to Fabulous: Fresh Floral Event Décor on a Budget: Learn how to take your local grocery store flowers and turn them into centerpieces your florist will envy. In this demonstration attendees will learn tips and tricks to turn basic florals into event ready displays without going over budget.  **Please note this session can only accommodate up to 30 attendees 

  • • • Presented by: 

        • Alma Gonzalez, Assistant to the Dean/Event Coordinator, Cal State Fullerton 

      • Located in the Alhambra Room 

• Caring for the Event Planner: Measuring YOUR Success and Prioritizing Self Care as an Event Professional:  As event planners, we regularly put our needs last in order to host the perfect event. Sacrificing sleep, missing meals, running around, wanting to do everything ourselves, the list goes on! How do we set ourselves up for success so that not only do we feel good about our events, but we also just… feel good? This session will provide practical tips and compassionate suggestions (more than just a post-event massage!) for every stage of event planning- before, during, and after- that will prioritize your well being as an events professional and set you and your team up for success.

  • • • Presented by: 

        • Chelsea Largoza, Special Events Coordinator/Outreach Coordinator UC San Diego

        • Evelyn J. Gonzalez, Operations and Program Analyst, UC San Diego 

      • Located in the Pasadena Room 

• Alumni Events 101: Alumni events and activities offer dynamic opportunities for both new and seasoned graduates to expand their professional and personal networks. These events provide a safe space for alumni to try new experiences and explore the world around them. In this session we will discuss the basics of alumni events, explore the different types of events and activities, breakdown the key elements of successful alumni events, and learn ways to measure the success of each event.

  • • • • Present by: 

          • Jessica Rowland, Associate Director Alumni Programs, Cal State Fullerton 

        • Located in the Montebello Room