July 10, 2025
10:00 a.m.- 11:15 a.m.
Managing Protest & Public Demonstrations | Maya Goehring, UC Berkeley
In today’s politically charged environment, event planners must be prepared to handle various types of public protests and demonstrations that can arise at their events. This session will provide insights on proactive strategies to plan and manage events that could be impacted by protests. From understanding the legal implications to working with law enforcement, we’ll discuss how event planners can ensure safety, maintain the integrity of their events, and create an environment of mutual respect, even in the face of opposition and how to take care of themselves and their teams while doing it.
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Welcoming and Accessible Events | Rachel Marks, UC Berkeley
Join us for an engaging and practical session where we will explore actionable strategies to ensure that your events—whether in-person or fully digital—are welcoming and accessible to individuals from the disability community. According to the CDC, up to 25% of your attendees may identify as a person with a disability. Let us provide some exploration of what it means to be inclusive and intentional when creating your events from a disability centered approach. This session will guide and provide tangible resources internal and external to the UC system, for event planners and support staff, through the process of crafting events that best serve the diverse needs of attendees, emphasizing an inclusive culture that promotes participation of all individuals.
Breaking the Gala Mold: From Ballroom Glitz to Gym Floor Grit |Lynn Bautista Barroso, Kristin Scheiber, and Yekta Mohammady, UC San Diego
Ready to rethink your donor engagement events? Learn how UC San Diego transformed its traditional Preuss Promise annual fundraising gala into a vibrant open house experience that brought the impact of philanthropy to life. Driven by data-informed decisions about attendance, budget, and format, our team cut costs without cutting value—scaling back event spending while still exceeding engagement goals and donor satisfaction.
Moving Together- Coordinating Ground Transportation | Alex Spiliotis, UC Berkeley and Khristine Lugo, San José State University
This session will explore group travel policies and best practices that support efficient, compliant, accessible and student-centered travel experiences. We’ll share strategies for coordinating group travel, managing risk, and partnering with external vendors to streamline logistics while ensuring ADA compliance and equitable access for all guests. The presentation will feature a collaborative discussion with Khristine Lugo from San José State University, and representatives from Mosaic Global Transportation, who will provide insight into building strong, accessibility-aware campus-vendor partnerships. Attendees will gain practical tools, policy considerations, and accessibility guidelines to enhance group travel operations at their own institutions.
1:30 p.m.- 2:45 p.m.
Layout Logic: When to Scale: A Practical Guide to Event Layouts | Show Imaging and Bright Event Rentals
Whether you’re working in professional CAD software or sketching on the back of a napkin, a thoughtful event layout can make or break your production. In this collaborative session, Show Imaging and Bright Rentals will walk you through best practices for developing efficient, scalable event layouts from high-fidelity renderings to accessible DIY tools like “Canva CAD” and site sketches.
Mastering Off-Site Event Planning: Venue Selection, Contracts, and Procurement | Theresa Ajari, UC Berkeley
Join a panel of experienced event planners as they share insights on planning successful off-site events. Learn best practices for identifying the right venue that aligns with your event's needs, goals, and budget. Gain valuable tips on negotiating contracts, ensuring favorable terms, and avoiding common pitfalls. The discussion will also cover how to structure your contract for seamless procurement review, streamlining the approval process. This session is ideal for event professionals looking to enhance their venue selection and contracting skills.
Theme Your Way to Success | Merry Coder and Ellie Fergon, CSU Bakersfield
Want to create a fun and effective event without blowing your budget? This session will show you how to leverage a theme, tailored to your audience or stakeholders, that will enhance the event experience and elevate the aesthetics. Learn some of our best practices for crafting memorable and marketable experiences using smart design strategies, resourceful and sustainable decor, and customizable event details - all while sticking to a budget. You will leave with actionable tips for events that: Will serve students, alumni, and donors; Will leave you and your team feeling energized and not "bored"; And will help you identify when a new theme is best to introduce and when to stick with tradition. Don't miss this opportunity to transform your event planning skills and deliver unforgettable themed experiences.
3:15 p.m.- 4:30 p.m.
Empower Every Voice: Crafting Inclusive Events w/ Captioning | Tony Baltayan, Aberdeen Broadcast Services and Deepti Scheirer, UC Berkeley
In this session, you'll learn how to make your events more accessible and inclusive through the integration of live or AI captioning services. We will explore best practices, technological tools, and real-world case studies that demonstrate the impact of captioning, translations and dubbing on diverse audiences. Whether you're planning conferences, webinars, or community gatherings, this workshop will equip you with the skills to ensure that every voice is heard and every participant feels included.
The Marketing Matrix for events and increasing Student Engagement with Micro Events | Kayla Koroush, Sacramento State University
The session will focus on increasing student engagement on campus by having a 360 marketing/outreach plan and focusing on micro events that have an element of connection building built into the programming. Colleges are all going to face the same challenges of retention and enrollment. Student Engagement is a consistent factor in graduation rates, a connected student is graduate and an alumni.
Tools to Deter the Event Creep: Keep your event on budget and on goal! | Maya Goehring, UC Berkeley
University campuses present unique opportunities and challenges for event planning. This session will provide event planners with practical tools to effectively scope and set clear, actionable goals for their events. Explore how to identify key stakeholders, align with university policies, consider logistical challenges, and create measurable objectives that ensure the event’s success. Whether you're planning a student-focused event, academic conference, or community outreach, this session will help you master the essential foundations for successful campus events with tools to set a goal, manage the event to complete the goal and to do it with in a budget.
July 11, 2025
9:00 a.m.- 10:15 a.m.
Beyond Procurement: Making it more than just a transaction | Peter Golpeo, Earlene Kay Blevins, UC Berkey and Patricia Kimball, Claremont Resort & Hotel
This session explores the art of meaningful collaboration between university event planners and both campus and external vendors. By understanding the unique needs and objectives of each party, planners can forge lasting partnerships that enhance the mission of all involved. Attendees will learn strategies to align goals, communicate effectively, and create mutually beneficial relationships that support successful events and long-term collaboration.
The Guest Experience | Jessica Rowland, Cal State Fullerton
What is the Guest Experience, and how does it impact your programming? In this session, we will explore the concept of unreasonable hospitality and examine how both positive and negative guest experiences can influence your entire event. By stepping into your guests' shoes and viewing your event from their perspective, you'll gain valuable insights into how each element affects their experience. This understanding will enable you to enhance the overall impact of your events.
Connecting Sponsors and Value: A Higher Education Event Strategy | Fernann Ardis, 42 Chat and Bill Campbell, GradImages
Join us to explore how forward-thinking institutions are transforming commencement into a strategic opportunity. Learn how the right tools can turn common challenges into meaningful connections, operational wins—and more.