This session highlights how our organization partners with colleges and universities to bring milestone campus events to life. From commencements and convocations to presidential inaugurations and alumni celebrations, we collaborate closely with institutional teams to deliver thoughtful, high-impact experiences. Our approach blends proven best practices, strategic coordination, and intentional design to simplify complex planning and elevate every detail—helping campuses create seamless ceremonies that celebrate student achievement, honor tradition, and showcase institutional pride.

Presenter: Sandra Ochoa, Jostens

This session highlights how a traditionally celebratory campus event was intentionally redesigned to support students’ transition from college to career. This presentation explores how CSULB’s Senior Send-Off integrates structured networking opportunities, professional etiquette guidance through a 3-course meal, and practical “adulting” skills into a milestone experience.  A central component of the program is the physical Beyond the Beach booklet, intentionally crafted with student success in mind, which provides graduates with accessible guidance on professional communication, workplace etiquette, financial literacy, networking strategies, and navigating early post-college transitions. The session will outline the program’s design, campus partnerships (alumni and career center), and implementation strategies, while sharing assessment data and student feedback on perceived preparedness and confidence.  Attendees will gain insight into how institutions can leverage existing traditions, paired with tangible take-home resources, to create high-impact transition experiences that promote belonging, professional socialization, and equitable post-graduate readiness.

Presenter: Melissa DeGravelles, CSULB

Over the past few weeks, one theme has surfaced again and again in conversations with campus partners: What does the future of gathering actually look like now? Between rapid advancements in AI and growing hybrid fatigue, many institutions are rethinking how—and why—we bring people together. 

Presenter: Maya Goehring-Harris, UC Berkeley

Signature university events—Homecoming, donor society celebrations, commencements, and award ceremonies—carry decades of institutional memory, alumni expectation, and philanthropic significance. Yet they are also under increasing pressure to evolve: shifting demographics, heightened DEI commitments, changing campus climates, and tighter budgets demand thoughtful adaptation. This session explores how to modernize legacy events without erasing the traditions that give them meaning. Through case studies including the reimagining of Homecoming programming and the strategic evolution of donor society recognition events, participants will examine practical decision-making frameworks: when to preserve ritual, when to redesign experience, and how to communicate change to deeply invested stakeholders. The conversation will address managing alumni expectations, incorporating inclusive practices in ways that feel additive rather than performative, and navigating the financial realities that shape event design. Attendees will also gain tools for transition planning and documentation to ensure continuity across leadership changes and staff turnover—protecting not just the event itself, but the institutional story it tells.

Presenter: Maya Goehring-Harris, UC Berkeley

Campus events no longer operate in predictable environments. From student protests and political polarization to reputational risk and heightened safety concerns, university event professionals are increasingly asked to deliver meaningful experiences amid uncertainty. This session explores how to lead with clarity, compassion, and institutional values when disruption is not a possibility—but a probability. Designed for both emerging and seasoned professionals, this conversation will provide practical frameworks for balancing free expression with event continuity, building agile contingency plans, and crafting proactive communication strategies that protect both community trust and institutional reputation. Participants will also examine how to support frontline event staff who are often navigating emotional labor in high-pressure moments. Grounded in real-world scenarios and peer-informed best practices, this session equips attendees with tools to remain crisis-ready while staying culture-driven—ensuring that even in moments of volatility, campus events continue to foster belonging, safety, and shared purpose.

Presenter: Maya Goehring-Harris, UC Berkeley

A planner-friendly guide to AV basics, utilizing Zoom for Hybrid and livestreamed events, and tips to confidently communicate with your AV team.

Presenter: Jocelyn Ruiz, UCSD

Discussion and presentation of developing a strategy to reach and recruit top performing students to your institution. This will be a case study using what we've developed in the Center for Analytic Political Engagement (CAPE) using our CAPE Civic Scholars program and Showcase Events.

Presenter: Austyn Boutte, UC Merced

Hosted by Janet Castro (CPP BSC Event Manager) and Gabby (Manager of Berkeley’s Student Union about tips and tricks of running a student Union.

Presenter: Helen Yniguez, Cal Poly Pomona

Highlighting processes and partnerships built to ensure enhanced communication and planning with overseeing high risk, large scale and monitoring campus activities to support the campus as a whole to ensure campus safety.

Presenter: Helen Yniguez, Cal Poly Pomona

This session explores strategies for authentically engaging today’s high school students—particularly those from underrepresented communities—by examining emerging trends shaping the next generation of college-going students. Using Cal Poly Pomona’s RISE program as a case study, the presentation highlights culturally responsive outreach, student-centered program design, and approaches to overcoming common implementation challenges. The session will also unpack the tension between broader political and institutional narratives around access and equity and the lived, cultural experiences of students, emphasizing how authenticity, trust, and community-informed practices drive meaningful engagement and successful college transitions.

Presenter: Kyler Nathan, Cal Poly Pomona

A practical session guiding event professionals through acknowledging mistakes, de‑escalating tense moments, delivering sincere apologies, transforming setbacks into opportunities, and building personal resilience to recover confidently when everything goes wrong.

Presenter: Nicole Lange, SFSU

Come learn how the commencement teams at Cal Poly Pomona and UC Irvine streamlined their ceremonies through time‑saving innovations — and how partnering with Pro Pics allowed them to maintain an exceptional graduate experience while significantly reducing ceremony duration.

Partnership Presentation between CPP, UCI and Pro-Pics

Media and communication teams play a strategic role in campus events by shaping messaging, content, and storytelling to expand reach, influence perception, and inspire action. When involved from the beginning—not just as technical support—they can collaborate across departments to leverage diverse talents and create more impactful, engaging, and results-driven campus experiences. Participants will learn practical collaboration strategies through an interactive presentation and group activity.

Presenter: Trevor Henderson, Cal Poly Pomona

Every March, Cal Poly, San Luis Obispo Alumni from across the country partner with the alumni engagement office to plan engagement events celebrating the Founding of Cal Poly. In 2026, 25 locations from all over the US hosted events the weekend of March 6-8 to connect and create a community of Cal Poly Alumni. In this session, we will share out how we did it by covering the planning process to volunteer management to creating the overall guest experience for Cal Poly Alumni's annual weekend of engagement.

Presenter: Lindsey Lee, Cal Poly SLO

Communications, marketing, and events are often viewed as separate functions—but to guests, they are experienced as one continuous story. This presentation explores how each touchpoint in the event planning and marketing process, from the save-the-date to the event website, day-of materials and event design, can all be packaged together to create excitement, clarity and a truly immersive experience. Participants will see examples of how event design and event communications can work together to elevate an event to a meaningful experience that strengthens relationships, reinforces institutional values, and leaves a lasting impression long after the event ends. 

Presenters: Catherine Cook and Korie Gagnon, UC Davis

This session will explore how shared campus resources and strong relationships can support more sustainable, inclusive, and impactful events. It will combine a presentation with audience discussion, highlighting opportunities to collaborate across units, leverage existing campus strengths, and make thoughtful planning choices that benefit both the campus and the community.

Presenters: Whitney Smith, Bianca Bussey and Adrianne Bataska, UC Davis